Kaalchakra is a business accounting and inventory platform operated by KAALCHAKRA SYSTEMS (OPC) PRIVATE LIMITED, registered at 16, F-1, Radhika Apartment, Bhura Patel Nagar - A, Lane - 2, Jaipur, Rajasthan 302021, India.
This page explains what information we hold, why we hold it, and what you can ask us to do with it.
01Who this page is for
Two different groups of people appear in Kaalchakra, and the difference matters.
Businesses that use Kaalchakra. A shop, a distributor, a workshop. They sign up, they enter their own records, and those records belong to them.
The customers and suppliers of those businesses. They do not have a Kaalchakra account. Their details appear in Kaalchakra because a business they deal with recorded them — a name on an invoice, a phone number for a delivery.
If you are in the second group and you want your details removed, the business you dealt with is the right place to start, because it is their record. We will help — see Requests below.
02What we hold
For a business that uses Kaalchakra
- Account details: business name, address, GST registration, contact phone and email
- Login details for each user of that business, and a record of when they signed in
- The business records they enter: sales, purchases, payments, stock, ledgers and supporting documents
- Settings the business chooses, including how its documents are laid out and which fields it uses
For a customer or supplier recorded by that business
- Name and, where the business has recorded them, address, phone number, email and tax registration
- The transactions between that business and them
- Where the business has asked and they have agreed, a record that they are willing to receive documents on WhatsApp — including the date, who recorded it, and the exact wording they were shown
03Why we hold it
We hold this information so the platform can do what the business is paying it to do: keep accurate books, produce invoices and statements, track stock, prepare tax returns, and send documents to the people the business trades with.
We do not sell it. We do not use it for advertising. We do not use one business's records to benefit another.
04Documents sent over WhatsApp
Businesses using Kaalchakra can choose to send invoices and other documents to their own customers over WhatsApp.
- The message comes from the business, not from us. It arrives from the business's own WhatsApp number, under their own name.
- It is only sent where permission has been recorded. A business must record that a customer agreed, along with the exact wording that customer was shown. Where no permission is recorded, nothing is sent.
- A customer can stop it at any time by replying STOP to the message. That takes effect immediately and does not need to go through us.
- WhatsApp is operated by Meta. To send a message, the recipient's phone number and the document are passed to Meta so it can be delivered. Meta handles that information under its own terms.
05Who else sees this information
We share information only where it is needed to run the service:
- Messaging providers, so that a message or document reaches the person it is addressed to
- Businesses you are connected to, where a Kaalchakra business chooses to connect with another and share documents or catalogue information with them. That connection is the business's own decision and can be ended by them.
- Authorities, where the law requires it
We do not share information with anyone else, and we do not sell it to anyone, for any purpose.
06How long we keep it
We keep a business's records for as long as its account is open, because accounting records need to be available for years, not months — and Indian tax law expects them to be retained.
If a business closes its account, its records are removed after a short holding period, except where the law requires us to keep something for longer.
Some technical records — for example, a note that a message was delivered — are kept for a limited period and then removed automatically.
07Keeping it safe
Information is encrypted while it travels to and from Kaalchakra, and while it is stored. Access requires a login, and each business's records are kept separate from every other business's.
No system is perfectly secure. If something goes wrong that affects your information, we will tell you.
08Requests
You can ask us to:
- Show you what we hold about you
- Correct anything that is wrong
- Delete what we hold, where we are not required to keep it
- Stop sending you messages
Write to support@kaalchakra.net. We will reply within 30 days.
If you are a customer or supplier of a Kaalchakra business rather than a Kaalchakra user, the records are the business's own. Ask them first. If you cannot reach them, or they do not respond, write to us and we will help you get it resolved.
Full instructions are on our data deletion page.
09Children
Kaalchakra is a tool for businesses. It is not intended for anyone under 18, and we do not knowingly collect information about children.
10Changes to this page
If we change this page we will update the date at the top. Where a change is significant, we will tell account holders directly.
11Contact
KAALCHAKRA SYSTEMS (OPC) PRIVATE LIMITED
16, F-1, Radhika Apartment, Bhura Patel Nagar - A, Lane - 2,
Jaipur, Rajasthan 302021, India
support@kaalchakra.net