FrogBillThis policy explains how SHARON V, a sole proprietor trading as FrogBill, of Sreenidhi, Kalluvalap, Cheruvanchery, Kerala 670650, India (“FrogBill”, “we”) handles personal data when you visit our website or use the FrogBill app. We follow India’s Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000 and its rules, and, for users in the UAE, the UAE Personal Data Protection Law.
1. Who is responsible for your data
- Your account data (you, your business, your plan): FrogBill decides how it is used, so we are the data fiduciary (controller).
- Your customers’ data that you enter into FrogBill (names, contact details, addresses on your documents): your business decides how it is used, so your business is the data fiduciary and FrogBill is its data processor. We handle it only on your instructions — see our data processing addendum.
2. What we collect
- Account: your name, email address, password (stored only as a one-way secure hash), and your display preferences.
- Business profile: business name, address, phone, email, website, tax registration numbers (such as GSTIN or TRN), logo, signature, bank details and UPI ID — the details you choose to print on your documents.
- Your work: customers, products, quotations, invoices, payments you record, and team members and invitations.
- Subscription: your plan, its status and history, and the payment reference from Razorpay. Your card, UPI or bank account details for paying FrogBill are collected by Razorpay; we never see or store them.
- Messages you send us: if you use the contact form on our website, your name, email address, phone number (if you give it), topic and message, which are emailed to us so we can reply. To stop spam, we also keep a one-way scrambled form of your IP address and the times you sent messages, for one hour.
- Technical: IP address, browser and device type, and the times of requests, in our server logs; and the cookies described in our data and cookies declaration.
We don’t collect sensitive personal data such as health, biometric or financial account passwords, and we don’t knowingly collect data about children.
3. Why we use it
| Purpose | Data used | Basis |
|---|---|---|
| Create and run your account, and provide FrogBill’s features | Account, business profile, your work | Your consent when you sign up, and our contract with you |
| Show documents to the people you share them with | Your work, business profile | Your instruction when you share |
| Take payment for your plan and manage your subscription | Subscription, email | Contract |
| Send service emails (password reset, team invitations, billing notices) | Name, email | Contract |
| Answer messages you send through our contact form | Messages you send us | Your consent when you send the message |
| Keep the service secure, prevent abuse and fix problems | Technical data | Legitimate use for security; legal obligation |
| Meet legal, tax and accounting obligations | Subscription, invoices we issue to you | Legal obligation |
We do not sell personal data, use it for advertising, or use your customers’ data for our own purposes. We don’t use your content to train AI models.
4. Who we share it with
Only the service providers we need to run FrogBill, each bound to protect the data and use it only for us:
- DigitalOcean — hosting of the website, the app, the database and backups, on servers in Bangalore, India.
- Our email provider — to deliver service emails, and messages sent through our contact form.
- Meta (WhatsApp) — only for businesses that switch on WhatsApp messages: to deliver reminders, visit alerts, review requests and invitations from FrogBill’s WhatsApp number. Meta receives the recipient’s mobile number and the message.
- Sentry — error reports, so we can fix problems. Reports describe what went wrong in the app; we turn off sending IP addresses, cookies and form contents. Sentry stores them in Germany (EU).
- Razorpay — subscription payments, in India.
- PDF service (if enabled) — to turn a document into a PDF when you download it; the document is processed and not kept.
We may also disclose data when the law or a lawful government request requires it, or to protect our rights and users’ safety. If FrogBill is sold or transferred, your data would move with it under the same protections, and we would tell you first.
5. Where your data is stored
FrogBill’s database and backups are stored on servers in India. Two services work outside India: Meta, which delivers WhatsApp messages, and Sentry, which keeps technical error reports in Germany. If we ever move other data outside India, we’ll do so only as the DPDP Act allows and update this policy first. For users in the UAE, your data is transferred to and stored in India, which you agree to by using FrogBill.
6. How long we keep it
- Account and your content: while your account is open. When you close it, we delete it within 90 days; backups containing it are overwritten within a further 30 days.
- Subscription and billing records: as long as tax and accounting law requires (generally 8 years in India).
- Messages you send us: in our mailbox for up to 2 years after we last hear from you, then deleted.
- Server logs: 14 days. Cached PDFs: 30 days. Unused team invitations: they expire after 7 days.
Remember that your own tax records may need to be kept for years — download your documents before closing your account.
7. Your rights
Under the DPDP Act (and similar laws where you live) you can:
- Access a summary of the personal data we hold about you and how it’s used;
- Correct or update it — most of it directly in the app’s settings;
- Erase it, by asking us to close your account (email the address below);
- Withdraw consent at any time (this ends your use of FrogBill, but doesn’t affect what was done before);
- Nominate someone to exercise these rights if you die or become unable to;
- Raise a grievance with our Grievance Officer, and if you’re not satisfied, complain to the Data Protection Board of India.
To use these rights, email support@frogbill.com. We may ask you to confirm your identity. If you’re one of our users’ customers, please contact that business first — they control your data in FrogBill, and we’ll help them respond.
8. How we protect it
- All connections use HTTPS encryption; passwords are stored only as secure hashes.
- Each business’s data is kept separate, and only the people it invites can see it.
- Shared documents are reachable only through long, unguessable private links.
- Access to servers is limited and protected; we keep regular backups.
If a personal data breach affects you, we’ll tell you and the Data Protection Board as the law requires, and say what we’re doing about it.
9. Cookies
FrogBill uses only the cookies it needs to work — no advertising or tracking cookies. The details are in our data and cookies declaration.
10. Grievance Officer
SHARON V
FrogBill, Sreenidhi, Kalluvalap, Cheruvanchery, Kerala 670650, India
Email: support@frogbill.com
We acknowledge complaints within 48 hours and aim to resolve them within 30 days.
11. Changes to this policy
If we change this policy in a way that matters, we’ll tell you by email or in the app before the change takes effect, and ask for your consent again where the law requires.