Privacy Policy · Kanakku.ai

Kanakku.ai is a service run by DIGITALVETRI (a proprietorship of Kishore M S), 6/122B, Kamarajar Street, No. 4 Veerapandi, Veerapandi Pirivu, Coimbatore, Tamil Nadu 641019 (“we”, “us”). It turns WhatsApp voice notes and text messages from a business owner into GST quotations. This policy explains what data the service handles, why, who else processes it, how long it is kept, and the rights people have over it. It is meant to be read with India's Digital Personal Data Protection Act, 2023 and the rules made under it.

Who this applies to, and who is responsible

Business owners who create an account (“you”). For your own account details, DIGITALVETRI (a proprietorship of Kishore M S) decides how they are used and is responsible for them.
Your clients, whose details you put into Kanakku.ai to prepare quotations. For client data, your business is responsible: you decide what to collect and why, and you must have a lawful reason to use it. DIGITALVETRI (a proprietorship of Kishore M S) processes client data only on your behalf and on your instructions, to run the service for you. We do not use your clients' data for our own purposes.

If you are a client of a business that uses Kanakku.ai, please contact that business first about your data. We will help them answer you.

What we collect

Account details: business name, your name, email address, the WhatsApp number you verify at signup, your business's state, and your password (stored only as a one-way hash, never in readable form).
Business profile: what you enter in Settings, such as address, phone, GSTIN, PAN, bank details, UPI ID, logo and signature image.
Messages to the bot: the voice notes and text messages you send from your verified number, the text transcript of each voice note, and what the AI extracted from it. Messages from numbers that are not registered to a business are ignored: the bot does not answer them and their content is not kept (the sending number may appear in our server logs).
Your quotations and records: clients (names, phone numbers, emails, addresses, GSTIN), products and prices, quotations, their PDFs, and files you attach (item pictures, attachments).
One-time codes: the codes we send on WhatsApp to verify your number, reset your password or turn on Google sign-in. We store only a scrambled (hashed) form of each code.
Payments for your plan: the plan, amount, dates and Razorpay's payment or AutoPay reference, and the business name, GSTIN and address printed on our tax invoice. Card numbers, UPI PINs and bank logins go to Razorpay only; we never see or store them.
Technical data: cookies (see below) and service logs used to keep the service running and fix errors.

Why we use it, and on what basis

To provide the service you signed up for (our contract with you, and your consent when you create the account): turning your voice notes and messages into quotations, creating the PDF and sending it back to you, or to your client when you choose to send it; showing your dashboard, clients, quotations and messages in the app.
To keep your account secure: verifying your WhatsApp number with a one-time code at signup, letting you sign in, resetting a forgotten password and confirming Google sign-in with a code on WhatsApp.
To keep the service working and to answer your support requests.

For your clients' data, the basis is whatever your business relies on (for example your client's consent or your dealings with them); we process it only to run the service for you. We do not sell your data or your clients' data, and we do not use it for advertising.

Consent and withdrawing it

By creating an account you agree to this policy and to us processing your data as described here. You can withdraw that consent at any time by asking us to close your account (see “Your rights”). Withdrawing does not affect what was done before, and without the data we can no longer run the service for you. Before you enter a client's details or send them a quotation, make sure you are allowed to, for example because they asked you for the quotation.

How a voice note is processed

Speech-to-text: the audio of your voice note is sent to Groq, a cloud speech-to-text service, to be turned into text, and only the text comes back to us (with it, the name of the client of a quotation open in the chat, so the name is spelled right). If Groq is busy or unavailable, the voice note is turned into text on our own server instead, and the audio stays on that server.
The transcript (or your text message), your product list (codes and names), the names of up to about 60 of your most recent clients (so a misheard name is matched to an existing client) and, for a follow-up message, the details of the quotation being updated, are sent to Anthropic (the Claude AI model) to extract the client, items, discount and other details.
When you ask the bot a question about your business, your message and the records needed to answer it, such as client names and contact details, items, amounts, and your staff's attendance or pay when you ask about them, are sent to Anthropic to word the answer.
With every message to the bot, the last few messages of that chat (yours and the bot's) are sent to Anthropic too, so the bot understands a follow-up. For the business owner, a short summary of the business's current figures (such as money owed to you and documents missing details) is also sent, so the assistant can mention it.
General chat with the bot (greetings, general questions, help writing a message and the like) is also sent to Anthropic to write the reply, in the same way as a message about your business.

When you upload your own template

The file you upload (a PDF) is stored with your business's uploads, and every page is read on our own server (its text, lines and pictures).
To find the live fields (client, quotation number, date, items table), the text found on its pages and where it sits are sent to Anthropic (the Claude AI model). Pictures from the file are not sent.
Files you discard, and files not made into a template, are deleted after 7 days.

Who else processes data (processors)

Anthropic: AI extraction of quotation details from transcripts and text messages, answers to your questions about your own records, general chat with the bot, and finding the live fields in the text of a template you upload. It receives the message text, the chat's recent messages, up to about 60 client names from your client list, and the items and business figures needed for each of these.
WhatsApp (Meta): delivery of messages, voice notes, one-time codes and PDFs between you, the bot and, when you choose to send, your client.
Groq: turns the audio of your voice notes into text (when it is busy or unavailable, our own server does this instead). It receives the audio and, when the voice note is about a quotation already open in the chat, that client's name (so it is spelled right); not your product list, prices or other quotation details.
Razorpay (India): takes plan payments and runs AutoPay. It receives the payment details you enter on its checkout, and your name, email and phone number for the receipt.
Our email provider: delivers account emails, such as the link to confirm your email address. It receives your name, email address and the link; we don't send marketing email.
Sentry: error reports when something in the app breaks. They carry the error and where it happened, with phone numbers and email addresses removed; no quotation or client details.

These providers handle the data under their own terms and privacy policies.

Transfers outside India

Some of these providers process data outside India: Anthropic, WhatsApp (Meta) and Groq (voice notes) always, and Sentry for error reports. We only send them what they need for the task listed above, and we will follow any restrictions the Government of India places on transfers to particular countries.

How long we keep it

Voice note audio is deleted automatically 90 days after it was received.
Transcripts and messages are kept, so you can see how each quotation was made, until you ask us to delete them or close your account.
Quotations, clients and products are kept until you delete them in the app, or close your account.
Unfinished signups (details entered but the WhatsApp code never confirmed) are deleted once they are more than 2 days old.
One-time codes (signup, password reset, Google sign-in) expire after 10 minutes and are deleted once used.
Backups of the service are kept for 14 days by default and then deleted. Copies kept off-site, if any, follow the retention set with the storage provider.

When you close your account, we delete your data from the live service; it then drops out of the backups as they expire, within 14 days.

What we keep after an account is deleted. Our own tax invoices for the plan payments you made to us (invoice number, date, amount, and the business name, GSTIN and address printed on the invoice) are kept for 8 years, because Indian GST law requires it. They are unlinked from the account and nothing else of the business is kept with them. We also keep a short record that the deletion was requested and completed (business name, owner email and dates), so we can show we honoured the request.

Download your data, or delete your account

Download: the business owner can download everything we hold for the business at any time, from Settings → Your data → Download my data. It is one zip file with your clients, products, quotations and their PDFs, voice notes still on our server, transcripts and WhatsApp messages, support tickets, staff numbers, plan and payments, plus spreadsheet (CSV) copies of clients, products and quotations. It can be downloaded up to 3 times a day.

Delete: from Settings → Your data → Delete my business account, type your business name and your password. Deletion is scheduled 7 days later; until then the account keeps working, a notice is shown in the app, and you can cancel with one click. After the 7 days, everything of the business is deleted permanently: clients, products, quotations and PDFs, voice notes and transcripts, messages, uploaded files, support tickets, staff numbers and your login, and your WhatsApp number is freed. This cannot be undone, so download your data first if you want a copy. Only the GST invoices described above are kept.

Cookies

Login cookie: keeps you signed in for up to 7 days. Scripts on the page cannot read it.
Theme cookie: remembers whether you chose light or dark mode.

We do not use advertising or tracking cookies.

Files and links

Files you attach to a quotation can be opened by anyone who has the link printed in the quotation PDF. The link contains a long random code and is not listed anywhere, but please do not attach anything you would not want the recipient of the quotation to forward.

Your rights

You, and anyone whose personal data we hold, can ask us to:

Access: get a summary of the personal data we process about you and who we shared it with. Business owners can also download all of it themselves from Settings → Your data.
Correct or update it. You can correct your business profile, clients, products and quotations yourself in the app.
Erase it, for example by deleting clients and quotations in the app, by deleting your whole business account yourself (see “Download your data, or delete your account” above), or by asking us to delete messages and transcripts, unless the law requires us to keep something.
Nominate someone to use these rights for you if you die or become unable to.
Complain to our Grievance Officer (below), and, if you are not satisfied, to the Data Protection Board of India.

To use any of these rights, write to the Grievance Officer or to our support contact below from the email or WhatsApp number on your account (so we can check it is you). We will respond within 30 days. Clients of a business should contact that business first; we will help it respond.

Security

Passwords are stored as one-way hashes, and one-time codes are stored hashed and expire after 10 minutes.
The login cookie cannot be read by scripts on the page, and each business can only see its own data.
Backups are encrypted when backup encryption is configured on our server.
Access to the server and database is limited to the people who run the service.

No system is perfectly secure; tell us straight away if you think your account has been misused.

If there is a data breach

If a breach affects personal data we hold, we will tell the businesses and people affected without undue delay, explaining what happened and what they can do, and we will report it to the Data Protection Board of India as the law requires. Where the breach affects your clients' data, we will give you the details you need to inform them.

Children

Kanakku.ai is for businesses and is not meant for anyone under 18. Account holders must be 18 or older. We do not knowingly collect data about children; if you believe a child's data has been entered, contact us and we will delete it.

Contact and grievances

For questions, requests or complaints about your data, contact our Grievance Officer:

Grievance Officer: Kishore M S, DIGITALVETRI (a proprietorship of Kishore M S)
Email: info@kanakku.ai
Phone: +91 96007 59304
Address: 6/122B, Kamarajar Street, No. 4 Veerapandi, Veerapandi Pirivu, Coimbatore, Tamil Nadu 641019

Or our support contact:

Email: info@kanakku.ai
Phone: +91 96007 59304

Changes

If we change this policy we will update this page and the date at the top, and tell account holders about important changes before they take effect. See also our Terms of Service.