Privacy Policy

Last updated: 1 October 2026

This Privacy Policy explains how Ideal Techlabs Pvt Ltd and its affiliate Ideal Tech FZCO ("we", "us", "our") collect, uses, shares and protects personal data when you use Accounts Guru, including the Accounts Guru website at accountsguru.io, the Accounts Guru web application, and the Accounts Guru mobile app for iPhone and Android (together, the "Service").

1. Who we are

Accounts Guru is provided by Ideal Techlabs Pvt Ltd (India) and, on the Apple App Store, distributed by its affiliate Ideal Tech FZCO (UAE). This policy applies to Accounts Guru however you obtain or use it.

• Ideal Techlabs Pvt Ltd, Plot No: 1 to 6, MAS Enclave, Old GST Road, Gayathri Nagar, Irumbuliyur, East Tambaram, Chennai 600059, Tamil Nadu, India.
• Ideal Tech FZCO, Building A1 Unit 001, Dubai Silicon Oasis, Dubai Digital Park, Dubai, United Arab Emirates.

Accounts Guru is used by businesses ("organisations") for their employees. When an organisation uses the Service, the organisation decides which of its employees have accounts and how their data is used for its business, and we process that data on the organisation's behalf. For information you give us directly, for example through our website, we are responsible for that data.

2. Information we collect

Account information

• Name, username, email address, user ID, role, and organisation code.
• Your password, which is sent to our servers in encrypted form. If you choose "Remember me" in the mobile app, your sign-in details are stored on your device so that you do not need to type them again.

Accounts are created by your organisation's administrator. The mobile app does not offer self sign-up.

Timesheet and leave information

• Tasks and projects you log time against, dates, start and end times, durations, progress status and notes.
• Leave requests, including leave type, dates, reason and approval status.

Expense information

• Expense claims, including amounts, currency, expense type, payment method, supplier, dates and remarks.
• Photos or images of receipts and bills that you choose to attach.

Location information

• If your organisation requires location verification for timesheets, the mobile app records your precise location (latitude and longitude) and an approximate place name (for example city, state and country) at the moment you save a timesheet entry. This is stored with that entry.
• Location is collected only while you are using the app and only when you save an entry. The app does not track your location in the background.

Device and usage information

• App version, device platform (iOS or Android), basic technical logs needed to keep the Service working and secure, and records of how many receipts were read automatically for your organisation.

Information from our website

• Details you submit through our contact or enquiry forms, such as your name, email address, phone number, company and message.
• Payment information when you purchase a plan. Card and payment details are collected and processed directly by our payment provider; we do not store your full card details.
• Information collected by cookies and analytics tools (see section 6).

3. How we use information

• To provide the Service: recording timesheets, leave and expense claims, and letting your organisation's administrators and approvers review and approve them.
• To verify timesheet entries against your organisation's location policy, when your organisation has enabled it.
• To read receipt images automatically and fill in expense details, when you allow it.
• To sign you in, keep your account secure, and prevent fraud and misuse.
• To provide support, respond to your enquiries, and send important Service notices, such as updates to this policy.
• To process payments for Accounts Guru plans.
• To maintain, troubleshoot and improve the Service.
• To comply with legal obligations.

We use your data only for these purposes. We do not use it for advertising, and we do not sell it.

4. How we share information

We share personal data only as described below.

These service providers may use the data only to provide their service to us, and under their own privacy and security terms. If our business is merged or sold, personal data may be transferred to the new owner under the same protections described in this policy.

5. App permissions

• Location (while using the app): to verify timesheet entries, when your organisation requires it. On Android, the app explains this before asking for permission.
• Camera and photos: to take or choose photos of receipts to attach to expense claims.

You can refuse or withdraw any permission at any time in your phone's settings. If your organisation requires location for timesheets, you may not be able to save timesheet entries without it. If you have allowed automatic receipt reading and want to stop it, contact us and we will help, or simply enter details manually.

6. Cookies and website analytics

Our website uses cookies and similar technologies, including Google Analytics, to understand how visitors use the site, and Google reCAPTCHA to protect forms from automated abuse. You can block or delete cookies in your browser settings; some parts of the website may not work properly without them. The mobile app does not use advertising cookies or advertising identifiers.

7. Security

We protect personal data with appropriate technical and organisational measures. Data sent between the app or website and our servers is encrypted in transit using HTTPS. Access to personal data is limited to authorised people who need it to operate and support the Service. No method of transmission or storage is completely secure, but we work to protect your data and will notify you and the relevant authorities of a data breach where required by law.

8. How long we keep data

We keep personal data for as long as your organisation's Accounts Guru account is active, or as long as needed to provide the Service. When an organisation's account is closed, we delete or anonymise its personal data within 90 days, unless we must keep certain records longer to meet legal, tax, accounting or audit obligations. Website enquiries are kept for as long as needed to respond to them and maintain our business records.

9. Your rights and data deletion

Depending on applicable law, including India's Digital Personal Data Protection Act, 2023, you have the right to:

• access a summary of the personal data we hold about you;
• correct or complete inaccurate data;
• request deletion of your personal data;
• withdraw consent you have given, for example for automatic receipt reading;
• nominate another person to exercise your rights in case of death or incapacity; and
• raise a grievance with us, and with the Data Protection Board of India if your grievance is not resolved.

How to request deletion of your account or data: email consult@idealtechlabs.com with the subject "Accounts Guru data request", from the email address linked to your account, and include your organisation code. You can also ask your organisation's administrator. We will confirm your request and respond within 30 days. Because your account belongs to your organisation, we may inform your organisation of the request, and some records may be kept where the law requires it (see section 8).

10. Children

The Service is intended for businesses and their employees. It is not directed to children, and we do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal data, please contact us and we will delete it.

11. Where data is processed

We are based in India. Some of our service providers, such as the automatic receipt reading service, may process data in other countries. Where data is transferred outside India, we take steps to ensure it remains protected as described in this policy and as required by applicable law.

12. Changes to this policy

We may update this policy from time to time. We will change the "Last updated" date above and, for significant changes, notify you through the Service or by email. Please review this page periodically.

13. Contact us and grievance officer