Privacy Policy

Welcome to Q9Bill, a web-based invoicing and client management system, which is a product of and operated by Q9 Infotech ("we," "us," or "our"). At Q9 Infotech, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, store, and protect your information when you use our web application at bill.q9infotech.com and its associated services. By using our services, you agree to the practices described in this policy.

1. Information We Collect

We collect information to provide and improve our services. The information we collect includes:

• Personal Information: Information you provide when creating an account, such as your name, email address, phone number, business name, GST details, address, and billing details.
• Client & Business Information: Information you enter about your clients, inventory, or services, including their names, contact details, billing information, and transaction history, to facilitate invoicing and client management.
• Device Permissions & Access: If requested, access to your device's camera (for barcode/receipt scanning), storage/media (for uploading logos/documents), or contacts (for quick client import), strictly subject to your explicit consent.
• Usage Data: Automatically collected data about your interactions with our web application, such as IP addresses, browser type, device information, operating system, pages visited, and timestamps.
• Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to enhance functionality, analyze usage, and personalize your experience.
• Payment Information: When you make payments through our platform, we collect payment details via secure third-party payment processors. We do not store full credit/debit card details on our servers.

2. How We Use Your Information

We use your information to provide, maintain, and improve our services. Specific uses include:

• Operating and maintaining the Q9Bill web application for invoicing, accounting, and client management.
• Processing transactions, generating invoices, computing taxes, and managing client relationships.
• Sending transactional alerts, invoices, and payment links to you and your clients via Email, SMS, or WhatsApp.
• Personalizing your experience, such as customizing invoice templates or dashboard settings.
• Analyzing usage trends to improve functionality, performance, and user experience.
• Communicating with you, including responding to inquiries sent to info@q9infotech.com, sending service-related notifications, and providing customer support.
• Ensuring compliance with legal and regulatory obligations, such as tax reporting and audit requests.
• Preventing fraud, enhancing security, and protecting against unauthorized access.

3. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following cases:

• Service Providers: We work with trusted third-party providers (e.g., cloud hosting services, payment processors, analytics providers, SMS/WhatsApp API providers) who assist in operating our platform and delivering messages to your clients. These providers are bound by strict confidentiality agreements.
• Legal Requirements: We may disclose information if required by law, court order, or government authority, or to protect our rights, property, or safety, or that of our users.
• Business Transfers: In the event of a merger, acquisition, or asset sale involving Q9 Infotech, your information may be transferred. We will notify you of such changes and ensure continued protection of your information.
• Aggregated Data: We may share anonymized or aggregated data for analytics, marketing, or research purposes, ensuring it cannot identify you or your specific business data.

4. Data Security

We implement robust security measures, including encryption (e.g., SSL/TLS), secure cloud servers, and access controls, to protect your information. However, no internet-based service can be completely secure, and we cannot guarantee absolute security. We regularly review and update our security practices to safeguard your data against unauthorized access, alteration, or destruction.

5. Your Choices and Rights

You have several rights regarding your personal information, subject to applicable laws:

• Access: You can access your account and business information via the Q9Bill web application.
• Correction: You can update or correct your information through your account settings.
• Deletion: You may request account deletion by contacting info@q9infotech.com. We may retain certain data as required by law (e.g., for tax, audit, or legal compliance purposes).
• Opt-Out: You can opt out of non-essential communications (e.g., promotional emails) via the unsubscribe link in emails or by contacting us.
• Cookies: You can manage cookie preferences through your browser settings, though this may impact the functionality of our services.
• Data Portability: You may request a copy of your data in a structured, commonly used format where feasible (e.g., exporting invoices and reports).

To exercise these rights, contact us at info@q9infotech.com. We will respond within a reasonable timeframe, typically within 30 days.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyze usage. Cookies may be:

• Essential Cookies: Necessary for the operation of our web application (e.g., session management and security).
• Performance Cookies: Collect analytics data to improve our services and app responsiveness.
• Functional Cookies: Enable personalized features, such as remembering your preferences or login details.

You can control cookies via your browser settings or our cookie consent tool (if available). Disabling cookies may limit certain features of the Q9Bill application.

7. Third-Party Links and Services

Our web application may include links to third-party websites or integrate third-party services (e.g., payment gateways, accounting software integrations). We are not responsible for their privacy practices or content. Please review their specific privacy policies before sharing any information.

8. Data Storage and Localization

As a billing and invoicing platform, we prioritize compliance with local data regulations. Q9Bill primarily stores and processes your personal and business data on highly secure cloud servers located within India. We use appropriate safeguards to ensure your data is treated securely and in accordance with this Privacy Policy and applicable Indian data protection regulations.

9. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law. For example:

• Account information is retained while your account is active to provide you with seamless service.
• Transaction and invoice data may be retained for longer periods to fulfill legal compliance, financial auditing, and tax record obligations.
• Inactive account data may be securely deleted or anonymized after a specified period, subject to legal requirements.

10. Children's Privacy

Q9Bill is a B2B product and is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that a child under 18 has provided us with personal information, we will take immediate steps to delete it from our servers.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Updates will be posted on this page. We may notify you of significant changes via email or through an alert in our web application. Please review this policy periodically.

12. Contact Us

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

Email: info@q9infotech.com

We will respond to your inquiries promptly and work to resolve any issues.

13. Grievance Officer

In accordance with the Information Technology Act, 2000, and the rules made thereunder, if you have any grievances regarding our data usage or privacy practices, you may contact our Grievance Officer at:

Email: info@q9infotech.com (Please mention "Attn: Grievance Officer" in the subject line).