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Privacy Policy

Last Updated: June 18, 2026

This Privacy Policy describes how Ashwheel ("we," "our," or "us") collects, uses, stores, and protects information when you use the Ashwheel Dealer Management Software ("DMS") and related online tools (collectively, the "Services"). By using our Services, you agree to this Privacy Policy.

This policy is designed to be compliant with applicable Indian laws including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023 (DPDP Act).

1. Definitions

  • Platform / Service: The Ashwheel web application, DMS modules, and online tools.
  • Dealer / User: The registered business entity or individual using the Ashwheel DMS.
  • Customer Data: Personal information of the dealer's customers entered into Ashwheel.
  • Data Fiduciary: The dealer who determines the purpose and means of processing customer data.
  • Data Processor: Ashwheel, which processes data on behalf of and as instructed by the dealer.

2. Information We Collect

2.1 Account Registration Data

When you register for an account, we collect:

  • Email address
  • Phone number
  • Business name (if provided)
  • Password (stored in encrypted form — never in plain text)

2.2 Business & Customer Data Entered by Dealers

Dealers may enter, upload, and store business and customer information including but not limited to:

  • Customer names, mobile numbers, and addresses
  • Aadhaar numbers, GST numbers, and other KYC information
  • Vehicle details (VIN/Chassis No., Engine No/Motor No., model, colour)
  • Invoice and billing information
  • Workshop and service records
  • Staff and employee records

Important: This data is entered by the dealer and belongs entirely to the dealer. Ashwheel acts solely as a data processor for this information.

2.3 Usage and Analytics Data

We automatically collect non-personally identifiable technical data such as IP address, browser type, pages visited, and time spent, to improve the platform and prevent misuse.

3. Dealer Responsibility for Customer Data

This is the most important section for dealers to read and understand.

Ashwheel acts as a software platform and data processor. Dealers using Ashwheel are the Data Fiduciaries under the DPDP Act, 2023 and are solely responsible for:

  • Obtaining all necessary consents and permissions from their customers before collecting, storing, or processing personal information including names, mobile numbers, addresses, Aadhaar numbers, GST numbers, vehicle information, and KYC documents.
  • Ensuring that their data collection and storage practices comply with all applicable laws, including but not limited to the DPDP Act, 2023, the IT Act, 2000, and any sectoral regulations.
  • Notifying their customers about how their data is being stored and processed.
  • Responding to any data access, correction, or deletion requests from their customers.

Ashwheel processes such data only on behalf of and as directed by the dealer. The dealer remains the data controller and owner of all customer data entered into the platform.

4. Sensitive Personal Information — Aadhaar & KYC Data

Aadhaar numbers, PAN numbers, and similar KYC-related identifiers are classified as Sensitive Personal Data or Information (SPDI) under Indian law.

  • Where dealers choose to store such information, it is stored solely for legitimate business record purposes (e.g., vehicle registration, insurance, and statutory compliance).
  • Dealers are responsible for ensuring that the collection, storage, and use of Aadhaar and KYC information complies with the Aadhaar Act, 2016, the DPDP Act, 2023, and all other applicable regulations.
  • Ashwheel does not verify, validate, or use Aadhaar data for any purpose other than storage and display within the dealer's account.

5. Data Ownership

All customer records, invoices, inventory records, workshop data, vehicle information, and any other business data entered into Ashwheel remain the exclusive property of the respective dealer.

Ashwheel does not claim any ownership over business data stored within the platform. We do not sell, rent, or use dealer business data for any commercial purpose.

6. How We Use Your Information

  • To provide, operate, maintain, and improve the Services.
  • To authenticate users and secure accounts.
  • To send service-related communications (account alerts, OTP verification).
  • To monitor platform health, performance, and prevent fraud or abuse.
  • To comply with legal obligations.

We do not use your business data or your customers' data for advertising, profiling, or any purpose outside of providing you the Service.

7. Security Measures

We implement reasonable technical and organizational security measures including:

  • SSL/TLS encryption for all data transmission (HTTPS)
  • Encrypted password storage (passwords are never stored in plain text)
  • Role-based access controls (RBAC) limiting data access within your account
  • Secure cloud database storage with access logging
  • Server security monitoring and intrusion detection
  • Regular security audits and updates

However, no method of internet transmission or electronic storage can be guaranteed as 100% secure. We encourage dealers to use strong passwords and enable available security features.

8. Third-Party Service Providers

Ashwheel may utilize trusted third-party infrastructure providers for hosting, database management, analytics, email delivery, and security monitoring. These providers include:

  • Supabase — Database and authentication infrastructure
  • Google Analytics — Anonymous usage analytics
  • Email delivery providers — For OTP and transactional emails

These service providers are engaged under contractual obligations to protect user information and are not permitted to use your data for their own purposes.

9. Account Closure and Data Deletion

Users may request deletion of their account and associated business data by contacting us at [email protected].

Upon a verified deletion request, we will delete your account data within 30 days, except where retention is required by applicable law, fraud prevention obligations, dispute resolution, or statutory tax compliance requirements.

10. Cookies and Tracking

We use session cookies for authentication and local storage for UI preferences. We also use Google Analytics for anonymized usage analytics. You can disable cookies in your browser settings, though this may affect some functionality of the platform.

11. Children's Privacy

The Services are intended for use by registered businesses and individuals who are at least 18 years old. We do not knowingly collect personal data from children under 18.

12. Limitation of Liability for User-Uploaded Data

Ashwheel shall not be responsible for inaccurate, unauthorized, or unlawful data uploaded by users or dealers. Users are solely responsible for the accuracy, legality, and integrity of all information entered into the platform, including any customer data.

13. Compliance with DPDP Act, 2023 (India)

Ashwheel is committed to operating in alignment with the Digital Personal Data Protection Act, 2023. Key aspects of our compliance include:

  • Lawful Processing: Data is processed only for specified, lawful purposes with appropriate consent or legitimate interest.
  • Data Minimisation: We collect only data necessary to provide the Services.
  • Data Principal Rights: Registered users (as data principals) may request access to, correction of, or erasure of their personal data by contacting our Grievance Officer.
  • Breach Notification: In case of a data breach affecting personal data, affected users will be notified as required by applicable law.
  • Consent: Users provide explicit consent to this Privacy Policy at the time of registration, as required under the DPDP Act.

14. Your Rights

Under applicable Indian law, you have the right to:

  • Access the personal data we hold about your account
  • Request correction of inaccurate personal data
  • Request deletion of your account and personal data
  • Withdraw consent for data processing (subject to legal obligations)
  • File a grievance with our Grievance Officer

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or an in-app notification. The "Last Updated" date at the top of this page reflects when the most recent changes were made. Continued use of the Services after changes constitutes acceptance of the updated policy.

16. Grievance Officer and Contact Information

In accordance with the Information Technology Act, 2000, and the DPDP Act, 2023, a Grievance Officer has been designated to address any concerns or complaints:

  • Email: [email protected]
  • Response Time: We aim to respond to grievances within 30 days of receipt.

17. Governing Law and Jurisdiction

This Privacy Policy is governed by and construed in accordance with the laws of India. Any disputes arising out of or in connection with this policy shall be subject to the exclusive jurisdiction of the courts in Mirzapur, Uttar Pradesh, India.

By using Ashwheel, you acknowledge that you have read, understood, and agree to this Privacy Policy. For any questions, please contact us at [email protected].

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