Your business runs on our software — which means you trust us with a lot. This page explains, in plain language, what we collect, why we collect it, who can see it, and the control you keep over it at every stage.
Qubics Infotech Pvt. Ltd. builds ERP, POS, accounting, inventory, CRM, HRMS and e-commerce software that businesses run their daily operations on. Because our software sits at the centre of how our clients work, we treat the information passing through it with the seriousness it deserves.
This policy is issued by Qubics Infotech Pvt. Ltd. ("Qubics Infotech", "we", "us" or "our"), a company incorporated in Gujarat, India under CIN U62013GJ2026PTC176144, with its office at Rhythm Sky, Signor Skyline Road, Zundal, Gandhinagar, Gujarat 382421.
It applies to:
By using our website or software, you agree to the practices described here. If something in this policy doesn't sit right with you, stop using the services and write to us — we'd rather resolve it than lose you.
We do not collect sensitive categories of personal data — biometric, health, caste, religion or political data — unless a specific module you have enabled requires it (biometric attendance in HRMS, for example). In that case it is collected only with clear notice, and only for that purpose.
We use information only for purposes necessary to run and improve the services you've asked for.
| What we do | Information used | Why it's lawful |
|---|---|---|
| Create and manage your account, provision modules and users | Account & contact details | Performance of contract |
| Run the software — billing, inventory, payroll, accounting, reports | Account, usage & business data | Performance of contract |
| Respond to enquiries, demos, onboarding and support requests | Contact & support content | Consent / legitimate interest |
| Process subscription payments and issue GST invoices | Billing details | Contract & legal obligation |
| Detect fraud, unauthorised access and abuse | Device data & audit logs | Legitimate interest |
| Diagnose faults, monitor uptime and improve performance | Usage & technical data | Legitimate interest |
| Send product updates, offers and newsletters | Contact details | Consent (withdrawable anytime) |
| Meet tax, accounting and statutory obligations | Billing & transaction records | Legal obligation |
We do not sell, rent or trade your personal data or your business data to anyone. We also do not use your business data to train third-party AI models.
When you use Qubics Infotech software, you'll enter data about your own customers, employees, vendors and dealers — names, phone numbers, addresses, purchase history, salary records. This distinction matters:
On termination, you can export your data in standard formats. See section 08 for what happens after that.
Cookies are small files stored by your browser. We use them for the following:
| Type | Purpose | Can you turn it off? |
|---|---|---|
| Strictly necessary | Keeps you signed in, secures sessions, remembers branch and module selection | No — the product won't work without these |
| Preference | Remembers language, theme and layout choices | Yes |
| Analytics | Aggregated statistics on which pages and features are used, so we know what to improve | Yes |
| Marketing | Measures which campaigns bring visitors to us and limits repeat ads | Yes |
You can clear or block cookies from your browser settings at any time. Blocking strictly necessary cookies will sign you out and stop parts of the software from loading. We honour browser "Do Not Track" signals where they are supported.
We share information only in these situations, and only to the extent needed:
Data for our cloud-hosted products is stored on servers located in India. Backups are encrypted and stored in geographically separate locations within India.
A limited number of our support and infrastructure tools are operated by providers outside India. Where information is transferred internationally, we use contractual safeguards to ensure it receives an equivalent level of protection, and we transfer only what is necessary.
If you've deployed our software on your own servers or private cloud, your data stays entirely within your infrastructure and we have no access to it unless you grant it during support.
We keep information only as long as there's a reason to:
| Category | Retention period |
|---|---|
| Active account and business data | For as long as your subscription is active |
| Data after cancellation | Retained 90 days so you can export or reactivate, then permanently deleted |
| Enquiry and demo requests that don't convert | 24 months |
| Invoices, tax and accounting records | 8 years, as required under Indian law |
| Security and audit logs | 12 months |
| Marketing contact list | Until you unsubscribe |
| Encrypted backups | Rolled over and overwritten within 180 days |
You can ask us to delete your data sooner. We'll do so unless a law requires us to keep a specific record.
If a breach happens. No system is completely immune. If a personal data breach occurs that's likely to affect you, we'll notify you and the Data Protection Board of India without undue delay — describing what happened, what data was involved, and what we're doing about it.
Your side matters too: use strong, unique passwords, don't share logins between staff, remove users who leave, and tell us immediately at admin@qubicsinfotech.com if you suspect unauthorised access.
Under the Digital Personal Data Protection Act, 2023 and other applicable laws, you have the right to:
To exercise any of these, email admin@qubicsinfotech.com with the subject line "Data Request". We'll verify your identity and respond within 30 days. There's no charge, unless a request is repetitive or clearly excessive.
If your data was entered into our software by a business that uses Qubics, raise your request with that business directly — they control it, and we'll assist them in fulfilling it.
We may send you product updates, feature announcements, offers and occasional newsletters if you subscribed, requested a demo, or are an existing client. Every email carries an unsubscribe link, and you can reply "STOP" to promotional WhatsApp or SMS messages.
Opting out of marketing doesn't stop essential service messages — invoices, renewal reminders, security alerts, downtime notices and policy changes — because these are needed to run your account.
Our services are built for businesses and are not directed at children. We do not knowingly collect personal data from anyone under 18 years of age. If you believe a child's data has been provided to us, write to admin@qubicsinfotech.com and we'll delete it promptly.
Our website and software contain links to external sites and integrations with third-party platforms. Once you leave our site or connect an external service, that provider's privacy policy governs what happens to your data there. We aren't responsible for their practices, and we encourage you to read their policies before connecting them.
In line with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, we've appointed a Grievance Officer to handle privacy complaints.
Grievance Officer
Qubics Infotech Pvt. Ltd.
Rhythm Sky, Signor Skyline Road, Zundal, Gandhinagar, Gujarat 382421
Email: admin@qubicsinfotech.com · Phone: +91 83478 94178
Monday to Friday 9:00 AM – 6:30 PM, Saturday 9:00 AM – 2:00 PM IST
Complaints are acknowledged within 24 business hours and resolved within 30 days. If you're not satisfied with the outcome, you may escalate to the Data Protection Board of India.
We update this policy when our products, partners or legal obligations change. The "Last updated" date at the top always reflects the current version.
For minor clarifications we'll simply update this page. For changes that materially affect how we handle your data, we'll email registered users and post a notice in the product at least 15 days before the change takes effect. Continuing to use the services after that date means you accept the revised policy.
Questions about this policy, or about how your data is handled? Reach out — a real person will answer.
Rhythm Sky, Signor Skyline Rd,
Zundal, Gandhinagar, Gujarat 382421
Mon – Fri: 9:00 AM – 6:30 PM
Sat: 9:00 AM – 2:00 PM
See how Qubics Infotech brings ERP, POS, accounting, inventory and CRM into one secure platform — with a free demo tailored to your industry.