Privacy Policy

Last updated: 31 May 2026

RubanBill is a GST billing and invoicing platform operated by Ruban Softwares, Trichy, Tamil Nadu, India ("we", "us"). This policy explains what data we collect, why, and your rights over it.

1. Information we collect

• Account data: your name, business name, email, phone, password (stored only as a bcrypt hash).
• Business data you enter: GSTIN, addresses, customers, products, invoices, quotations, payments and expenses.
• Usage & technical data: IP address, browser/device, login attempts and activity logs used for security and to operate the service.
• Payment data: subscription payments are processed by Razorpay. We do not store your card or bank details on our servers.

2. How we use your data

• To provide billing, invoicing, reporting and the features of your plan.
• To secure your account (brute-force detection, session and audit logging).
• To process subscription payments and prevent fraud.
• To send service, transactional and (with consent) product emails.

3. Multi-tenant isolation

RubanBill is multi-tenant. Your business data is logically isolated by a tenant identifier and is never shown to another business. Staff users you invite see only your account.

4. AI features (opt-in)

Optional AI assistance (bill scanning, HSN/SAC suggestions, reminder drafting, plain-language reports and insights) is off by default and enabled per business in Settings. When enabled, we send only the minimum data needed for the requested task to our AI providers, never another business's data. AI output is always an editable draft - it is never used to compute final tax totals, which are recomputed by our system.

5. Cookies & analytics

We use a strictly necessary session cookie to keep you logged in. With your consent (cookie banner) we use Google Analytics with Consent Mode; analytics storage stays denied until you accept. Your choice is stored in your browser.

6. Data retention & export

We retain your records while your account is active and as required by tax law. You can export your data (invoices, customers, payments) and request account closure and data deletion from Settings, subject to legal retention obligations.

7. Security

Passwords are hashed, all traffic is served over HTTPS, payments use signed Razorpay verification, and every create/edit/cancel action is recorded in an immutable audit log.

8. Contact

Questions or data requests: info@rubansoftwares.com.