Privacy Policy

This Privacy Policy describes how Quantum Link Software Pvt. Ltd. ("QTLSoft", "QTLBook", "we", "our", or "us"), operating from Azamgarh, Uttar Pradesh, India, collects, uses, stores, and shares information when you use our website at qtlbook.com, our mobile application, or our desktop application (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please discontinue use of the Services.

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1. Information We Collect

1.1 Information You Provide Directly

• Account & Registration: Name, email address, phone number, business name, GSTIN, business type, and address when you sign up or onboard.
• Billing Information: Payment details processed through our payment partners (Razorpay / Cashfree). We do not store full card numbers or CVV — these are handled by PCI-DSS compliant payment processors.
• Business Data: Invoices, inventory records, party (customer/supplier) details, purchase and sales transactions that you enter into QTLBook.
• Communications: Messages, enquiries, and support tickets you send us via the contact form, email, or phone.

1.2 Information Collected Automatically

• Log Data: IP address, browser type, browser version, pages visited, timestamps, referring URL, and crash reports.
• Device Information: Operating system, device model, unique device identifiers for our mobile and desktop apps.
• Cookies & Similar Technologies: We use session cookies for authentication, preference cookies to remember your settings, and analytics cookies to understand usage patterns. You can disable cookies in your browser settings, though some features may stop working.

1.3 Information from Third Parties

• Payment status and transaction references from Razorpay / Cashfree after successful or failed payments.
• GST data from the GSTN portal when you use GST-related features (only with your explicit authorisation).

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2. How We Use Your Information

We use the collected information for the following purposes:

• Providing Services: Creating and managing your account, processing payments, provisioning your QTLBook workspace, and delivering software updates.
• Customer Support: Responding to enquiries, resolving technical issues, and onboarding assistance.
• Billing & Invoicing: Generating subscription invoices, processing renewals, and sending payment reminders.
• Product Improvement: Analysing usage patterns to improve features, fix bugs, and enhance the user experience.
• Communications: Sending transactional emails (OTP, invoice, subscription confirmation), product updates, and — with your consent — marketing communications.
• Legal & Compliance: Meeting our obligations under Indian law including the Information Technology Act, 2000 and applicable GST regulations.
• Security: Detecting and preventing fraud, unauthorised access, and other harmful activities.

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3. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share information with:

• Payment Processors: Razorpay and / or Cashfree to process subscription payments. These partners have their own privacy policies.
• Email & Communication Providers: Third-party email services used to send transactional and support emails.
• Cloud Hosting: Our servers are hosted on secure cloud infrastructure. Data is stored within India or in countries with adequate data protection standards.
• Legal Requirements: We may disclose your information if required by Indian law, court order, or lawful request by governmental authorities.
• Business Transfers: If QTLSoft is acquired or merged, your data may be transferred as part of that transaction. You will be notified before your data is transferred and becomes subject to a different privacy policy.

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4. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in Transit: All data transferred between your device and our servers uses TLS 1.2 / 1.3 (HTTPS).
• Encryption at Rest: Sensitive data is encrypted in our databases.
• Access Control: Strict role-based access controls ensure only authorised personnel access your data.
• Daily Backups: We perform automatic daily backups to prevent data loss.
• OTP Authentication: We use one-time passwords for secure login, reducing password-related risks.

While we take all reasonable precautions, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

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5. Data Retention

We retain your personal information for as long as your account is active, or as needed to provide Services, comply with legal obligations, resolve disputes, and enforce agreements. Business data (invoices, ledger entries) created in QTLBook is retained for a minimum of 8 years in line with GST record-keeping requirements under the CGST Act.

When you request account deletion, we will delete or anonymise your personal data within 30 days, except where retention is required by law.

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6. Your Rights

As a user of QTLBook, you have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data (subject to legal retention requirements).
• Portability: Request export of your business data in a machine-readable format.
• Withdraw Consent: Withdraw consent for marketing communications at any time by clicking "Unsubscribe" in any email or contacting us.
• Grievance Redressal: Lodge a grievance with our Grievance Officer (details in Section 9).

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7. Cookies Policy

QTLBook uses the following types of cookies:

• Essential Cookies: Required for authentication and core functionality. Cannot be disabled.
• Preference Cookies: Remember your settings and preferences (e.g., billing cycle preference).
• Analytics Cookies: Help us understand how visitors use our site (e.g., pages visited, time on site). No personally identifiable information is shared with analytics providers.

You can control non-essential cookies through your browser settings. Removing cookies may affect some functionality.

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8. Children's Privacy

Our Services are not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.

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9. Contact & Grievance Officer

For any privacy-related questions, requests, or grievances, please contact our Grievance Officer:

We will respond to all privacy requests within 30 days of receipt. For unresolved complaints, you may approach the appropriate data protection authority under applicable Indian law.

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10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you via email or a prominent notice on our website at least 15 days before the changes take effect. Your continued use of QTLBook after the effective date constitutes acceptance of the updated Policy.

We encourage you to review this page periodically for the latest information.