Data and privacy notice

How RoboBill handles your business data and the personal data in your books. Written to match how the software actually behaves.

Where your data is

Offline use (the default): all books stay in files on your PC. Nothing is sent to us.
Hybrid use (you switch it on): a copy of your books is sent to our cloud storage so the owner app and your accountant can read it. The PC in your shop stays the master copy.
Online use (you switch it on): your books are kept on our servers and your shop PCs connect over the internet.
You can switch from hybrid or online back to offline at any time; your full books file is brought back to your PC.

To create an account we keep your email address, your name and the mobile number you give us. We use the mobile only to reach you about your account; it is not used to sign in.
Sign-in codes are stored only as a keyed hash and expire after 5 minutes. Setup codes are stored only as a keyed hash, work once and expire after 30 minutes.
This website uses no tracking, advertising or analytics cookies. Your sign-in is kept in your browser tab's session storage and ends when you close the tab or sign out.

Your books contain names, phone numbers, addresses and GSTINs of your customers and suppliers. You are the data fiduciary for that data. When you use cloud features, we act as your data processor. [to be confirmed]
The software lets you export or delete one party's personal details on request.
Before cloud copying starts, the owner must give consent in the app; the consent and its date are recorded.

WhatsApp and email summaries: to the WhatsApp Business Solution Provider and the email provider. Totals and short lists, to the numbers and addresses you register.
Scan-to-draft and AI summaries: to Anthropic (Claude API). The scanned bill image, or aggregate figures; never your full books. AI output is always a draft and never posts a voucher by itself.
E-invoice and e-way bill: to your GST Suvidha Provider and the government portals. The invoice data the law requires.

PIN sign-in per user, with lockout after repeated wrong PINs.
Counters on the shop network need an access code set up by the owner and connect over an encrypted link.
Cloud copies are encrypted on your PC before they are sent, with a key that only your own PCs hold. Our servers keep the key only in locked form and cannot read the copy.
You get a printed recovery code. Without the code and without one of your PCs, nobody, including us, can open the cloud copy.

In the shop: as long as you keep the files. Nightly backups keep the newest two.
In the cloud: until you switch the feature off, then deleted within 30 days. [to be confirmed]
Records needed for our own billing and tax stay as the law requires.

Grievance officer: [name and address to be confirmed]. Email: [email protected].