Privacy Policy

Last updated: 18 October 2026

This policy explains what information Vinayak Consultancy Services ("VCS", "we", "us") collects and uses when businesses use our software: the VCS Transport ERP, the Client Portal, FleetDrishti, our mobile apps, and the WhatsApp messaging features of our ERP (built on the WhatsApp Business Platform of Meta). It applies to our website vcs-software.com too.

1. Who we are

VCS is a software company in Mumbai, India, making transport and logistics software since 1990. Our customers are businesses (transporters, brokers and fleet owners). For the data that our customers keep in our software, the customer decides what is kept and why; we process it on their behalf.

2. Information we handle

• Account details of our customers: company name, address, GST number, contact person, phone and email.
• Business data our customers enter in the ERP: bookings, lorry receipts, bills, payments, vehicles, drivers, parties and their contact numbers.
• WhatsApp Business data (only when the customer connects WhatsApp): the customer's WhatsApp Business Account ID, phone number ID, display name, message templates, an access token issued by Meta, the phone numbers the customer sends messages to, message contents and delivery / read status, and replies received.
• Website enquiries: name, company, phone and message you type in our contact form.
• Technical data: log entries needed to keep the service secure and working (date, time, user name, error details).

3. How we use it

• To run the software for our customer: create documents, send their WhatsApp messages (bills, PODs, payment advice, reminders, vehicle placement messages) and show replies and delivery status in their ERP.
• To set up, support and improve the service, and to fix problems.
• To reply to enquiries and give demos.
• To meet legal and tax requirements.

We do not sell personal data, we do not use our customers' data or their contacts' data for our own marketing, and we do not use WhatsApp data for advertising.

4. Who we share it with

• Meta Platforms (WhatsApp): message contents and recipient numbers are sent to the WhatsApp Business Platform so the messages can be delivered. Meta's own terms and privacy policy apply to that processing.
• Hosting providers where a customer uses our cloud hosting.
• Authorities when the law requires it.

5. Where data is stored and how it is protected

The ERP data is stored in the customer's own database, either on the customer's own server or on a cloud server arranged by VCS for that customer. Access is protected by user logins and rights. WhatsApp access tokens are stored only in the customer's database and are never shown on screen. Connections to Meta use HTTPS.

6. How long we keep it

Business data is kept while the customer uses our software and as long as the customer needs it for accounts and tax. WhatsApp message logs are kept in the customer's database until the customer deletes them. When a customer stops using the service, or asks for deletion, we delete or return their data as explained on our Data Deletion page, except what we must keep by law.

7. Opt-out from WhatsApp messages

Anyone who receives a WhatsApp message sent through our software can reply STOP to stop further messages from that business, and START to receive them again.

8. Your rights

You can ask to see, correct or delete your personal data, or withdraw consent, under the Digital Personal Data Protection Act, 2023 and other applicable law. If your data was entered by one of our customers (for example, a transporter that sends you bills), please contact that business first; we will help them act on your request. You can also write to us directly.

9. Children

Our software is for businesses and is not meant for children.

10. Changes

We may update this policy. The date at the top shows the latest version.

11. Contact / Grievance Officer

For any question, request or complaint about privacy, contact our Grievance Officer: