Last updated: 31 October 2026
This Privacy Policy applies to the access and use of the Witnes Books web application and website at books.witnes.in (the "Platform") and the services provided through it (the "Services").
Witnes Books ("us"/"we"/"Witnes Books"/"Company") is owned, managed and operated by Witness Technologies OPC Private Limited, having its registered office at 101 FF Hardik Shopping Centre, Opp Narsinhji Pole, M G Road, Vadodara, Gujarat, India 390001.
This Privacy Policy relates to the collection, use and disclosure of personal data through use of the Platform by the businesses that hold a Witnes Books account ("Organisations"), the people they give a login to, including owners, staff, accountants and chartered accountants ("Users"), and visitors to our website. Users and visitors are referred to as "you".
This Privacy Policy is published in compliance with the Information Technology Act, 2000 ("IT Act") read with the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 ("SPI Rules"), and with the Digital Personal Data Protection Act, 2023 ("DPDP Act") and its Rules as they come into force.
Who is responsible for what
- The Organisation decides what it records in its books (its customers, vendors, staff, bank and tax details) and why. For that data it is the data fiduciary (the "controller"), and is responsible for having the right to hold it. If you are a customer or vendor in someone's books, ask that business about your data.
- Witnes Books is the Organisation's data processor. We process the books only on the Organisation's instructions, to provide the Services, and never sell them or use them for advertising.
- For the details of Users who sign up and sign in, and for visitors to books.witnes.in, Witnes Books is the data fiduciary and this policy is our notice to you.
In short
- Your books are yours: each Organisation's books are kept in their own database, and we do not sell personal information.
- Access control: each User signs in to their own account, and roles decide what each User can see and do.
- Your rights: you can ask to access, correct or delete your personal information, and withdraw consent.
1. Consent
By accessing and using the Services or providing us with personal information, you agree to the terms of this Privacy Policy. Your use of the Services and any personal information shared with us is subject to this Privacy Policy and our Terms and Conditions.
Important notice. If you do not agree to any or all of these terms, please do not use the Platform or Services.
Communication consent
As part of providing the Services, we send routine communications such as one-time codes for sign-up and sign-in, account and security messages, and administrative messages, by email or SMS. You consent to receiving these communications when you register on the Platform.
Withdrawal of consent
You may withdraw your consent at any time by writing to us at info@witnesstechnologies.in. We may discontinue Services for which consent has been withdrawn.
2. Information we collect
About you
- Name, email address and mobile number
- Login credentials and the roles you hold
- The Organisation's details: legal name, GSTIN, address, financial year and branches
- Messages you send us
Data the Organisation enters
Organisations record their accounting data in Witnes Books: customers and vendors (names, contact persons, addresses, GSTIN, phone numbers and email addresses), items, invoices, bills, expenses, payments, bank accounts and bank statement lines, journals, attachments and comments. The Organisation decides what it enters and is responsible for having the right to enter it. We process this data only to provide the Services to that Organisation.
Collected automatically
- IP address and device information
- Browser type and operating system
- Pages viewed and actions taken on the Platform
- Cookies and similar technologies
3. Cookies
Cookies are small identifiers stored on your device. Witnes Books uses cookies to keep you signed in and to protect your session. A cookie does not give us access to your device. Most browsers let you reject or remove cookies, but you cannot sign in to Witnes Books without them.
4. How we use information
We collect and retain personal information for as long as it is needed to provide the Services and to meet legal and regulatory requirements. We use it for:
- Creating and verifying accounts and signing you in
- Providing the Services and their features
- Sending documents, such as invoices, when a User chooses to email them from Witnes Books
- Responding to your questions and requests
- Keeping the Platform secure and preventing misuse
- Improving the Platform
- Complying with applicable law
5. Sharing and disclosure
We do not sell your personal information. An Organisation's data is not shared with other Organisations.
We may disclose information to
- Service providers who host the Platform or deliver email and SMS for us, bound by confidentiality obligations
- A successor entity in case of a merger, acquisition or restructuring
Required disclosures
We may disclose information when required by law, including:
- Court orders and legal proceedings
- Requests from government agencies for verification or investigation
- Prevention, detection and investigation of cyber incidents
6. How we protect information
- Each Organisation's books are kept in their own database
- Bank account numbers are stored encrypted
- The Platform is served over HTTPS
- Passwords are never stored in plain text
- Role-based access for every User
- A history of changes to every document
- Daily backups, with the Platform hosted on Microsoft Azure in Central India
Disclaimer
We take reasonable measures to protect your information, but no system is completely secure. We are not liable for unauthorised disclosure caused by transmission errors, unauthorised access by third parties or other causes beyond our reasonable control.
Data breach notice
If a data breach affects your personal information, we will notify you as required by applicable law and take appropriate remedial measures.
7. Your rights
You have the right to:
- Access and review your personal information
- Ask us to correct inaccurate information
- Withdraw consent for the use of your personal information
- Ask us to delete your personal information
- Opt out of promotional communications
To use these rights, write to us at info@witnesstechnologies.in. If your information is in an Organisation's books (for example, as a customer or vendor of that business), we may refer your request to that Organisation. Accounting records may need to be kept for the periods tax and company law require, and withdrawal of consent does not apply to records we must keep.
More rights and retention
Under the DPDP Act you may also nominate another person to act for you if you die or are unable to, and complain to the Data Protection Board of India if we have not resolved your grievance. An Organisation's books are kept while its account is open and can be exported by the Organisation; when it leaves it can ask us to return or delete them, and copies in backups are removed as the backups expire. The Organisation, not Witnes Books, decides how long its accounting records must be kept for tax and company law.
Children
Witnes Books is for businesses. We do not knowingly collect data from anyone under 18.
8. Confidentiality
Your information is treated as confidential and is not disclosed to any third party except as described in this Privacy Policy or our Terms and Conditions, or where the law requires it. We will not use your email address for unsolicited mail.
9. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal compliance. The date at the top shows when it last changed. Your continued use of the Platform after a change means you accept the updated policy.
Grievance Officer
In accordance with the Information Technology Act, 2000 and the rules made under it, you can reach the Grievance Officer for Witnes Books at:
Grievance Officer
Witness Technologies OPC Private Limited
101 FF Hardik Shopping Centre, Opp Narsinhji Pole, M G Road
Vadodara, Gujarat, India 390001
Email: info@witnesstechnologies.in
© 2026 Witness Technologies OPC Private Limited. All rights reserved.