1. Who we are
KhataPrime is a digital credit-ledger (udhar khata) application for shops, provided by Hornbook Technologies ("we", "us", "our"). This policy explains how we handle personal data when you use the KhataPrime mobile app, this website and related services (together, the "Service").
This policy is written to meet the Digital Personal Data Protection Act, 2023 (the "DPDP Act"), the Information Technology Act, 2000 and the rules made under them.
2. Our role
KhataPrime holds two kinds of personal data, and our responsibility differs for each:
- Shop owner and staff data — your name, mobile number, shop details and account information. For this data we are the Data Fiduciary: we decide why and how it is used.
- Data about your shop's customers — names, photos, phone numbers and their udhar entries that you record. For this data you, the shop, are the Data Fiduciary and we act as your Data Processor: we store and process it only to provide the Service to you, on your instructions.
3. Data we collect
| Category | Examples | Source |
|---|---|---|
| Account & shop | Owner name, mobile number, shop name, area/address, preferred language | You, or our field agent during sign-up |
| Login credentials | Your PIN — stored only as a one-way hash, never in readable form | You |
| Customer records | Customer name, username, optional photo, optional mobile number, society/locality label, quick amounts, credit limit, follow-up dates | You |
| Ledger entries | Credit entries, collections, opening balances, corrections, optional notes, date and time, who recorded it | You and your authorised staff |
| Subscription & billing | Plan, renewal dates, payment status, receipts. Card and UPI details are handled by the payment provider and not stored by us. | You and our payment provider |
| Device & session | Device type, app version, session tokens, sign-in times, IP address, error logs | Automatically, from the app |
| Enquiries | Name, phone number and messages when you contact us or request a demo | You |
This website's fonts are served from our own domain.
4. How we use data
- To create and secure your account, sign you in and keep one active session per account.
- To store and sync your ledger, calculate balances and produce statements and reports.
- To manage subscriptions, send renewal reminders and keep billing records.
- To provide support, fix problems, prevent fraud and misuse, and keep the Service secure.
- To understand overall product usage using aggregated, minimised data so we can improve KhataPrime.
- To meet legal, tax and regulatory obligations.
We do not sell personal data, show advertising, or use your customers' purchase histories for marketing or profiling. We do not contact your customers — messages and statements are sent only by you, from your own phone.
5. Sharing
We share personal data only as follows:
- Service providers who host our servers, process payments or send service messages, under contracts that require them to protect the data and use it only for us.
- Field agents who onboard your shop see the shop and contact details needed to set you up. They do not have access to your customers or ledger.
- When you share — statements, reminders or files you choose to send via WhatsApp or another app are shared by you; that app's own privacy terms then apply.
- Legal reasons — where required by law, court order or a lawful request from a government authority, or to protect the rights and safety of users and the public.
- Business transfer — if our business is merged or sold, data may transfer under this policy, and we will notify you.
6. App permissions
- Camera and photos — only to take or pick a customer's photo when you choose to. We do not access other photos.
- Internet — to load your records and save ledger entries to our server.
- Phone dialer and WhatsApp — opened only when you tap Call or WhatsApp; you place the call or send the message yourself.
7. Security
We use reasonable security safeguards, including encryption in transit (HTTPS), hashed PINs, short-lived access tokens with single-session sign-in, rate limiting, signed and expiring links for customer photos, strict separation of each shop's data, role-based access for our staff, and audit logs of sensitive actions. Our staff may access a shop's records only for an authorised support request, with the reason logged.
No system is perfectly secure. Keep your PIN private and tell us immediately if you suspect misuse. If a personal data breach occurs, we will notify affected users and the Data Protection Board of India as required by law.
8. Retention
We keep your account and ledger data while your account exists. If your subscription lapses, your records are not deleted automatically; they remain available for you to renew or export. When you ask us to close your account, we delete or anonymise your data within a reasonable period, except where we must keep certain records (such as billing and tax records) for the period required by law.
9. Your rights
Under the DPDP Act you may:
- Ask for a summary of the personal data we hold about you and how it is processed;
- Ask us to correct, complete or update inaccurate data;
- Ask us to erase data that is no longer needed, or withdraw consent (this may mean we can no longer provide the Service);
- Nominate a person to exercise your rights in case of death or incapacity;
- Raise a grievance with us, and if not satisfied, with the Data Protection Board of India.
You can update most information directly in the app. For anything else, contact us using the details below.
10. If you are a shop's customer
If a shop uses KhataPrime to record your udhar, that shop decides what is recorded about you. Please contact the shop first to see, correct or remove your information. If you cannot resolve it with the shop, write to us and we will help the shop respond to your request.
Shops using KhataPrime agree to tell their customers that their records are kept digitally and to record only the information needed to manage their accounts.
11. Children
KhataPrime is meant for businesses and is not intended for anyone under 18. We do not knowingly collect personal data of children as account holders.
12. Changes to this policy
We may update this policy as the Service or the law changes. We will post the new version here with a new date, and tell you in the app for significant changes.
13. Contact & grievance officer
For privacy questions, requests or complaints, contact our Grievance Officer:
Grievance Officer, Hornbook Technologies
Email: support@khataprime.com
Address: Gujarat, India
We will acknowledge your request promptly and respond within the time required by applicable law.