It is an accurate description of what the software actually does, written from the code. It is not legal advice and has not been checked against the DPDP Act 2023, the GDPR, or app store policy. Have it reviewed before any real shop signs up.
Okount is billing, stock and credit software for shops. This policy explains what it stores, where that lives, who else sees it, and how to get it removed.
Two different people's information is involved, and they are not the same:
- The shopkeeper — the person with an account.
- The shop's customers — people whose details a shopkeeper enters in order to run a credit book or send a bill. They have no account here, and most will never have heard of us. The shop decides what to record about them; we store it on the shop's behalf.
What is stored
| What | Why |
|---|---|
| Your phone number, or your Google account's name and email if you sign in with Google | It is how you sign in. There is no password. |
| Shop details — name, address, GSTIN | They are printed on bills and used for tax returns. |
| Products, prices, stock counts | The core of the app. |
| Sales, bills, payments, expenses | The record of the business. |
| Customer names, phone numbers, addresses, GSTINs | Entered by the shop, for credit accounts, delivery and tax invoices. |
| Staff members, their roles and attendance | To control what each person may do and to work out pay. |
| If the shop adds them: a staff member's gender, date of birth, home address, an emergency contact, and a photo ID (its type, the last 4 characters of its number, and a photo of it) | So the shop knows who it has hired and whom to call in an emergency. The gender only picks the person's picture in the app. Only the owner and people the owner lets manage staff can see these; a staff member can ask the shop to show them what is kept. The full ID number is never stored; the ID photo is kept in private storage and opens only through a link that lasts one minute. |
| A push notification token | Only if you allow notifications, so approval requests can reach you. |
| What you made in a free tool on our website | Only if you tap Save, sign in, and tick what to bring in. Until then it stays in your browser: the link carries it in the part of the address that is never sent to a server. |
Where it lives
On Supabase, which runs on cloud infrastructure. Each shop's records are separated at the database level, so one shop cannot read another's. Staff see only what their role allows, and that is enforced by the server, not by hiding buttons in the app.
Physically, the database sits in Tokyo, Japan (AWS
ap-northeast-1). That is worth saying plainly, because people reasonably assume an
Indian shop's books are held in India. They are not.
When your information leaves the country
| Goes to | Where | What makes it lawful |
|---|---|---|
| Supabase database | Japan | Japan has an EU adequacy decision, so no extra safeguard is needed for EU data. |
| Expo, for notifications | United States | Needs checking — see below. |
| Sentry, for crash reports | United States | Needs checking — see below. |
| GitHub, for encrypted backups | United States | Needs checking — see below. GitHub cannot read them. |
| Cloudflare, which serves the app | Nearest data centre | Requests pass through; nothing is stored there. |
| Couriers and marketplaces | Wherever they operate | Only if you connect them, and then under their own terms. |
The US transfers are not papered. Sending EU personal data to the United States needs a lawful route — the provider being certified under the EU–US Data Privacy Framework, or Standard Contractual Clauses signed with them. Neither has been confirmed for Expo, Sentry or GitHub yet. Until it is, notifications should not be offered to EU users. Indian and most other users are not affected by this particular point.
Who else sees it
Nothing is sold, and nothing is used for advertising. Information leaves only where a feature needs it to:
- Open Food Facts — when you add a product by its barcode, the barcode number alone is looked up in the free Open Food Facts, Open Beauty Facts and Open Products Facts lists. Nothing about you, your shop or your customers goes with it.
- Expo — push notifications are delivered through Expo's service, which means a device token and the text of the notification pass through it.
- Sentry — when the app crashes, a report of what broke and on which screen is sent so it can be fixed. Emails and phone numbers are removed on your device first.
- Cloudflare — serves the app and website. When a sign-in code is sent, its Turnstile check looks at the browser or phone to stop automated sign-ups. It does not learn who you are.
- GitHub — keeps the nightly backup of the database. It is locked with a key only Okount holds before it leaves, so GitHub cannot read it.
- Couriers and marketplaces — if you connect Shiprocket, Amazon or Flipkart, the details needed to book a shipment or fulfil an order are sent to them. Their own privacy policies then apply. If you connect nothing, nothing is sent.
- Suppliers on Okount — a supplier you send an order to sees that order, with your shop name, delivery address and phone. Suppliers who deliver near you also see counts such as "6 shops near you are low on this product", only when 3 or more shops are counted, and never which shops or their stock. You can leave your shop out of these counts in Inventory → Suppliers on Okount.
- Anyone holding a share link — see below.
Share links
You can send a customer a link to their own statement or to an order's status. The link contains a long random token, and that token is the whole credential: anyone who has the link can open the page, with no sign-in. It shows only that one customer's statement or that one order. You can revoke a link at any time, which stops it working immediately.
These pages ask search engines not to index them, but a link forwarded to the wrong person is readable by that person until you revoke it.
Photographs
When you photograph a supplier's bill to fill in goods received, the photo is read on your own phone or computer and is never uploaded to us or anyone else. The reader's program is downloaded once from jsDelivr, a public file host, the first time you use it. Okount uses no AI service. The app never fills in a tax field on its own — an HSN code or a GST rate is only ever shown as a suggestion for you to confirm, because a wrong one would be charged on every sale afterwards and would look identical to a right one.
How long it is kept
Business records are kept while your account is open, because that is what the software is for — a khata with last year's entries deleted is not a khata. Indian tax law also requires books to be retained, commonly for several years, and that obligation is the shop's.
When you close your account, see the next section.
Deleting your account
The shop's owner can close the account from Settings → Close Shop Account inside the app. It asks for a reason and for the shop's name to be typed out, and then sets a date seven days later. Nothing is removed before that date, and the owner can cancel at any point in those seven days from the same screen. Nobody has to approve it.
On that date the shop's records, the photos uploaded with them, and the sign-in itself are erased — unless the same sign-in still runs another shop, in which case the login stays and only the closed shop goes. Staff cannot start or cancel a closure; only the owner can.
One thing is deliberately kept: a dated note that closure was asked for and carried out, with the reason given. It holds no shop records. Keeping it is how we can show that an erasure request was honoured.
Export first if you need the figures for tax — Business → Exports gives you the data as files you keep. After the date there is nothing left to export.
Your customers' information
If you record a customer's details, you decide what goes in and you can edit or delete it from the customer's page. If one of your customers asks you to remove their details, you can do it yourself without contacting us.
This split matters more than it looks, so it is worth being plain about it:
- For your own account details — your phone number, your shop, your subscription — we decide what is collected and why. In EU terms we are the controller; under India's DPDP Act, the Data Fiduciary.
- For your customers' details — the names, numbers and addresses you enter to run a khata — you decide, and we only hold them for you. You are the controller and we are the processor. We do not use them for our own purposes, we do not contact your customers, and we act on them only as the software's features require.
Which means the duty to have a reason for recording a customer, to tell them if your law requires it, and to answer them if they ask, is yours. We give you the tools to do it; we cannot do it for you, because they are your customers and we have never met them.
The agreement covering all of this is the Data Processing Agreement, which sets out what we may do with your customers' records, who else touches them, and what happens if something goes wrong.
It is a draft, and nobody has signed it. Article 28 of the GDPR requires a written, executed contract between you and us before an EU or UK shop enters a customer's details. The document exists now, but it has not been reviewed by a lawyer and there is no way in the app for a shop to accept it. Until both are done, that requirement is still unmet.
Children
This is software for running a business. It is not intended for anyone under 18.
Security
Sign-in is with Google, or by a one-time code sent to your phone; there is no password to leak. Access rules are enforced on the server. Marketplace and courier credentials are stored so that the app can send them but not read them back.
No system is perfectly secure. If you believe an account has been accessed by someone else, contact us at once.
Cookies and browser storage
Okount sets no advertising or tracking cookies, and nothing on the app or the website follows you to other sites. So there is no cookie banner: there is nothing optional to agree to.
| What is kept in your browser | Why |
|---|---|
| Your sign-in (in the browser's local storage, not a cookie) | So you stay signed in. Signing out removes it. |
| Your settings on this device: theme, language, the last screen you were on, unsent drafts, and a copy of your shop's records for working offline | So the app opens where you left it and keeps working when the internet drops. Clearing the browser's site data removes them. |
| What you make in a free tool on the website | Kept only in your browser until you choose to save it to an account. |
Visits to the website are counted with Cloudflare Web Analytics, which uses no cookies and keeps nothing that identifies you. When a sign-in code is sent, Cloudflare's Turnstile check may set a short-lived cookie of its own to tell a person from a bot; it is needed for sign-in to work and is not used for anything else.
Changes
If this policy changes in a way that matters, you will be told in the app rather than quietly on this page.
What you can ask us for
Wherever you live, you can ask us to:
- tell you what we hold about you, and give you a copy;
- correct it if it is wrong;
- delete it — which for a shop account is the closure described above;
- hand it over in a portable form, which Business → Exports already does without asking us;
- object to a particular use, or ask us to restrict it while a disagreement is sorted out.
We answer within 30 days. We do not charge for it. If we refuse, we say why and tell you who you can complain to.
If you are one of a shop's customers rather than a shopkeeper, ask the shop first — they hold your details and can change or remove them straight away. If they will not, write to us and we will help you reach them.
Complaints
Write to privacy@okount.com and say what went wrong. If you are not satisfied, you can go over our heads, and you do not need our permission to:
- India — the Data Protection Board of India, once it is constituted under the DPDP Act 2023.
- EU — the data protection authority of the country you live in.
- UK — the Information Commissioner's Office.
Contact
Questions about this policy, or a request under the section above: privacy@okount.com.
Grievance officer (India, DPDP Act section 13 and IT Rules 2011 rule 5(9)): [name, to be named when the company is registered], privacy@okount.com. We acknowledge a complaint within 48 hours and resolve it within 30 days.
Security problems: security@okount.com.
Not yet live, and no named officer. This mailbox is not receiving mail yet. Section 13 of the DPDP Act requires a named Data Protection Officer or an identified grievance contact, and the GDPR requires a real address for the controller — neither exists while Okount is run by an individual with no registered office. Both must be in place before the first real shop signs up.