Privacy Policy

This Privacy Policy explains how SmartAccounts ("we", "us", "our") collects, uses, stores, and protects your information when you use our accounting and customer relationship management platform available at smartaccounts.in (the "Service"). By using the Service, you agree to the practices described in this policy.

SmartAccounts is operated by Scalexbrain Mediaworks Private Limited, with its principal place of business at Gandhinagar, Gujarat, India. For any privacy-related queries, contact us at pandeyashwin97@gmail.com.

1. Information We Collect

1.1 Account information

When you create an account, we collect your name, email address, password (stored hashed), business name, GSTIN, business address, mobile number, and other details you provide during signup.

1.2 Business and financial data

The Service allows you to record and manage business data including invoices, customer details, vendor details, bank account information, GST records, payment records, expense records, employee records, and other accounting data. This data is owned by you and stored securely.

1.3 Third-party integration data

If you connect external services (such as Facebook/Instagram Lead Ads, WhatsApp Business, WooCommerce, Shopify, Razorpay, payment gateways), we receive and store information from those services as authorised by you. This may include:

• Facebook/Instagram (Meta): Your Facebook user ID, list of Pages you manage, Lead Ad form submissions (lead name, phone, email, custom fields), page metadata, and access tokens needed to receive leads. We use this data solely to deliver leads into your SmartAccounts account.
• WhatsApp Business: Your WhatsApp Business Account ID, phone number ID, access token, and messages exchanged with your customers (only if you choose to use the WhatsApp integration).
• E-commerce platforms: Orders, customers, products, and abandoned cart data from connected stores.
• Payment gateways: Payment records, transaction IDs, settlement data. We do NOT store full card numbers, CVVs, or banking credentials — these are handled by the payment gateway directly.

1.4 Usage and technical data

We automatically collect technical information when you use the Service, including IP address, browser type, device information, pages visited, features used, and timestamps. This is used to operate, secure, and improve the Service.

1.5 Cookies and similar technologies

We use cookies and local storage to maintain your session, remember your preferences, and improve user experience. We do not use cookies for advertising or third-party tracking.

2. How We Use Your Information

• To provide, operate, and maintain the Service
• To process and deliver leads from your connected ad accounts
• To send transactional communications (account verifications, payment receipts, security alerts)
• To respond to your support requests
• To prevent fraud, abuse, and unauthorised access
• To comply with applicable laws (Income Tax Act, GST Act, IT Act, DPDP Act)
• To improve the Service based on aggregate usage patterns

3. How We Share Your Information

We share information only in the following limited circumstances:

3.1 With service providers

We use trusted third-party services to operate SmartAccounts, including:

• Hostinger — cloud hosting and database storage
• Razorpay — payment processing for subscriptions
• Meta (Facebook/Instagram) — when you authorise lead capture integrations
• SMS/email gateways — for transactional notifications

These providers process data on our behalf under strict confidentiality and security obligations.

3.2 With your authorisation

When you connect a third-party integration, we share data with that service as needed to provide the integration. You can disconnect any integration at any time from within the Service.

3.3 For legal reasons

We may disclose information if required by law, court order, or government request, or to protect our rights, property, or safety, or that of our users.

3.4 In a business transfer

If we are acquired, merged, or undergo a similar business transition, your information may be transferred to the new entity, with notice provided to you.

4. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete or anonymise your personal data within 30 days, subject to:

• Legal retention requirements (e.g., tax records — we may retain financial records for up to 8 years as required by Indian law)
• Backup retention cycles (deleted data may persist in encrypted backups for up to 90 days before final deletion)
• Active disputes or legal proceedings

To request account deletion, see our Data Deletion Instructions.

5. Data Security

We implement industry-standard security measures including:

• HTTPS encryption for all data in transit
• Encrypted database storage
• Password hashing (bcrypt or equivalent)
• Role-based access controls within the application
• Regular security audits and updates
• Multi-tenant data isolation by company ID

While we take security seriously, no system is 100% secure. You are responsible for keeping your account password confidential and notifying us immediately if you suspect unauthorised access.

6. Your Rights

Under the Digital Personal Data Protection Act, 2023 (India) and applicable laws, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your account and associated personal data
• Withdraw consent for optional data processing (such as integrations)
• Port your data to another service in a machine-readable format
• Lodge a complaint with the Data Protection Board of India

To exercise these rights, contact pandeyashwin97@gmail.com. We will respond within 30 days.

7. Children's Privacy

SmartAccounts is intended for use by businesses and is not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will delete it promptly.

8. International Data Transfers

SmartAccounts primarily stores data on servers located in India. If we transfer data outside India (for example, to a third-party integration like Meta), we ensure appropriate safeguards are in place. By using the Service and integrations, you consent to such transfers.

9. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those external sites. We encourage you to review their privacy policies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via email and/or an in-app notice at least 7 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact:

Scalexbrain Mediaworks Private Limited
Director: Jitendra Bandhaniya
Email: pandeyashwin97@gmail.com
Address: Gandhinagar, Gujarat, India
Website: smartaccounts.in

12. Grievance Officer

As required under Indian IT Rules, 2021, the Grievance Officer for SmartAccounts is:

Name: Ashwin Pandey
Email: pandeyashwin97@gmail.com
Response time: Within 15 days of receiving a complaint