This page is written in plain language. If anything is unclear, email us and we will explain it.
1. Who we are and what this policy covers
Recalcy ("Recalcy", "we", "us" or "our") provides GST billing, inventory and accounting software through this website, the Recalcy Windows desktop app and our cloud service. This policy explains how we handle personal information when you visit our website, create an account, start a trial, buy a licence or use the app.
It does not cover third-party websites or services that we do not control. If you use Recalcy for a business, that business may have its own privacy notices for its customers and staff.
2. Information you give us
We collect the information you enter or send to us, including:
- Account and licence details: your name, work email address, mobile number, company name, plan, licence key and the email addresses of team members you invite.
- Business profile: legal name, GSTIN, PAN, address, phone, email, bank account details, UPI ID, invoice settings and logo that you add to your company profile.
- Accounting records: parties, items, invoices, quotations, purchases, payments, expenses, journals, stock records, reports and any notes or attachments you add.
- Billing information: the name, email, phone and company details used to create a paid order. Payment card details are handled by our payment provider, not stored by Recalcy.
- Support communications: messages, attachments and contact details you send when you ask for help or exercise a privacy right.
Some accounting records may contain personal information about your customers, suppliers or employees. You are responsible for having the right to enter that information and for giving any notices your business is required to give.
3. Information collected automatically
When you use Recalcy, we may collect:
- Device and licence data: device name, platform, app version, a hardware-derived identifier, licence status and device registration or revocation events.
- Session and security data: sign-in times, session status, IP address, request metadata, failed sign-in attempts and security events. These help us prevent unauthorised access and enforce device limits.
- Technical logs: error and diagnostic information needed to operate, troubleshoot and protect the service.
We do not use third-party advertising trackers or behavioural advertising on Recalcy. We do not sell personal information.
4. The encrypted offline copy on Windows
The Windows desktop app can keep a read-only copy of a company's records so you can view them when the internet is unavailable. This copy is encrypted on your device using the operating system's protected storage (Windows DPAPI through Electron safeStorage).
- The offline copy is stored in the app's local data folder and is tied to your Windows user account and device.
- It is read-only. You cannot create, edit, delete, pay, verify GST or change licensing while offline.
- It is cleared when you sign out, when your session expires, when the app receives an authentication failure, when you use Clear offline copy in Settings, or when the app detects a different account or company.
- It is not a separate cloud backup. Your books remain in the cloud, and an independent backup should be kept for important records.
- Uninstalling the app may leave residual app data in the Windows user profile. Sign out or clear the offline copy before uninstalling if you do not want that data to remain.
5. How we use information
We use information to:
- create and administer your account, trial and licence;
- provide the accounting workspace, cloud storage and read-only offline viewer;
- authenticate users, register devices, enforce one session per device and apply plan limits;
- process orders, send licence keys, email sign-in codes and service messages;
- respond to support requests and privacy requests;
- detect, investigate and prevent fraud, abuse, unauthorised access and security incidents;
- maintain, troubleshoot and improve the reliability of the service; and
- comply with tax, accounting, consumer-protection and other legal obligations.
We do not use your accounting records to advertise to you or to train third-party advertising models.
6. Why we are allowed to process information
We process personal information on the basis of your consent, to perform our contract with you, to comply with legal obligations, and for other purposes permitted by applicable law. Where we rely on consent, you may withdraw it, but withdrawing consent may mean we can no longer provide parts of the service.
8. How we protect information
We use technical and organisational safeguards designed to protect your information, including encrypted connections, scrypt password hashing, hashed session tokens, company-level access checks, device-bound licences, role and access controls, and encrypted local offline storage.
No system is completely secure. Please use a strong, unique password or email code, keep your device secure and tell us promptly if you suspect unauthorised access.
9. How long we keep information
We keep account and company records while your account is active and for as long as needed to provide the service. After an account is closed, we delete or de-identify information within a reasonable period, unless we need to keep it for tax, accounting, fraud-prevention, dispute or other legal reasons. Backup copies may remain for a limited period before they are overwritten.
The encrypted offline copy remains on your Windows device until it is cleared, you sign out, your session expires or the app removes it after an account or company change. You can clear it at any time from Settings.
10. Your choices and rights
Depending on applicable law, you may ask us to:
- confirm what personal information we hold about you and provide a copy;
- correct inaccurate information;
- delete information that we no longer need to keep;
- withdraw consent where we rely on it; or
- address a concern about how your information is handled.
Email support@recalcy.com with the subject "Privacy request". Include the email address registered with Recalcy and your company name. We may need to verify your identity before acting. If your account belongs to a company, your company administrator may control the books and should usually be contacted first. Some rights are subject to legal exceptions and record-retention duties.
12. Children
Recalcy is business software and is not intended for children under 18. We do not knowingly collect personal information from children. If you believe a child has provided information, contact us so we can address it.
13. Processing outside your state or country
Our service providers may process or store information in countries other than the one where you live. Where information is transferred across borders, we use safeguards required by applicable law and take steps designed to protect it.
14. Changes to this policy
We may update this policy when our service or legal obligations change. We will post the updated version here and change the "Last updated" date. If a change is material, we will provide additional notice where appropriate.
15. Contact
Privacy questions and requests can be sent to support@recalcy.com. We aim to respond within two business days. Please do not send passwords, one-time codes or full payment card details.