PPAAVS Retail Cloud

Draft. The wording is waiting for legal review. Details in square brackets are still to be filled in.

Privacy notice — PAAVS Retail Cloud

Last changed: 24 Sept 2026

Who we are

PAAVS Retail Cloud is billing, stock and excise-filing software for liquor licensees in Puducherry. It is run by [PAAVS legal entity name], [registered address] ("PAAVS", "we").

Two kinds of record, two people responsible

  • Your account. If you sign in to PAAVS Retail Cloud, as a shop owner or as staff, we decide what is kept about your account, and we are responsible for it.
  • A shop's own records. Everything a shop records about its customers, suppliers and staff belongs to the shop. The shop decides what to keep and why; we store it and process it only on the shop's instructions. Take questions about those records to the shop first, and we will help the shop answer them.

What we keep about your account, and why

WhatWhy
Your name and email addressTo sign you in, and to send sign-in links, invitations, password resets and security alerts. Owners and managers also get the morning summary by email
Your passwordTo sign you in. It is stored scrambled (a one-way hash); nobody, including us, can read it
Your mobile number, if you add oneTo let you sign in with it; to send the WhatsApp morning summary, if you turn it on; and, if you turn on the assistant, to recognise you when you message our WhatsApp number. You can change it or remove it on My account at any time. Changing or removing it turns the WhatsApp summary and the assistant off, because you agreed to them for the old number
Your authenticator-app secret and recovery codes, if you set up two-step sign-inTo check your sign-in codes. The secret is stored encrypted; the recovery codes are stored scrambled
When you confirmed your email addressTo know that messages reach you
When you last signed inShown to you on My account and Security. It moves with every sign-in by email or mobile, so a time later than your own means someone else signed in
If you registered a business: its name, shop name, region, excise licence number and licence typeTo set up the business's books and its excise returns

When you sign in. Only if your account is counter staff is your browser asked for your position, and only after your password or PIN has been accepted. It is compared once with the shop's location, and then discarded. It is never stored. If a sign-in fails, we keep a code made from the email address or mobile number that was typed, for about an hour, to slow down password guessing. The code is made with a secret key that only our servers hold, so it cannot be turned back into the address or number without that key.

Your connection. Your IP address is used to limit repeated attempts to sign in or register. It is held only in the server's memory and is cleared when the server restarts. It is never written to our database, to disk or to our logs.

On your device. We set only the cookies that make sign-in work:

  • your session;
  • a five-minute cookie during two-step sign-in;
  • the cookie that ties a till to its counter;
  • the shop you last chose;
  • an operator session, for our own staff.

There are no advertising or analytics cookies. So that the counter and the field executive's round for the day keep working when the connection drops, your browser keeps a copy of those two pages. No other page is kept: payslips, customer records and the rest of the back office are always read fresh.

What a shop records in PAAVS Retail Cloud

On a shop's behalf we store:

  • its customers and suppliers: names, contacts, addresses, a location on the map, GSTIN, licence numbers, balances and notes;
  • its staff: name, staff code, role, attendance, cash shortages at the till, and pay with statutory numbers (UAN, ESI number, PAN);
  • which member of staff rang and served each bill;
  • the till's position on each bill, if the shop turned that on;
  • a field executive's position when they mark arrival at a dealer, take an order, or add a new dealer;
  • the supplier invoices the shop uploads.

The shop's own notices to its customers and staff explain these records. Every till in a business keeps a copy of the business's active customers (name, phone, GSTIN, licence details, address, credit limit and what they owe) and of its staff names, so that the shop can bill when the internet is down.

Who else handles the data

Fly.io
What forRuns the application and its database
WhereSingapore
Amazon Web Services
What forDaily backups [confirm how long they are kept]; sending email [confirm the SES relay]
WhereMumbai (backups); [confirm] (email)
Tigris Data
What forStores the supplier-invoice files a shop uploads
Where[confirm region]
Our own mail service
What forSends sign-in, invitation, alert and summary emails, and statements a shop emails to its customers
Where[confirm]
Razorpay
What forSubscription payments. We send the business's name and a payment reference. Whatever you type on Razorpay's payment page, Razorpay collects itself
WhereIndia
Meta (WhatsApp)
What forThe morning summary, if you turn it on. If you are an owner or manager and turn on the assistant on the Security page, your questions to our WhatsApp number and its answers. Messages from anyone who has not turned it on are dropped without being read or kept. A question is kept only until it is answered and deleted within about ten minutes after; a backup taken in that time may hold it
Where[confirm]
Anthropic
What forOur AI service. Any shop's till may send it a photo of a bottle label, and the photo may show whatever the camera sees. Where a shop has the AI add-on, it also receives: photos of supplier invoices, to draft a goods receipt; a customer's name, amount and days overdue and credit terms, when a payment reminder is drafted; and the figures and names the assistant is asked about, including till shortages by member of staff and supplier names
Where[confirm; likely United States]

Each one works under a contract with us and may use the data only to do that job for us [confirm — see Wiring].

How long we keep it

  • Your account is kept while it is open. When you ask us to erase it, we clear your name, email address and mobile number, delete your password, second-factor secrets and WhatsApp consents, and switch off your access at every business you work at.
  • Your part in a shop's records is kept for as long as the law makes the shop keep its books, even after your account closes: [six] years for GST books, [period] for excise records and [three] years for wage records. That covers the bills you rang, your payslips and attendance, and the shop's activity log entries that name you (for example a void or a stock count). If you leave and ask the shop, it can erase your name, staff code and PIN from its records, unless it holds payslips or attendance for you: those are wage records, and they must say whose they are. Your name printed on a customer's receipt cannot be withdrawn.

Your rights, and how to use them

  • See what we hold. Use Download my data on the My account or Security page. It is immediate: your sign-in details, the businesses and shops you work at, your payroll details and payslips, any till shortage recorded against you, and positions recorded of you on the road. Bills are counted rather than copied, because they are the shop's records; ask the shop for anything else it holds about you.
  • Correct it. Change your mobile on My account. To correct your name or email address, write to [privacy email]. For your staff records, ask the shop's owner.
  • Erase it. Write to [privacy email]. We reply within [N] days. Records the law makes a shop keep stay with the shop, as described above.
  • Withdraw consent. Turn the WhatsApp summary or the assistant off on the Security page. To withdraw consent to the account itself, ask us to close it; you will no longer be able to sign in.
  • Nominate someone to act for you if you die or cannot act: write to us.
  • Complain. Write to [grievance officer name] at [privacy email]. We reply within [N] days; the law allows at most ninety. If our reply does not settle it, you may complain to the Data Protection Board of India [complaint link once the Board publishes one].

Children. An account is for adults only. We do not knowingly hold personal data about anyone under eighteen.

Changes. Before a change that affects how your data is used, we will email every account holder.

Contact. [grievance officer name], [PAAVS legal entity name], [registered address], [privacy email].

Privacy notice — PAAVS Retail Cloud