1. Introduction

This Privacy, Data Integrity & Security Policy ("Policy") describes how WaybillBooks ("we", "us", "our") collects, uses, stores, and protects information when you register for and use our online transport management platform (the "Service").

By creating an account or using the Service, you acknowledge that you have read and understood this Policy. If you do not agree, please do not register or use the Service.

2. Information We Collect

We collect information that you provide directly and information generated through your use of the Service, including:

Account details: name, email address, mobile number, and login credentials.
Company profile: legal or trade name, registered address, company contact details, GSTIN, PAN, and other business identifiers you choose to enter.
Operational data: customers, suppliers, lorry receipts (LRs), loading slips, invoices, trip memos, vehicles, payments, ledger entries, and related documents you create in the application.
Technical data: device type, browser, IP address, session logs, and usage information needed to operate, secure, and improve the Service.

3. How We Use Your Information

We use your information solely to provide and improve the Service, including to:

Create and manage your account and company workspace.
Store, process, and display your transport and accounting records.
Generate documents such as LRs, invoices, memos, and reports you request.
Authenticate users, enforce access controls, and protect against misuse.
Respond to support requests and communicate important service notices.
Maintain backups and assist with data recovery where reasonably possible.

4. We Do Not Share Your Business Data

Your business and operational data belongs to you. We do not sell, rent, or trade your data to third parties for marketing or advertising purposes.

We do not share your customer lists, financial records, LR details, or other operational content with other tenants, partners, or unrelated parties.

Limited access may be granted only to trusted infrastructure providers (for example, cloud hosting, database, or email delivery services) strictly as needed to run the Service. Those providers are expected to maintain confidentiality and appropriate security controls. We do not authorize them to use your data for their own purposes.

We may disclose information only if required by applicable law, court order, or lawful government request, or when necessary to protect the rights, safety, and security of users and the Service.

5. Data Security

We take reasonable technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction. These measures may include:

Secure connections (HTTPS) for data transmitted between your browser and our servers.
Access controls and authentication for user accounts.
Logical separation of tenant data in our multi-tenant architecture so each organization's records remain isolated from other customers.
Regular monitoring and updates aimed at reducing security vulnerabilities.
Periodic backups to support continuity and recovery efforts.

No online system can guarantee absolute security. You are responsible for keeping your password confidential and for activity under your account.

6. Data Integrity

We strive to keep the data you enter accurate and available within the Service. Our systems are designed to preserve the consistency of your records during normal operation.

You are responsible for the accuracy of information you and your users enter, including customer details, freight amounts, tax settings, and document numbering.

We recommend that you periodically review critical records and export or download important reports for your own records and statutory compliance.

7. Online Platform Risks & Data Loss

WaybillBooks is an online, cloud-based application. As with any internet-connected service, certain risks exist that are outside our full control, including:

Cyber attacks, malware, ransomware, phishing, or other malicious activity directed at users, networks, or infrastructure.
Hardware failures, software defects, network outages, or interruptions at hosting providers.
Force majeure events such as natural disasters, power failures, or widespread connectivity disruption.
Accidental deletion or modification of data by authorized users within your organization.

While we implement safeguards and backup practices to reduce these risks, we cannot guarantee that data will never be lost, corrupted, or temporarily unavailable.

In unfortunate or unforeseen circumstances—including severe security incidents or catastrophic infrastructure failure—some or all of your data may be lost or may not be fully recoverable despite our reasonable efforts.

You acknowledge this inherent risk of using any online platform and agree that we shall not be liable for loss or damage arising from such events beyond what applicable law requires.

8. Data Retention

We retain your data for as long as your account is active and as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

If you close your account or your subscription ends, we may retain or delete data in accordance with our internal retention schedule and applicable law. Contact us if you have questions about export or deletion.

9. Your Choices & Responsibilities

You may update much of your company and account information within the application settings. You should also:

Use strong, unique passwords and limit access to authorized staff only.
Log out on shared devices and notify us promptly of suspected unauthorized access.
Maintain your own offline copies of critical business records where required by law or internal policy.

10. Changes to This Policy

We may update this Policy from time to time. The "Last updated" date at the top of this page will reflect the latest version. Continued use of the Service after changes are posted constitutes acceptance of the revised Policy.

11. Contact Us

If you have questions about this Policy, data security, or how your information is handled, please contact us:

Email: waybillbooks@gmail.com

Address: Plot 34, Bhagyalakshmi Colony, Suchitra, Hyderabad – 500055, Telangana, India