How AYBN ERP handles your data
This page explains, in plain language, what information AYBN ERP holds, why it holds it and who else is involved. The formal version is the Privacy Policy. Where a detail has not been confirmed yet, we say so instead of guessing.
The short version
- The business records you enter are used to run AYBN ERP for your business.
- Each company’s records are kept separate, and your administrators decide who in your team can see and change them.
- Your GST provider and mail server passwords are stored encrypted.
- Invoice data goes to your GST provider only when you generate an e-Invoice or e-Way Bill.
- The marketing website does not run advertising or analytics trackers today.
What information may be collected
Your user account
- Email address and, if provided, phone number.
- Your password, stored only as a one-way hash.
- Whether your email is verified and whether your account is active.
Your organisation
- Company name, GSTIN, PAN, addresses and contact details.
- Logo and signature images you upload for printed documents.
- Bank account details you enter for your company and your parties.
- GST provider (GSP) and mail server credentials, stored encrypted.
Business records you enter
- Customers, suppliers, items, stores and ledger accounts.
- Leads, orders, challans, invoices, purchases, returns, payments, expenses and journals.
- Who created and last changed each of these documents, and when.
Website enquiries
- Your name, company, phone and e-mail, plus any optional details and message you add.
- How you found the website: the page you arrived on, the referring site and any campaign tags in the link.
- A one-way hash of your network address and your browser type, used to stop abuse of the form.
Why it is collected
- To give you an account and keep it secure.
- To run the features you use, such as invoicing, stock, accounting and GST reports.
- To send verification and password reset codes.
- To reply to enquiries and demo requests from the website.
- To protect the service against abuse, such as repeated sign-in attempts.
How your business data is used
Your records are used to provide AYBN ERP to your business: to calculate tax, update stock, post journals and produce reports for your company.
Each company’s records are kept apart from every other company’s. People in your team see only what their role allows.
To be confirmed: A written statement of whether and how AYBN staff may access customer records (for example, to help with a support request) has not been published yet.
Ownership and control of your business data
Your organisation’s administrators control who can open each screen, and who can create, edit, cancel or delete records.
You can export reports to Excel, CSV and PDF, download GSTR-1 as JSON, and print or save documents as PDF at any time.
To be confirmed: The contractual terms on ownership of customer data, and whether a full export of a company’s data is offered, will be set out in the Terms of Service.
Data access principles
- Every request is checked against the company you are working in.
- Every change is checked against your role’s permissions on the server.
- Deactivated users lose access immediately.
- Provider passwords are decrypted only on the server, only when they are used for your company.
How long data is kept
Business records stay in AYBN ERP while your company uses the service. Cancelled documents stay on record, marked as cancelled.
To be confirmed: Retention periods after an account or company is closed, and for website enquiries and website analytics data, have not been decided yet.
Deleting data
Inside AYBN ERP, users with delete rights can delete some documents, and administrators can deactivate users.
To ask for an account, a company or a website enquiry to be deleted, contact us using the details below.
To be confirmed: The formal deletion procedure, including what is kept for legal reasons and how long deletion takes, has not been published yet.
Third-party service providers
Used when you choose to
- White Books (GST Suvidha Provider): receives invoice data when you generate or cancel an e-Invoice or e-Way Bill, using your own GSP account.
- Your own mail server: the SMTP server you connect for your company’s e-mail.
Used by AYBN
- Resend: sends verification and password reset codes, and notifies our sales team of website enquiries.
To be confirmed: The hosting and database provider, and the country where data is stored, have not been confirmed for publication.
GST-related data
- GSTINs, HSN codes, tax amounts and place of supply are stored on your documents to produce GST reports.
- GSTR-2A/2B files you upload are read to reconcile them with your purchases.
- e-Invoice and e-Way Bill requests go through your own GSP account; the IRN and acknowledgement are saved on the invoice.
- AYBN never uses another company’s GSP account or GSTIN for your documents.
The marketing website
- The website stores how you first arrived (page, referrer and campaign tags) in your browser’s local storage, so an enquiry can say where it came from. It stays in your browser unless you send an enquiry, and you can clear it in your browser settings.
- No advertising or analytics tag is installed today. If one is added, this page and the Privacy Policy will say so first.
- Signing in to AYBN ERP uses a session cookie, which is needed for the application to work.
Privacy responsibilities
AYBN ERP
- Keeps each company’s records separate and enforces the permissions you set.
- Protects passwords, codes and provider credentials as described on the Security page.
Your business
- Has the right to record the personal details of your own customers, suppliers and staff.
- Keeps those details accurate, and grants access only to people who need it.
- Deactivates users who leave.
Questions and requests
For any question about your data, or to make a request, use the contact details below or the contact form.
Or use the contact form.
ACCURATE COMPUTER SERVICES, H.N-1190, VILLAGE LISARI, OPP TRANSFARMER, MEERUT, Land-Mark: NOOR NAGAR HALT, MEERUT, UTTAR PRADESH. GSTIN/UIN: 09BMRPK6475R1ZQ