Privacy Policy

This Privacy Policy describes how ThillaiS Analytical Solutions Private Limited ("ThillaiS", "we", "us", or "our"), operating the AiCOS (Ai Commerce Operating System) application and web portal, collects, uses, protects, and discloses information obtained from users ("you", "Merchant" or "User").

1. Information We Collect

To deliver our core pillars — Voice Enabled ordering, Digital Khata Ledger, B2B Invoice Exchange, NPCI B2B Bulk Payments, e-NACH Collections, and Accounting Registers — we collect:

• Business & Account Info: Business name, owner name, contact number, GSTIN, PAN, and bank account details required for NPCI B2B bulk payments and e-NACH mandates.
• Voice Audio & Processing: Transient audio snippets recorded during voice-enabled order taking. Audio is processed strictly for entity extraction (items, quantities, units) and immediate bill generation. Raw audio is not stored beyond the session.
• Transaction & B2B Invoice Data: Digital invoices, purchase orders, credit notes, and payment histories exchanged between buyers and sellers.
• Khata (Ledger) Data: Customer names, phone numbers, credit balances, and transaction history maintained in digital khata ledgers.
• Device & Usage Data: App version, device OS, and anonymised usage logs to improve the product.
• Payment & Banking Data: Bank account numbers, IFSC codes, UTR references, and e-NACH mandate identifiers required for payment processing via NPCI rails.

2. How We Use Your Information

• To process voice orders into structured digital bills and ledger records.
• To facilitate NPCI B2B bulk payment disbursements (RTGS / NEFT) to suppliers and wholesalers.
• To create, register, and execute e-NACH mandates for recurring collections and supplier payments.
• To enable digital B2B invoice exchange between shop owners, wholesalers, and distributors.
• To reconcile supplier invoices and enable automatic accounting register posting (daily sales, purchase, payment, and stock registers).
• To send WhatsApp payment reminders on behalf of shop owners to their customers.
• To generate GST reports, trial balance, P&L, and balance sheet (upcoming feature).
• To maintain bank-grade security, prevent fraud, and comply with NPCI and RBI regulations.

3. Data Sharing & Third Parties

• NPCI: Payment batch files are transmitted to NPCI as required to execute bulk B2B payments and e-NACH mandate operations.
• Your Bank: Transaction authorisation messages are passed to your corporate net banking to complete fund transfers.
• WhatsApp Business API: Order notifications and payment reminders are sent via WhatsApp Business platform to customers.
• ERP Integration Partners: Where a wholesaler or distributor has an ERP, purchase orders and payment advice are shared via agreed B2B API integrations.
• We do not sell, rent, or trade your personal or business data to any third party for marketing purposes.

4. Data Protection & Security

We deploy bank-grade 256-bit SSL/TLS encryption for all data in transit and at rest. Payment data processed via NPCI and e-NACH follows strict RBI guidelines and encrypted clearing protocols. Voice data is processed in-session and is not retained post-processing. Access to financial data is role-based and audited.

5. Data Retention

Transaction records and ledger data are retained for a minimum of 8 years to comply with Indian accounting and GST audit requirements. Voice session data is not retained beyond the session. You may request deletion of non-statutory personal data by contacting our Data Protection Officer.

6. Your Rights

• Right to access your data held in AiCOS.
• Right to rectify inaccurate personal data.
• Right to delete non-statutory personal data.
• Right to data portability for your transaction records in standard formats (CSV / PDF).
• Right to withdraw consent for marketing communications at any time.

7. Children's Privacy

AiCOS is a business platform intended for use by business owners and their authorised staff. It is not directed to persons under 18 years of age.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified in-app and by email. Continued use of AiCOS after changes constitutes acceptance.

9. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact our Data Protection Officer: