Privacy Policy

Last updated: March 2026

Salasar eCommerce Total Solutions Private Limited ("we", "us", "our", operating as "Arena Softwares" and "KhataWise") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our KhataWise cloud accounting software and related services (collectively, the "Service").

By accessing or using KhataWise, you consent to the data practices described in this policy. If you do not agree with our practices, please do not use our Service.

1. Information We Collect

1.1 Personal Information

When you register for an account or use our Service, we may collect:

  • Full name, email address, and phone number
  • Business name, address, and nature of business
  • GST Identification Number (GSTIN) and state code
  • PAN (Permanent Account Number)
  • Bank account details provided for reconciliation purposes
  • Payment and billing information for subscription processing
  • Profile photographs (if uploaded)

1.2 Business and Financial Data

When you use KhataWise, you may input and store:

  • Financial transactions, journal entries, and accounting records
  • Customer, supplier, and vendor contact information
  • Sales invoices, purchase invoices, and billing details
  • Quotations, credit notes, and debit notes
  • Inventory items, stock movements, and product catalogues
  • Banking transactions and bank reconciliation data
  • GST returns data, TDS records, and tax filings
  • Payment receipts and allocation records

1.3 Technical and Usage Information

We automatically collect certain information when you access our Service:

  • IP address, device type, and operating system
  • Browser type, version, and language preferences
  • Pages visited, features used, and time spent on each page
  • Log data, error reports, and performance metrics
  • Referring URLs and search terms used to find our website
  • Local storage and IndexedDB data stored on your device for performance optimization

1.4 Information from Third Parties

We may receive information about you from third-party services:

  • GST portal data when you use our GSTIN verification features
  • Bank statement data when you import statements for reconciliation
  • Payment gateway transaction confirmations

2. How We Use Your Information

We use the information we collect for the following purposes:

  • Service Delivery: To provide, operate, and maintain the KhataWise platform
  • Account Management: To create and manage your user account and subscriptions
  • Transaction Processing: To process your financial data, generate reports, and facilitate GST compliance
  • Communication: To send service-related notifications, updates, and support responses
  • Improvement: To analyze usage patterns, fix bugs, and improve our software
  • Security: To detect, prevent, and address fraud, unauthorized access, and technical issues
  • Legal Compliance: To comply with applicable laws, regulations, and legal processes
  • Marketing: To send promotional communications (with your consent, and you may opt out at any time)

3. Data Security

We take the security of your data seriously and implement industry-standard measures including:

  • 256-bit SSL/TLS encryption for all data transmitted between your browser and our servers
  • Encrypted data storage at rest using AES-256 encryption
  • Regular security audits and vulnerability assessments
  • Role-based access controls and multi-factor authentication options
  • Daily automated backups with geo-redundant storage
  • CSRF protection, input sanitization, and SQL injection prevention
  • Session management with automatic timeout for inactive sessions

While we strive to use commercially acceptable means to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

4. Data Sharing and Disclosure

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

  • Service Providers: With trusted third-party vendors who assist in hosting, payment processing, email delivery, and analytics - bound by confidentiality agreements
  • Legal Requirements: When required by law, court order, or governmental authority, or to protect our rights, property, or safety
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, where your data may be transferred as part of the business
  • Your Consent: With third parties when you have given explicit consent
  • Aggregated Data: We may share anonymized, aggregated statistics that cannot identify individual users

5. Data Storage and Retention

Your data is stored on secure cloud servers located in India. We retain your data as follows:

  • Active Accounts: Data is retained for as long as your account remains active
  • After Account Deletion: We retain backups for up to 90 days after account deletion for recovery purposes
  • Legal Requirements: Certain financial records may be retained for up to 8 years as required under the Income Tax Act, 1961, and GST regulations
  • Communication Records: Support and communication records are retained for up to 3 years

6. Your Rights

Under applicable data protection laws, including the Digital Personal Data Protection Act, 2023, you have the following rights:

  • Right to Access: Request a copy of the personal data we hold about you
  • Right to Correction: Request correction of inaccurate or incomplete personal data
  • Right to Erasure: Request deletion of your personal data, subject to legal retention requirements
  • Right to Data Portability: Export your data in standard formats (CSV, Excel, PDF)
  • Right to Withdraw Consent: Withdraw consent for data processing at any time
  • Right to Opt-Out: Opt out of marketing communications at any time
  • Right to Nominate: Nominate another person to exercise your rights in case of death or incapacity

To exercise any of these rights, contact us at privacy@khatawise.com. We will respond within 30 days.

7. Cookies and Local Storage

We use cookies and browser local storage (including IndexedDB) to enhance your experience. Essential cookies are required for the Service to function. For details, see our Cookie Policy.

8. Children's Privacy

KhataWise is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we discover that a child has provided us with personal data, we will delete it promptly.

9. International Data Transfers

Your data is primarily stored and processed in India. If data is transferred to other jurisdictions for backup or processing purposes, we ensure adequate safeguards are in place to protect your data in accordance with applicable laws.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website, updating the "Last updated" date, and where appropriate, sending you an email notification. Your continued use of the Service after changes constitutes acceptance of the revised policy.

11. Grievance Officer

In accordance with the Information Technology Act, 2000, and the rules made thereunder, the Grievance Officer for the purpose of this Privacy Policy is:

Salasar eCommerce Total Solutions Private Limited
(Operating as Arena Softwares / KhataWise)
Email: privacy@khatawise.com
Website: https://khatawise.com

Grievances will be addressed within 30 days from the date of receipt.