BillChecker Privacy & Data Governance Policy

1. Governance Roles & Legal Capacities

Under the Digital Personal Data Protection Act, 2023 (India) and Regulation (EU) 2016/679 (GDPR), our legal capacity depends on the nature of the data processed:

• Data Fiduciary / Data Controller: BillChecker acts as the Data Fiduciary for account registrants and invited users with respect to their individual identity, contact credentials, authentication hashes, and audit telemetry.
• Data Processor: BillChecker acts as a Data Processor on behalf of your Organization (the subscribing contractor or firm) with respect to tenant project records, site measurement books, dimensional blocks, and rate abstracts.

2. Categories of Personal Data Collected

We collect and process the following verified categories of personal data:

3. Purpose & Lawful Bases for Processing

Under the DPDP Act 2023, processing of your account data is conducted on the basis of your affirmative Consent (Section 6) provided during registration or invitation acceptance. Under GDPR Article 6, processing is justified by Contractual Necessity (Art. 6(1)(b)) to operate the service, Legitimate Interests (Art. 6(1)(f)) for rate limiting and network security, and Legal Obligation (Art. 6(1)(c)) for accounting and statutory records.

The Service is exclusively intended for commercial and enterprise civil engineering operations by adults (18+). We do not knowingly collect or process personal data of minors under DPDP Section 9.

4. Offline Device Storage & Cache Disclosures

To enable site engineers to record measurements in basements, tunnels, and remote job sites, BillChecker stores operational data locally on your device hardware:

• IndexedDB: Stores local project records, measurement sheets, and an outbox queue of pending mutations awaiting server sync.
• Service Worker & CacheStorage: Stores versioned application assets (HTML, CSS, JS, brand marks) so the user interface boots instantly without an active internet connection.
• Local Storage Hygiene: Sensitive session tokens are never placed in script-accessible localStorage. When you sign out with pending modifications, the application warns you and provides an option to sync or retain offline records before clearing.

5. Cookie Disclosures & Technical Tokens

BillChecker strictly uses first-party functional cookies necessary for authentication, session integrity, and user interface preferences. We do not use third-party marketing, analytics, or behavioral tracking cookies:

6. Data Retention Schedule & Pruning

In accordance with data minimization principles, we enforce the following retention schedule:

• Sync Change Log Compaction: Intermediate mutation deltas older than thirty (30) days are compacted, keeping the latest version per entity. Deletion tombstones are retained for thirty-seven (37) days (30-day retention window plus 7-day offline sync grace period) before automatic pruning.
• Sync Mutation Ledger: Idempotency keys in the sync mutation ledger are retained for thirty (30) days to ensure deterministic mutation processing.
• User Sessions: Expired sessions and revoked sessions older than seven (7) days are automatically pruned.
• Operational Security Audit Events: General system audit logs (logins, session refreshes, project status changes) are automatically pruned after ninety (90) days.
• Policy Consent & Registration Proof: User registration and terms/privacy consent audit events are explicitly exempted from automatic pruning and are retained for the active lifetime of the user account under Section 6(10) of the DPDP Act 2023.
• Active Project Data: Maintained for the duration of the customer organization's active workspace.

7. Security Architecture & Safeguards

We implement defense-in-depth safeguards, including memory-hard Argon2id password hashing, signed JWT access tokens, HTTP Strict Transport Security (HSTS), and application-enforced tenant scoping ensuring that every query is strictly bounded by the authenticated organization context.

8. Data Principal & Subject Rights

Under the DPDP Act 2023 and GDPR, you possess enforceable statutory rights regarding your personal data:

• Right to Access (DPDP s.11 / GDPR Art. 15): Request a summary of your personal data and processing activities.
• Right to Correction (DPDP s.12 / GDPR Art. 16): Update or rectify inaccurate or incomplete personal information.
• Right to Erasure (DPDP s.12 / GDPR Art. 17): Request account deletion, executed by contacting our grievance desk.
• Right to Restriction of Processing (GDPR Art. 18): Request restriction of processing under applicable circumstances.
• Right to Data Portability (GDPR Art. 20): Receive your personal data in a structured, commonly used, and machine-readable format.
• Right to Object (GDPR Art. 21): Object to processing based on legitimate interests.
• Right to Nominate (DPDP s.14): Nominate an individual to exercise data rights in the event of death or incapacity.
• Right to Withdraw Consent (DPDP s.6(4)): Withdraw consent at any time by contacting us; withdrawal terminates service access without affecting prior lawful processing.
• Right to Complain: You may file a complaint with the Data Protection Board of India (DPDP s.13(3)) or an EU Supervisory Authority (GDPR Art. 77) if your grievance is unresolved.

9. Sub-Processors & Infrastructure

Our core server infrastructure is hosted on cloud virtual machines (Oracle Cloud Infrastructure) with PostgreSQL databases. Transactional notifications (such as member invitations and bill dispatch) are delivered via standard SMTP mail relays. We never sell, rent, or monetize personal data.

10. Grievance Redressal & DPO Contact

In compliance with Section 13 of the Digital Personal Data Protection Act, 2023, you may address inquiries, rights requests, or grievances to our designated Grievance Redressal Officer: