Last Updated: 2 April 2026
This Privacy Policy describes how VaahanERP ("we," "us," or "our") collects, uses, and protects your personal information when you use our dealership management platform at www.vaahanerp.com and related services including WhatsApp Business messaging, Vaani AI Assistant, and mobile applications.
1. Information We Collect
1.1 Personal Information
- Name, email address, phone number
- Business/dealership name and address
- GST number and business registration details
- Login credentials (encrypted)
1.2 Customer Data (Managed by Dealerships)
- Customer names, phone numbers, and addresses
- Vehicle purchase and service history
- Lead and inquiry information
- Booking and payment records
1.3 Automatically Collected Information
- Device information (browser type, OS, screen resolution)
- IP address and approximate location
- Usage analytics (pages visited, features used)
- Cookies and session data
1.4 WhatsApp & Communication Data
- WhatsApp phone numbers for business messaging
- Message templates and delivery status
- Communication logs between dealership and customers
1.5 Vaani AI Avatar Data
- Voice interactions (processed in real-time, not permanently stored)
- Visitor queries and conversation history
- Camera captures (only when explicitly enabled by showroom staff)
2. How We Use Your Information
- Service Delivery: To provide and maintain our dealership management platform
- Communication: To send transactional messages via WhatsApp, SMS, and email (bookings, service reminders, payment confirmations)
- AI Services: To power Vaani AI assistant for customer interaction in showrooms
- Analytics: To generate business insights and reports for dealership owners
- Improvement: To improve our platform features and user experience
- Security: To detect and prevent fraud or unauthorized access
- Legal Compliance: To comply with applicable Indian laws and regulations
3. Data Sharing & Third Parties
We do NOT sell your personal data. We may share data with:
- Cloud Infrastructure: Supabase (database), Vercel (hosting) — for platform operation
- AI Services: Google Gemini API — for AI-powered features (data processed, not stored)
- Voice Services: ElevenLabs — for text-to-speech in Vaani AI (text only, no personal data)
- Communication: Exotel, MSG91 — for WhatsApp, calling, and SMS services
- Payments: Razorpay, PayPal — for subscription billing (PCI-DSS compliant)
- Legal Requirements: Government authorities when required by Indian law
4. Data Security
- All data encrypted in transit (TLS/SSL) and at rest
- Row-Level Security (RLS) ensures multi-tenant data isolation
- Passwords hashed using industry-standard bcrypt
- Regular security audits and vulnerability assessments
- Access restricted to authorized personnel only
- Compliant with IT Act, 2000 and IT Rules, 2011 (India)
5. Data Retention
- Account Data: Retained while your account is active + 90 days after deletion request
- Customer Records: Retained as per dealership's requirements and Indian tax law (minimum 8 years for financial records)
- Communication Logs: Retained for 12 months for service quality
- AI Conversation Data: Session data retained for 30 days, then anonymized
- Analytics Data: Aggregated anonymized data may be retained indefinitely
6. Your Rights
Under Indian data protection laws, you have the right to:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your data (see our Data Deletion page)
- Portability: Request your data in a machine-readable format
- Withdraw Consent: Opt out of marketing communications at any time
- Complaint: Lodge a complaint with the appropriate data protection authority
7. Cookies
We use essential cookies for authentication and session management. Analytics cookies are used to understand platform usage. You can control cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.
8. Children's Privacy
Our services are intended for business use by individuals aged 18 and above. We do not knowingly collect personal information from children under 18. If you believe we have collected such data, please contact us immediately.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Continued use of our services after changes constitutes acceptance of the updated policy. For significant changes, we will notify you via email or in-app notification.
10. Contact Us
For any privacy-related questions, concerns, or data requests, please contact us:
Grievance Officer: Ravi Verma — support@vaahanerp.com
We will respond to your request within 30 days as per Indian IT Rules.