Privacy Policy

Last updated: 25 September 2026

1. Who we are

BillMad is a product and service line of Ota Consultancy & Services. We build and run billing, ERP and HRMS software and related services for Indian businesses. If you have a question about this policy, you can reach us at helpdesk@billmad.com or +91 9611614300.

2. This policy covers three situations

• This website (billmad.com): the marketing site you are reading now.
• Enquiries and sales: any details you send us when you book a demo, ask for a price or contact our team.
• The BillMad products and cloud portal: the software we implement for you and the optional BillMad Cloud sync/owner portal.

3. What we collect and why

a. This website

• We set no tracking or advertising cookies. We use only browser local storage for your theme preference and cookie-consent choice, so we remember them next visit.
• Pages load fonts from Google Fonts; this sends a standard request to Google's servers but involves no account and no tracking cookies from us.

b. Enquiries and sales

When you use our contact form or write to us we collect only what is needed to respond: your name, email address, phone number (if you share it), business type and your message. We process these under your consent, solely to reply to your enquiry. The contact form asks for explicit consent before sending.

c. BillMad products and the cloud portal

The BillMad software is installed on servers you control. Your customer, staff, guest and billing data stays on your hardware and is not uploaded to us. We collect the minimum needed to operate and support the product, including:

• Contact and billing details of the person who licensed the software, and authorised admin users of the product;
• If you use the optional BillMad Cloud sync or owner portal: outlet registration details and synced configuration data needed to provide the service;
• Support and audit records (for example, which staff member performed an action and when) to keep the system secure and auditable.

4. How we use your personal data

• To respond to your enquiries and deliver services you have asked for;
• To operate, secure and support the BillMad products and cloud services you use;
• To send you transactional messages (e.g. quotes, renewal notices) — never marketing, unless you separately opt in;
• To meet legal and tax obligations (e.g. invoicing).

We never sell your personal data, and we never use it for any purpose other than the one you gave it for.

5. Consent and withdrawal

Where we rely on consent, it is specific, informed and unambiguous. You can withdraw consent at any time by writing to helpdesk@billmad.com. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

6. Sharing with third parties

We share personal data only where strictly necessary to provide our services, and only as described here:

• Messaging and email providers, to deliver replies and transactional messages to you;
• Cloud hosting providers, only if you use the optional BillMad Cloud components;
• Law and audit — where required by law or in good faith to protect our rights.

We do not share your data with advertisers, data brokers or any third party for their own marketing.

7. Security, storage and location

• Your business data in the products is stored on servers you control. Sensitive personal data (such as government ID proof photos) is encrypted at rest.
• Data we hold (enquiries, licences, portal accounts) is stored in Indian data centres with access controls, encrypted transmission and audit logging.
• Access to your data is limited to the people who must have it to help you.

8. Retention

We keep personal data only for as long as needed for the purpose it was collected, or as required by law (for example, invoice and tax records). Enquiry details are kept only for as long as it takes to answer you and then closed. You may ask us to delete or correct your personal data at any time.

9. Your rights

• Access: request a copy of your personal data we hold;
• Correction: ask us to update inaccurate data;
• Erasure: ask us to delete your personal data;
• Withdraw consent: at any time, as described above;
• Grievance: raise a concern with our Grievance Officer, who must respond within the timelines set out in the DPDP Act.

10. Grievance Officer

Our Grievance Officer can be contacted at helpdesk@billmad.com (subject: Grievance) or +91 9611614300. We aim to acknowledge every grievance within 24 hours and resolve it within the timeframes required by law.

11. Children and minors

We do not knowingly collect the personal data of children. The BillMad products are business tools for adults operating a business.

12. Changes to this policy

We will post any updates on this page with a new "last updated" date. For material changes that need your consent, we will ask for it.

13. Contact us

Ota Consultancy & Services
Email: helpdesk@billmad.com · Phone: +91 9611614300
Registered office address: #1, Royal Shelters, Devarachikkanahalli, Bengaluru, Karnataka 560076, India · GSTIN: 29AJBPV8765B1ZS.