Privacy Policy

Effective Date: 2026/01/06

HoldMyBill is a mobile application operated by Ourbits Systems that enables users to store bills, warranties, and product-related records, and to receive reminders and informational guidance. This Privacy Policy describes how personal data is collected, used, stored, disclosed, and protected when you access or use the HoldMyBill mobile application.

By accessing or using the application, you acknowledge that you have read, understood, and agreed to the terms of this Privacy Policy.

1. Information We Collect

We collect personal data that you voluntarily provide when creating an account, using the application, or communicating with us. This includes:

Account identifiers such as email address and authentication-related information
Product and warranty information, including invoices, warranty cards, product names, purchase dates, and expiry dates
Documents, images, or PDF files uploaded to the application
Notes, descriptions, or queries entered within the application

In addition, certain information is collected automatically when you use the application, including:

Device type, operating system version, and application version
Usage data relating to feature interactions
Diagnostic information such as crash reports and error logs
Notification-related data, including reminder preferences and delivery status

We do not access your contacts, background photos, or data unrelated to the functioning of the application.

2. Lawful Basis for Processing

We process personal data in accordance with applicable data protection laws based on one or more lawful grounds, including:

Performance of a contract, where processing is necessary to provide core application functionality such as storing warranties and sending reminders
Consent, where you voluntarily upload documents, enable notifications, or use AI-assisted features
Legal obligation, where processing is required to comply with applicable laws or regulatory requirements
Legitimate interests, where processing is necessary to maintain application security, stability, and reliability, provided such interests do not override your rights

3. Purpose of Use

Personal data is used solely for purposes directly related to operating and improving HoldMyBill. These purposes include:

Enabling the storage and organization of items and warranties
Extracting relevant information from uploaded documents
Sending expiry, renewal, and maintenance reminders
Providing AI-assisted informational guidance
Monitoring application performance and diagnosing errors
Complying with legal and regulatory obligations

We do not sell personal data, use personal data for third-party advertising, or engage in marketing profiling.

4. AI and Automated Processing

HoldMyBill uses automated and AI-based systems to assist users. In particular:

Uploaded documents may be processed automatically to extract product or warranty details
AI-generated outputs are informational and assistive in nature

HoldMyBill does not engage in automated decision-making that produces legal effects or similarly significant impacts on users. Personal data is not used to train public or external artificial intelligence models.

Consent is obtained at the time of account creation and when you choose to use specific features that require it. In this context:

Consent is specific, informed, and voluntary
You may withdraw consent at any time through application settings or by contacting us
Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal

6. Data Storage and Security

We implement appropriate technical and organizational measures to protect personal data, including:

Use of secure cloud infrastructure
Encryption of data in transit
Restricted internal access based on role and necessity
Monitoring and logging of access

While no system can guarantee absolute security, we take reasonable steps to reduce risk and continuously improve safeguards.

7. Notifications and Communications

The application may send reminders, service alerts, and transactional communications necessary for account functionality. In particular:

Notification preferences can be managed within the application
Transactional emails may be sent for account or service updates

We do not send promotional communications without explicit consent.

8. Payments and Subscriptions

Payments and subscription transactions are processed by third-party platform providers, including the Apple App Store and Google Play. Accordingly:

We do not collect or store payment card details or financial credentials
Subscription status is used solely to determine feature access

Payment data handling is governed by the respective platform providers’ policies.

Personal data may be shared only in limited circumstances, including:

With service providers that support cloud hosting, notification delivery, or error monitoring
With public authorities where required by law, regulation, or valid legal process

Service providers are authorized to process data only as necessary and are subject to confidentiality and security obligations. We do not share personal data for advertising, resale, or unrelated commercial purposes.

10. Data Retention

Personal data is retained only for as long as necessary to fulfill its intended purpose or comply with legal requirements. Specifically:

Account data is retained while your account remains active
You may delete items or close your account at any time
System logs are retained for a limited duration for security and diagnostics
Backups are purged on a scheduled basis

11. Your Rights

Subject to applicable law, you have the right to:

Access your personal data
Request correction of inaccurate or incomplete data
Request deletion of your data and account
Withdraw consent where processing is based on consent
Lodge a complaint with a competent supervisory authority

Most rights can be exercised directly within the application, with additional requests handled through contact with us.

12. Children’s Privacy

HoldMyBill is not intended for use by:

Children under the age of sixteen in the European Union
Children under the age of eighteen in India

We do not knowingly collect personal data from children. If such data is identified, it will be deleted promptly.

13. International Data Transfers

Personal data may be processed outside your country of residence where our infrastructure or service providers are located. In such cases:

Appropriate contractual safeguards are applied
Technical measures are implemented to protect data

14. Data Breach Notification

In the event of a personal data breach that poses risk to users:

Affected users will be notified
Relevant authorities will be informed where required by law

15. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published within the application or on our website, and material changes will be communicated appropriately. Continued use of the application constitutes acceptance of the revised policy.

16. Grievance and Contact Information

In accordance with applicable data protection laws, including the Indian Digital Personal Data Protection Act, 2023, a grievance officer has been designated.

Grievance Officer Ourbits Systems Email: [email protected]

We aim to respond within the timeframe prescribed by applicable law.

We will acknowledge grievances within forty-eight (48) hours and endeavor to resolve them within seven (7) business days. Where additional time is required due to complexity, resolution may take up to thirty (30) days, with periodic updates provided to the user.