Privacy Policy

Last updated: June 2025 · Effective date: June 2025

1. Who we are

BillQ is a mobile billing application operated by Sembian Technologies, based in Chennai, Tamil Nadu, India. We provide digital billing software for small businesses including tea stalls, canteens, bakeries, and hawkers in India and Malaysia.

For any privacy-related queries, contact us at: privacy@billq.app

2. What personal data we collect

We collect only the minimum data required to provide our billing service:

• Mobile number — used for login via OTP. This is your account identifier.
• Business name and owner name — used to identify your business in the app and on printed receipts.
• Business address — displayed on your receipts as required for GST compliance.
• GSTIN — only if your business is GST registered. Used for GST calculations and reports.
• Menu items and prices — the items you add to your menu for billing purposes.
• Bill records — every bill you create, including items, amounts, payment type, and timestamp.
• Device information — basic device type and OS version for troubleshooting purposes only.

We do not collect your location, contacts, camera roll, or any data unrelated to billing.

3. Why we collect your data

Every piece of data we collect has a specific purpose:

• Mobile number — to authenticate you securely via OTP without requiring a password.
• Business details — to personalise your receipts and reports with your business information.
• Bill records — to generate daily Z-reports, monthly reports, and GST reports for your business.
• GSTIN — to calculate correct GST amounts and generate GSTR-1 ready reports.

We do not use your data for advertising, profiling, or any purpose beyond providing the BillQ billing service.

4. How long we keep your data

• Your data is retained as long as your account is active.
• If you delete your account, your data is permanently deleted within 30 days.
• Bill records may be retained for up to 1 year after account deletion to comply with Indian financial record-keeping requirements, after which they are permanently deleted.

5. Who we share your data with

We share your data with a limited number of third-party service providers strictly necessary to operate BillQ:

• Razorpay — payment processing for subscription payments. Razorpay receives your mobile number and payment details. Razorpay's privacy policy applies to data they process.
• Fast2SMS — OTP delivery service. Fast2SMS receives your mobile number to send OTP messages. No other data is shared.
• Google Gemini — AI-powered menu scanning. When you scan a menu photo, the image is sent to Google's Gemini API for text extraction. No personal or business data is included in the image request beyond the menu photo itself.
• DigitalOcean — cloud infrastructure provider where our servers are hosted. Your data is stored on DigitalOcean servers located in the Asia Pacific region.

We never sell, rent, or share your personal data with advertisers, data brokers, or any third party for commercial purposes.

6. Your rights under DPDP Act 2023

Under India's Digital Personal Data Protection Act 2023, you have the following rights:

• Right to access — request a copy of the personal data we hold about you.
• Right to correction — request correction of inaccurate personal data.
• Right to erasure — request deletion of your personal data. You can do this directly in the app via Settings → Delete Account, or by emailing us.
• Right to withdraw consent — withdraw consent for data processing at any time by deleting your account.
• Right to grievance redressal — raise a complaint with us at privacy@billq.app. We will respond within 15 business days.

To exercise any of these rights, contact us at privacy@billq.app with your registered mobile number.

7. Data security

• All data is transmitted over HTTPS (encrypted in transit).
• Authentication tokens are stored securely on your device using Flutter Secure Storage.
• OTPs expire within 5 minutes and are deleted after use.
• Passwords are never stored — we use OTP-based authentication only.
• Our servers are protected by Cloudflare's Web Application Firewall.

8. Children's privacy

BillQ is a business tool intended for use by adults running businesses. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us and we will delete it promptly.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via the app or SMS. Continued use of BillQ after changes take effect constitutes acceptance of the updated policy.

10. Contact us

For any privacy-related questions or to exercise your rights:

• Email: privacy@billq.app
• WhatsApp support: Available in the app under Settings → Contact Support
• Address: Sembian Technologies, Chennai, Tamil Nadu, India

This Privacy Policy is governed by the laws of India and the Digital Personal Data Protection Act 2023.