Privacy Policy

This Privacy Policy explains how TrackBooks collects, uses, stores, shares and protects personal information when you visit our website, create an account, use our application, request a demo, contact support or interact with our services.

TrackBooks provides accounting, GST compliance, banking, reconciliation, reporting and AI-assisted finance workflows for businesses. In many cases, we process information on behalf of the organisation that uses TrackBooks.

If your employer, client, accountant or another organisation gives you access to TrackBooks, that organisation may be responsible for deciding how your information is used within its account.

Account information: name, work email, phone number, role, company name, login credentials, user permissions and authentication details.

Business information: organisation details, GST registrations, branches, customers, vendors, chart of accounts, invoices, bills, credit notes, debit notes, products, bank accounts, bank statements, ledgers, journals, reports and audit activity.

Usage information: pages viewed, features used, device and browser information, IP address, session information, referral source, approximate location, error logs and diagnostic data.

Communication information: messages sent through forms, demo requests, support tickets, emails, calls, feedback and survey responses.

Payment and billing information: plan details, billing address, tax details, invoices, payment status and limited payment metadata. Payment card or banking credentials may be processed by third-party payment providers and are not stored by TrackBooks unless explicitly stated.

We collect information directly from you, from users in your organisation, from uploaded documents, from connected integrations that you authorise and from automated systems that record service usage.

If you connect third-party services such as bank feeds, payment providers, email, storage or GST-related services, we may receive information from those services as required to provide the requested functionality.

We use information to provide, operate, maintain and improve TrackBooks, including account setup, authentication, accounting workflows, GST compliance workflows, document extraction, reconciliation, reporting, notifications and customer support.

We use information to process demo requests, respond to enquiries, send service communications, manage subscriptions, generate invoices, handle billing and prevent fraud or misuse.

We use diagnostic and usage information to secure the service, troubleshoot issues, understand feature performance, improve user experience and develop new capabilities.

We may use de-identified, aggregated or anonymised information for analytics, benchmarking, model improvement, product research and business reporting where it does not identify a customer or individual.

TrackBooks may use AI, OCR, rules and machine learning to extract invoice or bill details, classify transactions, suggest journal entries, match bank transactions, summarise reports and answer finance questions.

AI processing may use the documents, records, messages and business context you provide so the service can generate relevant suggestions. Outputs should be reviewed before use in books, reports, returns or filings.

Where we use external AI infrastructure or subprocessors, we apply contractual, security and access controls intended to protect customer data.

We process information where needed to perform a contract, provide requested services, comply with legal obligations, protect legitimate business interests, prevent fraud, secure the service or with consent where required.

For Indian users, we aim to handle personal information consistently with applicable Indian privacy and data protection laws, including the Digital Personal Data Protection Act, 2023 where applicable.

We do not sell personal information.

We may share information with service providers that help us host infrastructure, send emails, process payments, provide analytics, support customers, monitor security, store data or operate product features.

We may share information with integrations you enable, such as banks, payment processors, GST-related systems, storage providers or accounting tools, only as needed for the integration.

We may disclose information if required by law, legal process, government request, tax or regulatory requirement, or to protect TrackBooks, customers, users or the public from harm, fraud or security risk.

If TrackBooks is involved in a merger, acquisition, financing, reorganisation or sale of assets, information may be transferred as part of that transaction subject to appropriate protections.

Customers control the business data uploaded or created in their TrackBooks account and are responsible for granting access only to authorised users.

You should avoid uploading unnecessary personal information and should ensure that invoices, bills, bank statements and other documents are collected and used lawfully.

Administrators can manage users, roles, organisations, branches and certain account settings. Some deletion or export requests may need to be handled by the customer organisation that controls the account.

We retain information for as long as needed to provide the service, comply with legal, tax, accounting and audit obligations, resolve disputes, enforce agreements and maintain security.

Retention periods may vary depending on the type of data, subscription status, customer instructions, backup cycles and statutory requirements.

When information is no longer needed, we delete, anonymise or isolate it according to our retention practices and technical constraints.

We use administrative, technical and organisational safeguards designed to protect information against unauthorised access, loss, misuse, alteration and disclosure.

Security measures may include access controls, encryption in transit, monitoring, backups, logging, secure development practices and role-based permissions.

No method of transmission or storage is completely secure. You are responsible for protecting credentials, devices and user access within your organisation.

We may use cookies, local storage and similar technologies to keep you signed in, remember preferences, secure sessions, analyse usage and improve the website and product experience.

You can control cookies through browser settings. Disabling some cookies may affect login, security or product functionality.

Depending on applicable law and your relationship with TrackBooks, you may request access, correction, deletion, export, restriction or withdrawal of consent for personal information.

If your data is controlled by a TrackBooks customer, we may direct your request to that customer or need their authorisation before acting.

You can opt out of non-essential marketing communications using the unsubscribe link or by contacting us. You may still receive service, security, billing or transactional messages.

TrackBooks may process or store information in India and other countries where we or our service providers operate.

Where information is transferred internationally, we use safeguards intended to protect it in accordance with applicable law and contractual obligations.

TrackBooks is designed for business use and is not intended for children. We do not knowingly collect personal information from children.

If you believe a child has provided personal information to TrackBooks, contact us so we can review and take appropriate action.

We may update this Privacy Policy from time to time to reflect changes in law, product features, security practices or business operations.

If changes are material, we will take reasonable steps to notify you through the website, service or email. The updated policy becomes effective when posted unless stated otherwise.

For privacy questions, data requests or concerns, contact TrackBooks at [email protected].