Privacy policy

Who we are and our role

• Your account data as a distributor (your name, phone, email, business name, billing details, your settings): we decide why and how this is used. So under the Digital Personal Data Protection Act 2023 we are the Data Fiduciary for it.
• Your shops’ data (their phone numbers, shop names, the messages they send to your number, their balances): this is data about your customers. You choose to put it into BakiCheck, and you control it. You decide what is kept and for how long. We process it on your instructions, as your Data Processor. Your shops’ relationship is with you, not with us. Requests about their data come to you first. See your rights.

What we collect

From you, when you sign up and use the app

• Name, mobile number, email, business name and address, GSTIN if you give it.
• Billing records: your plan, what you have paid, and the invoice. We never see or store your card or UPI details. The payment gateway handles them.
• Your product list, rates, schemes, shops, credit limits, the days you give each shop, bills, payments and orders. This is your business data. You own it.
• The usual technical record of using an app: device type, app version, when you logged in, and errors, so we can fix things.

From your WhatsApp Business number, only after you connect it and only with your permission

• The WhatsApp Business account ID and phone number ID, so messages can reach us at all.
• For each one to one message from a shop you have added that passes the "is this an order" filter: the sender’s phone number, the time, the message type, the text, and for a voice note the audio file and the transcript we make from it.
• For a message from a number you have not added that looks like an order: the number, the time, the WhatsApp contact name if there is one, and the text if it was text, held for 7 days. The audio file is held for 7 days and is not transcribed unless you add the shop.
• For every message that fails the filter, from any sender: only the fact that a message came from that number at that time, and which check rejected it. No text, no audio, no transcript.

From this website

This website has no analytics, no tracking and no advertising cookies. We do not use advertising trackers. The language you choose is saved on your own phone or computer, not on our server. If analytics are ever added, this line will name the tool and what it records.

Why we collect it, and the legal basis

confirm every entry in the Basis column below.

Data	Why	Basis
Your account and billing data	To run your account, bill you and support you	Performance of the contract with you; legal duties for invoices and tax
Your business data: shops, products, hisaab, orders	To show you the order and the baki answer. It is the product	Performance of the contract with you
WhatsApp message content and sender numbers	To create an order card from the message and match it to the right shop in your own records. Nothing else	Your consent, given on the four connection screens, which you can withdraw by disconnecting; and our processing on your instructions as your processor
Technical and error records	To keep the app working and find faults	Legitimate use for the stated purpose; no profiling

We do not collect anything "in case it is useful later".

WhatsApp message data, stated specifically

This section exists because the messages your shops send you are the most sensitive thing we hold. They are other people’s words, and those people never signed up to anything.

• We connect only to your own WhatsApp Business number, in your name, on Meta’s own permission screen, after you have agreed to four separate consent screens in the app. We never connect a number without the owner doing this personally. check that the consent wording is adequate under DPDP without overstating what Meta’s own page covers.
• We receive only one to one messages sent to that number. Meta never delivers group messages to us. Messages you send out are not received by us.
• We read content only after a message passes a filter on its shape (added sender, sensible length, a quantity or unit word in a text, not a forward). Content that fails the filter is never stored and never read by a person or a machine.
• We use message content and the sender’s number for one purpose only: to create an order card and attach it to the right shop in your records.
• We never use it for advertising, never sell it, never share it between distributors, and never show one distributor another distributor’s data, even when two distributors supply the same shop.
• Audio is never used to train any model, ours or a vendor’s. The speech to text provider gets audio for transcription only, under a contract that bars keeping it or training on it. confirm the contract term once the vendor is signed.
• Audio can be reached only by you, logged in. Never through a public link. Never sent to a second provider for comparison.
• When you first connect, we read a history window you choose (30, 90 or 180 days) once, to find which numbers are shops and what they order. We do not read beyond the window you picked.
• You can disconnect at any time, in one tap, from the app or from your Meta Business settings. New messages stop at once. Existing message data stays on its deletion clock below.

What we never do

• Sell or rent any data, yours or your shops’.
• Use any data for advertising, ours or anyone else’s.
• Share one distributor’s data with another, for any reason.
• Read or store group messages, outgoing messages, photos from unknown numbers, or messages that fail the order filter.
• Transcribe a voice note from a number you have not added.
• Send a message to any of your shops.
• Ask for or store your Facebook or WhatsApp password.
• Store your card or UPI details.
• Train any model on your shops’ voices.
• Keep your data after you close your account "in case you come back".

Retention and deletion

confirm every period in this table, including whether keeping order amounts and dates after a shop asks for erasure is defensible as the distributor’s own business record.

What	How long	Clock starts	Why that long
Raw message as delivered by Meta	7 days	Receipt	To fix a wrong read in your first week
Voice note audio	90 days (30 on request)	Receipt	So you can replay a disputed order from last quarter, and no longer
Transcript and word timings	90 days	Receipt	Tied to the audio; a transcript with no audio cannot be checked
The shop’s exact words on a line you fixed	Kept with the order, text only	Fix	So you can see what was said when you look at the order later
Orders, lines, prices, baki decisions	While your account is open	Confirmation	These are your books
Learned phrase for a shop (phrase and product only)	While your account is open	Creation	How the matcher improves for that shop. No audio or message inside it
Unknown number row and its held message	7 days	Receipt	So a new shop’s first order is not lost
Record that a message was filtered out (no content)	30 days	Receipt	To tune the filter
Numbers you chose to ignore	While your account is open	Your tap	A decision you made; you can reverse it
Your account and billing records	While your account is open, then as tax law requires	Account opening	set the statutory retention period for invoices and tax records.

Where your data is stored

All data, including backups, is stored in India, on DigitalOcean’s Bangalore region. There is no exception for backups. The speech to text provider processes audio for the duration of transcription only. That provider is not chosen yet, so the country its transcription runs in is not settled. We will name the provider here, with the country, before the WhatsApp connection goes live. this sentence must be checked once the vendor is chosen.

Who else touches your data

Category	Who	What they see
Hosting and database	DigitalOcean, Bangalore region, India	Everything, encrypted at rest and in transit
Messaging platform	Meta Platforms (WhatsApp Business Platform)	The messages your shops send to your number, as they already do today, and the connection in your name
Speech to text	A speech to text provider. Not chosen yet, and named here before the WhatsApp connection goes live	The audio of a voice note, for transcription only, no retention, no training
Payment gateway	An Indian payment gateway. Not chosen yet, and named here before we take any payment	Your payment details, which we never see

No other party sees anything. If this list changes, the date at the top of this policy changes, and we tell existing customers by email before the change takes effect.

Security

• Each distributor’s data is locked to that distributor’s account in the software. There is no screen, report or export that shows another distributor’s data.
• Data is encrypted in transit and at rest.
• Audio and media are never served through public links.
• Secrets, keys and tokens are never stored in code, fixtures, logs or tests. Logs hide tokens and media links.
• If we confirm that someone got unauthorised access to audio, transcripts or shop data, we tell every affected distributor within 72 hours of confirming it. We name what was exposed and for which shops. No "may have been affected" without a list. align this 72 hour promise with the notification duties to the Data Protection Board of India under the DPDP Act and its rules, and confirm whether those rules are in force on the publication date.

Your rights under the DPDP Act 2023

Under the Digital Personal Data Protection Act 2023 you have the right to: confirm this list of rights and the wording of each.

• Know what personal data of yours we hold and what we do with it. Ask, and we will tell you.
• Correct or complete it.
• Have it erased when it is no longer needed for the purpose you gave it for, except where a law requires us to keep it (for example, tax records).
• Withdraw consent at any time. For the WhatsApp connection, disconnecting is the withdrawal, and it takes effect at once.
• Have a complaint heard by us first, through the contact below, and if we do not resolve it, to go to the Data Protection Board of India.
• Nominate someone to use these rights for you if you cannot.

If you are a shopkeeper whose distributor uses BakiCheck: we hold your number and your messages on your distributor’s instructions. Write to us at the address below. We will tell you which distributor it is, pass your request to him, and act on it when he confirms. We will never quietly refuse. We will never act on your data without telling him.

Children

BakiCheck is a business tool for registered businesses. It is not for anyone under 18, and we do not knowingly collect data from anyone under 18. If you believe we have, write to us and we will delete it.

Changes to this policy

We will change this policy when the product or the law changes. The date at the top will change. If the change affects what we collect or how long we keep it, every customer gets an email before it takes effect, not after. We do not change retention periods quietly.

How to contact us about data