Last updated: 17 March 2026 | Effective: 07 February 2022
1. Introduction
Akshay Lakshay Kotish Private Limited, operating under the brand name Akshay Kotish & Co. (CIN: U72900HR2022PTC101170, GSTIN: 06AAWCA4919K1Z3), is committed to protecting the privacy of our clients, employees, and website visitors.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website (akshaykotish.com), dashboard, APIs, and services.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, phone number, email address when you register or are added as a user.
- Business Information: Company name, GSTIN, PAN, bank account details, billing address for invoicing and payments.
- Employee Data: Name, contact details, PAN, UAN, bank details, salary information, insurance details (for employees managed in our HR system).
- Communication Data: Emails sent/received through our platform, documents, and correspondence.
2.2 Information Collected Automatically
- Usage Data: Pages visited, features used, timestamps, IP address, browser type.
- Authentication Logs: Login times, device information, authentication method used.
- Transaction Data: Payment records, invoice history, Razorpay transaction details.
3. How We Use Your Information
- To provide and maintain our ERP, billing, accounting, and HR services.
- To process invoices, payments, and payroll.
- To send transactional emails (invoices, payment receipts, salary slips, OTPs).
- To comply with legal obligations (GST filing, tax reporting, regulatory requirements).
- To improve our services and user experience.
- To communicate important updates about our services.
4. Data Storage & Security
Your data is stored securely on:
- Google Cloud Platform (Firebase/Firestore) — encrypted at rest and in transit.
- Google Cloud Run — for application hosting with automatic scaling.
- All API communications use HTTPS/TLS encryption.
- Authentication uses Firebase Authentication with phone OTP and custom tokens.
- Sensitive data (passwords, API keys) are hashed and never stored in plain text.
5. Data Sharing
We do not sell your personal information. We may share data with:
- Razorpay: For payment processing (name, email, phone, payment amount).
- Email Service Providers: Brevo/Gmail SMTP for sending transactional emails.
- Google AI (Gemini): For AI-powered features (prompts only, no personal data stored by Google).
- Legal Authorities: When required by law, court order, or regulatory requirement.
6. Your Rights
You have the right to:
- Access your personal data stored in our systems.
- Correct inaccurate or incomplete data.
- Delete your account and associated data (see Data Deletion Policy).
- Export your data in a machine-readable format.
- Withdraw consent for optional data processing.
7. Cookies
We use essential cookies for authentication (Firebase session tokens) and localStorage for user preferences (sidebar state). We do not use tracking or advertising cookies.
8. Data Retention
- Active accounts: Data retained as long as your account is active.
- Financial records: Retained for 8 years as per Indian tax laws (Income Tax Act, GST Act).
- Authentication logs: Retained for 1 year for security purposes.
- Deleted accounts: Personal data purged within 30 days of deletion request, except where legally required.
9. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect data from minors.
10. Changes to This Policy
We may update this policy periodically. Material changes will be communicated via email or dashboard notification. Continued use of our services constitutes acceptance.
11. Contact Us
For privacy-related inquiries:
- Email: akshaykotish@gmail.com
- Phone: +91 98967 70369
- Address: H.No. 61A/11, Gali No. 4, Nehru Garden Colony, Kaithal, Haryana - 136027
Registered as: Akshay Lakshay Kotish Private Limited (CIN: U72900HR2022PTC101170)