1. Introduction & Scope
Welcome to VYPNEX (operated as VYPNEX.com, "we", "us", or "our"). VYPNEX is an authoritative Indian Hybrid ERP, Cloud Billing, and B2B Commerce Operating System designed for micro, small, medium, and large commercial enterprises ("Users", "Subscribers", "Businesses", or "You").
This Privacy Policy explains how VYPNEX collects, uses, stores, processes, discloses, and protects your personal and commercial data in accordance with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023 (DPDP Act).
Important Notice: By accessing VYPNEX.com, registering an account, or creating commercial invoices, you acknowledge that you have read, understood, and agreed to the practices described in this Privacy Policy.
2. Information We Collect
To deliver seamless cloud ERP, multi-tier distribution, GST billing, and party ledger services, VYPNEX collects the following categories of data:
A. Business & Account Identity
- Authorized account owner name, mobile number, and email address.
- Business trade name, registered legal entity name, and business category.
- Operating address, registered state, district, city, and PIN code.
- GSTIN, Permanent Account Number (PAN), and business registration certificates uploaded for verification.
B. Transactional & Ledger Data
- Customer, distributor, wholesaler, and supplier contact directory records.
- Sales invoices, purchase entries, delivery challans, and quotations.
- Product catalogue items, varieties, grades, HSN codes, and pricing rules.
- Double-entry party khata ledgers, outstanding balances, and credit terms.
C. Subscriptions & Payments
- Subscription plan selected, billing cycle, and plan entitlements.
- Payment verification inputs including UPI UTR / Transaction ID and payment screenshot uploads submitted for manual admin verification.
- Payment status history, renewals, and invoice receipts.
D. Technical & Security Logs
- Internet Protocol (IP) address, browser user-agent, and operating system.
- Login timestamps, authentication audit logs, and CSRF security telemetry.
- Feature usage telemetry used for performance optimization and debugging.
3. Phone Contacts & Optional Contact Picker
VYPNEX provides an optional, browser-level Contact Picker and contact import utility to assist merchants in quickly populating customer or supplier party names and mobile numbers for digital invoices and payment reminders.
Strict Privacy Guarantees for Contacts:
- User-Initiated Only: VYPNEX never accesses your device contacts automatically. The contact picker opens only when you affirmatively click the "Import Contacts" or "Select Party" button.
- Selective Processing: Only the specific contact(s) you actively choose to import are processed. VYPNEX does not read, copy, or upload your entire address book.
- Completely Optional: Contact access is strictly optional. You can manually type customer names and phone numbers without granting any contact picker permissions.
- Tenant Isolation: Imported party details are stored exclusively inside your isolated business account and are never shared with or exposed to other businesses.
- Right to Deletion: You can edit or delete any imported customer/supplier record at any time from your Khata / Party directory.
4. Purpose of Data Processing
We process collected data exclusively for legitimate commercial, operational, and legal purposes:
- ERP & Billing Functionality: Generating GST-compliant sales invoices, purchase records, delivery challans, and customer balance ledgers.
- Account Authentication & Security: Verifying user identity via OTP, managing session security, preventing brute-force access, and auditing sensitive administrative actions.
- Commercial B2B Networking: Facilitating authorized buyer-seller discovery, quotations, Lock Deal agreements, and distributor territory mapping when in Network Mode.
- Subscription Management: Processing manual UPI payment verifications, tracking plan bill quotas (e.g. Free Forever 15 monthly bills), and issuing renewal receipts.
- Customer & Technical Support: Troubleshooting billing inquiries, resolving platform issues, and sending transactional notifications via SMS, WhatsApp, or email.
- Statutory Compliance: Fulfilling mandatory tax, auditing, and accounting obligations under Indian laws.
5. Disclosure & Sharing of Information
VYPNEX does not sell, rent, or trade your commercial or personal data to advertising brokers. Data is shared strictly on a need-to-know basis with trusted entities under strict contractual confidentiality:
- Authorized Cloud Infrastructure & Hosting: Enterprise cloud servers, database providers, and backup storage services that maintain strict physical and network security.
- Communication Service Providers: Regulated telecommunication and SMS/WhatsApp gateway providers (DLT registered) used solely to transmit your authorized invoices, OTPs, and transaction notifications.
- Authorized Trading Partners: When you connect with a distributor, supplier, or retailer in Network Mode, your shared catalogue, agreed territory, and transaction documents are visible to that specific authorized partner.
- Financial Institutions: If you explicitly apply for institutional invoice discounting or supply chain finance through the Finance Partner portal, your designated invoice documents are shared with the participating financial partner with your explicit affirmative consent.
- Statutory & Law Enforcement Authorities: When strictly mandated by valid legal process, court orders, or government notices issued under Indian law (e.g., GST audit, IT Act compliance).
6. Data Security & Storage Controls
We implement rigorous technical and organizational security controls designed to safeguard commercial records against unauthorized access, loss, or alteration:
HTTPS & TLS Encryption
All data in transit is encrypted using modern TLS cryptographic protocols (256-bit encryption).
Multi-Tenant Isolation
Database records enforce strict tenant boundaries; business users can never view another entity's private records.
Rate Masking
Transporter and Warehouse copies automatically mask commercial prices to protect trade margins.
Security Disclaimer: While we implement industry-standard cybersecurity measures, no digital transmission over the internet or electronic storage infrastructure can be guaranteed as 100% immune from security threats. Users are responsible for safeguarding their login credentials and OTPs.
7. Data Retention & Statutory Preservation
We retain your information for as long as your account remains active or as needed to provide you with ERP services. However, Indian tax and accounting laws mandate specific retention periods:
- GST & Tax Records: Under Section 36 of the Central Goods and Services Tax Act, 2017, all tax invoices, credit notes, purchase entries, and ledger books of account must be retained for at least 72 months (6 years) from the due date of filing the annual return.
- Corporate Records: Accounting ledgers for registered corporate entities are preserved in accordance with the Companies Act, 2013 (minimum 8 years).
- Non-Statutory Personal Data: Profile preferences, marketing cookies, and temporary drafts are deleted upon account closure or approved data deletion requests.
8. User Privacy Rights under Indian Law
In accordance with the Digital Personal Data Protection Act, 2023 and applicable Indian data privacy regulations, you possess the following rights regarding your personal data:
- Right to Access & Summary: You can review your profile, registered business details, and transactional history anytime via your dashboard.
- Right to Correction & Updation: You can update inaccurate business information, contact details, or catalogue entries directly in your Account Settings.
- Right to Data Export: You can export your sales, purchases, customer ledgers, and inventory records in standard formats (CSV, Excel, PDF).
- Right to Request Deletion: You can submit a Data Deletion or Account Closure request via Profile → Privacy & Security. Non-statutory data will be deleted within 30 days, subject to mandatory tax retention laws.
- Right to Grievance Redressal: You have the right to register complaints regarding data privacy with our designated Grievance Officer.
9. Grievance Officer & Contact Details
In compliance with Rule 3(2) of the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021 and the DPDP Act 2023, the designated Grievance Redressal Officer for VYPNEX is:
Grievance Redressal Officer
Legal & Privacy Compliance Department
VYPNEX CommerceOS
Haryana, India
Email: vypnexsupport@gmail.com
Phone: +91 89504 48720
Response Time: Acknowledgment within 24–48 hours; resolution within 15 working days.