Privacy Policy

VahanBooks is a transport management software platform built for Indian truck owners, fleet operators, and transport brokers. We are a registered MSME proprietorship in India (Udyam Registration: UDYAM-AP-03-0112106).

Registered Address: 1-87, OC Street, Duddukuru, Deverapalli Mandal, East Godavari, Andhra Pradesh – 534313, India

Privacy queries: vahanbooks@gmail.com

2.1 Information You Provide

• Name, mobile number, and email address (account registration)
• Business name, GSTIN, and business address
• Trip details: vehicle numbers, driver names, party names, freight amounts, routes
• Financial records: payments, invoices, khata entries, expenses
• Driver and supplier contact details entered by you
• Document uploads (RC books, insurance, permits, POD documents)
• WhatsApp number(s) for reminder notifications (with explicit consent)

2.2 Information Collected Automatically

• Device type, browser, and operating system
• IP address and approximate location (city/state level)
• Usage logs, session duration, and feature interactions
• Payment transaction metadata via Razorpay — we do not store card or UPI details

2.3 Sensitive Personal Data or Information (SPDI)

Under the IT Rules, 2011, financial information you voluntarily enter may qualify as SPDI and is handled with heightened care. We do not collect any biometric data.

• To provide, operate, and improve the VahanBooks platform
• To process subscription payments via Razorpay
• To send WhatsApp reminders to parties (only with their explicit opt-in consent)
• To send transactional emails (subscription confirmations, password resets)
• To generate reports, invoices, and financial summaries for your business
• To detect, prevent, and address technical issues or fraudulent activity
• To comply with legal obligations under Indian law

We do not use your data for advertising, sell it to third parties, or share it for marketing purposes.

• Consent: WhatsApp reminders and non-essential communications
• Contract performance: Delivering the software services you have subscribed to
• Legal obligation: Compliance with applicable Indian laws and regulations
• Legitimate interest: Improving our services and preventing fraud

We share your data only in the following limited circumstances:

• Razorpay: Payment processing (PCI-DSS compliant, RBI-registered payment aggregator)
• Firebase / Google Cloud: Cloud database and authentication infrastructure
• Meta (WhatsApp Business API): For sending reminders with your explicit consent
• Resend: Transactional email delivery
• Legal authorities: If required by a court order or applicable Indian law

All third-party service providers are bound by data processing agreements and applicable law.

Your data is stored on Google Firebase infrastructure (Asia — Mumbai region). We implement the following security measures as required under the IT Rules, 2011:

• Encryption in transit (HTTPS/TLS) and at rest (Firebase default encryption)
• Role-based access control — users access only their own company's data
• Firestore security rules enforcing strict tenant isolation
• No storage of card, UPI, or net banking credentials on our servers
• Periodic security reviews and access audits

As a Data Principal, you have the following rights:

• Right to access: Request a summary of personal data we hold about you
• Right to correction: Request correction of inaccurate or incomplete data
• Right to erasure: Request deletion of your personal data, subject to legal retention requirements
• Right to grievance redressal: Lodge a complaint with our Grievance Officer
• Right to nominate: Nominate a person to exercise rights on your behalf
• Right to withdraw consent: Withdraw consent for non-essential processing at any time

Email us at vahanbooks@gmail.com to exercise any of these rights. We respond within 30 days.

• Active account data: Retained for the duration of your subscription
• Financial / transaction records: Retained for 7 years as required under the Income Tax Act, 1961
• Account deletion: Personal profile deleted within 30 days of closure; financial records retained as required by law
• WhatsApp logs: Retained for 90 days for audit and troubleshooting

• Firebase Auth tokens: Stored in browser local storage to keep you logged in
• Language and theme preferences: Stored locally on your device
• We do not use third-party advertising cookies or cross-site tracking

VahanBooks is not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors. If we become aware of such data being collected, it will be deleted promptly.

In accordance with the IT Act, 2000 and the DPDP Act, 2023, our Grievance Officer details are:

If your grievance is not resolved, you may approach the Data Protection Board of India once constituted under the DPDP Act, 2023.

We may update this Privacy Policy from time to time. Material changes will be notified via email or in-app notice at least 7 days before taking effect. Continued use of VahanBooks after the effective date constitutes acceptance.

This Privacy Policy is governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of courts in East Godavari, Andhra Pradesh, India.