Privacy Policy

Last Updated: July 20, 2026  |  Effective Date: July 20, 2026

1. Introduction

Welcome to Shyam Software ("we," "us," "our," or the "Company"). This Privacy Policy explains how we collect, use, store, share, and protect personal information and business data when you use our websites, cloud platforms, desktop applications, mobile applications, and related services (collectively, the "Services").

This Privacy Policy applies to all products and services offered by Shyam Software, including but not limited to:

• BusinessERP — Cloud-based GST billing, inventory, and accounting software (erp.shyamsoftware.com)
• Ecom — B2B customer portal for live ledger, statements, and catalog ordering (ecom.shyamsoftware.com)
• JewelSoft — Jewellery ERP for gold, silver, and diamond businesses
• ProductScan —Smart image design matching ai tool
• Custom Software Solutions — Tailored desktop and web applications built for specific business requirements
• Mobile Applications — Android and iOS applications associated with any of the above products

This Privacy Policy also applies to any new products, features, modules, or services that we may develop, launch, or acquire in the future, from the date such products or services become available, without requiring a separate privacy policy for each. Where a new product involves materially different data practices, we will update this Policy accordingly and revise the "Last Updated" date.

By accessing or using any of our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree, please do not use our Services.

2. Definitions

Term	Definition
Personal Data	Any information relating to an identified or identifiable natural person, including name, email, phone number, GSTIN, PAN, and Aadhaar (where applicable).
Business Data	Financial records, invoices, inventory logs, ledgers, customer lists, purchase orders, and other operational data entered into our software by the user.
Services	All websites, applications, cloud platforms, and desktop software offered by Shyam Software.

3. Information We Collect

3.1 Account & Registration Information

When you register for any of our Services, we collect:

• Full name and business name
• Email address and phone number
• GSTIN (Goods and Services Tax Identification Number)
• PAN (Permanent Account Number), where required for invoicing
• Business address (street, city, state, PIN code)
• Business category and industry type
• Login credentials (encrypted password, MPIN)

3.2 Business & Financial Data

In the course of using our ERP and accounting products, you may input:

• Sales and purchase invoices, credit/debit notes
• Customer and supplier contact details, ledgers, and outstanding balances
• Inventory records including product names, HSN/SAC codes, stock quantities, and pricing
• Employee records (if using HR/Payroll modules): names, salaries, attendance, bank details
• GST returns data (GSTR-1, GSTR-3B, E-Way Bills, E-Invoices)
• Manufacturing records: BOMs, job orders, production logs
• CRM data: leads, follow-ups, quotations

3.3 Device & Technical Information

We automatically collect certain technical information when you access our Services:

• IP address and approximate geographic location
• Browser type, version, and language
• Operating system and device type (desktop, tablet, mobile)
• Screen resolution and display settings
• Referrer URL and pages visited within our platforms
• Session duration and interaction timestamps
• Device identifiers (for mobile applications)

3.4 Log Files & Usage Data

Our servers automatically record log files that include:

• HTTP request details (method, URL, status codes)
• Error logs and exception reports for debugging purposes
• Feature usage patterns (e.g., which modules are used most frequently)

4. Device & Browser Permissions

Our mobile and web applications may request the following permissions. Each permission is used strictly for the stated purpose and can be revoked at any time through your device settings:

Permission	Purpose	Required?
Camera	Scanning barcodes, QR codes, and capturing product images for inventory	Optional
Storage / Files	Saving exported reports (PDF, Excel), invoice templates, and backup files	Optional
Location (GPS)	Geo-tagging sales entries, delivery tracking, and field staff attendance	Optional
Notifications (Push)	Sending order alerts, payment reminders, stock alerts, and system updates	Optional
Microphone	Voice-to-text input for search and data entry (if enabled)	Optional
Contacts	Importing customer/supplier contacts for quick ledger creation	Optional
Bluetooth	Connecting to Bluetooth barcode scanners, label printers, and weight machines	Optional

5. How We Use Your Information

We use the information we collect for the following purposes:

5.1 Service Delivery

• Provisioning and maintaining your ERP tenant and user accounts
• Processing transactions, generating invoices, and managing inventory
• Calculating GST, generating E-Invoices, and preparing statutory returns
• Powering the Ecom customer portal (live ledger, statements, catalog)
• Syncing data across devices and platforms in real-time

5.2 Customer Support

• Responding to queries via WhatsApp, phone, email, and in-app chat
• Remote troubleshooting and training sessions
• Providing software updates, bug fixes, and feature enhancements

5.3 Security & Fraud Prevention

• Detecting unauthorized access, suspicious login attempts, and anomalies
• Maintaining security and preventing abuse
• Maintaining audit logs for compliance and internal review

5.4 Analytics & Product Improvement

• Understanding feature usage patterns to prioritize development
• Conducting anonymized, aggregated analysis to improve system performance
• A/B testing interface improvements

5.5 Legal & Regulatory Compliance

• Complying with Indian tax laws, GST regulations, and the Companies Act
• Responding to lawful requests from government authorities
• Enforcing our Terms & Conditions and other legal agreements

6. Cookies & Tracking Technologies

6.1 What Are Cookies?

Cookies are small text files stored on your device by your web browser when you visit our websites. They help us recognize your device, remember your preferences, and improve your experience.

6.2 Types of Cookies We Use

Cookie Type	Purpose	Duration
Essential Cookies	Authentication, session management, CSRF protection. These are strictly necessary for the platform to function.	Session / 2 hours
Preference Cookies	Remembering your language selection (English/Hindi), dark/light mode theme, and display preferences.	1 year
Analytics Cookies	Understanding how visitors navigate our website using anonymized, aggregated data.	30 days
Performance Cookies	Monitoring page load times and application performance to ensure a smooth experience.	Session

6.3 Managing Cookies

You can control and delete cookies through your browser settings. Please note that disabling essential cookies may prevent you from using core features of our platform (such as logging in).

7. Payment Information

When you make payments for subscriptions, AMC, or custom development services:

• Payment processing is handled entirely via direct bank transfer or authorized manual payments.
• We do not store your credit card numbers, debit card numbers, UPI PINs, or net banking credentials on our servers at any time.
• We retain only transaction reference numbers, invoice amounts, and payment dates for accounting and reconciliation purposes.

8. Data Retention Policy

Data Type	Retention Period	Reason
Active Account Data	Duration of subscription + 45 days	Service continuity and grace period
Financial & Tax Records	8 years from creation	Indian tax law compliance (Income Tax Act, GST Act)
Server Logs & Access Logs	12 months	Security monitoring and incident response
Support Chat / Ticket History	3 years	Quality assurance and dispute resolution
Deleted Account Data	Purged within 45 days of deletion request	Allowing recovery within grace period
Marketing Consent Records	Until consent is withdrawn	Compliance with consent requirements

After the applicable retention period, data is securely deleted or irreversibly anonymized.

9. Data Security

We implement comprehensive, industry-standard security measures to protect your data against unauthorized access, disclosure, or destruction. This includes the use of standard security protocols and regular security updates.

10. Data Ownership

• We process your data solely as a service provider to enable the functionality of the software.
• We will never sell, license, or monetize your business data to any third party.
• Upon termination of your subscription (and after the 45-day grace period), you may request a complete data export before we delete your data from our systems.

11. Your Rights

Depending on your jurisdiction, you have the following rights regarding your personal data:

11.1 Right to Access

You may request a copy of the personal data we hold about you at any time.

11.2 Right to Correction

You may request correction of any inaccurate or incomplete personal data. You can also update most information directly through your account settings.

11.3 Right to Data Export (Portability)

You may request an export of your data in machine-readable formats (CSV, Excel, JSON) at any time through your account dashboard or by contacting support.

11.4 Right to Deletion (Right to be Forgotten)

You may request the deletion of your account and associated personal data. Please note that we may be required to retain certain financial and tax records for up to 8 years under Indian law, even after account deletion.

11.5 Right to Withdraw Consent

Where we rely on your consent to process personal data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing done prior to the withdrawal.

11.6 Right to Grievance Redressal

If you have a complaint about how your data is being handled, you may contact our Grievance Officer (details in Section 16). We will acknowledge your complaint within 48 hours and aim to resolve it within 30 days.

12. Children's Privacy

Our Services are designed for business use and are not intended for children under the age of 18. We do not knowingly collect personal data from children. If we discover that a child under 18 has provided us with personal data, we will promptly delete such information from our servers. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately.

13. International Users

Shyam Software is headquartered in Rajkot, Gujarat, India. Our servers and primary data processing facilities are located in India. If you access our Services from outside India, your data will be transferred to and processed in India. By using our Services, you consent to such transfer and processing. We ensure that appropriate safeguards are in place for cross-border data transfers in compliance with applicable laws.

14. Legal Compliance & Disclosure

We may disclose your personal data if required by law or if we believe in good faith that such action is necessary to:

• Comply with a legal obligation, court order, or government directive
• Protect and defend the rights, property, or safety of Shyam Software, our users, or the public
• Prevent fraud, security threats, or illegal activity
• Enforce our Terms & Conditions and other agreements

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes:

• We will update the "Last Updated" date at the top of this page.
• For significant changes, we will notify you via email or through an in-app notification.
• Your continued use of our Services after the effective date of the revised policy constitutes your acceptance of the changes.

16. Contact Information & Grievance Officer

If you have any questions, concerns, or complaints regarding this Privacy Policy or our data practices, please contact us:

This Privacy Policy is an original document prepared specifically for Shyam Software and its products. It is intended for informational purposes and should be reviewed by qualified legal counsel before final publication. This document does not constitute legal advice.

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