Legal

Privacy Policy

Effective 11 September 2026 Version 1.0 YMS Associates LLP

01Who we are and what this covers

SetuERP is a logistics ERP built and operated by YMS Associates LLP, Pune, Maharashtra, India ("YMS", "we", "us"). This policy explains how we handle personal data when you use:

  • the SetuERP mobile application published on Google Play (the "App"),
  • the SetuERP web application used by transport companies and their staff,
  • the SetuERP customer portal, and
  • this website.

Together these are the "Services". This policy is written to meet the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 and the rules under it, and the Google Play Developer Program policies.

SetuERP is a business tool. Most data in it belongs to the transport company that has subscribed to SetuERP (the "Company"). For that data, the Company decides why and how it is processed and we process it on the Company's instructions. For your own account details and for data collected by the App from your device, we decide how it is processed and this policy applies directly.

02What we collect

Information you give us

  • Account details when you sign up or are added by a Company: name, mobile number, email address, company name, branch and role, and a password (stored only in hashed form).
  • Operational records you enter while working: consignment (LR) details, consignor and consignee names, addresses and phone numbers, GST numbers, invoice numbers and values, e-way bill numbers, vehicle and driver details, delivery status, proof-of-delivery images and signatures, bills, receipts, vouchers and cash book entries.
  • Support and demo requests sent through the website or by email: name, company, phone, email and your message.

Information collected automatically

  • Device and app data: device model, operating system version, app version, language, unique app instance identifier, IP address and approximate region derived from it.
  • Usage and diagnostics: screens used, actions taken, timestamps, error and crash reports. We use this to keep the Services working and to fix problems.
  • Location, only when you use a feature that needs it. See section 3.

We do not collect financial account numbers, card details, government identity numbers other than GST numbers, biometric data or health data through the Services.

03Permissions the App asks for

The App asks for each permission only when you first use the feature that needs it. You can refuse or withdraw a permission in your device settings. The feature will stop working but the rest of the App will not.

PermissionWhat it is used forWhat we keep
CameraScanning barcodes on consignment labels for loading, arrival, routing and inventory counts. Taking proof-of-delivery photos at the doorstep.Scanned barcode values and the photos you choose to attach. The camera feed itself is never stored or sent.
LocationRecording where a scan, pickup or delivery happened, and tracking a vehicle's position during a trip when the Company has enabled trip tracking. Location is collected only while you are using the App or while a trip you started is running, and it stops when the trip ends or you sign out.Location points with timestamps, linked to the scan, delivery or trip.
Photos and filesAttaching an existing photo or document, for example a signed POD or an invoice copy, to a consignment.Only the files you select. We do not scan or upload your library.
PhonePlacing a call to a consignee or branch from a tap in the App. The call is made by your phone's dialler.Nothing. We do not read your call logs or contacts.
SMSReading the one-time passcode we send you during sign-in and verification so you do not have to type it.Nothing. Only the code is read, and only from our message.
NotificationsAlerts about assignments, arrivals, approvals and delivery updates.A push token for your device.

04How we use data

  • To create and secure your account and to sign you in.
  • To run the Company's transport operations: booking, manifests, e-way bills, arrivals, runsheets, delivery, billing, collections and cash books.
  • To send consignees status messages by SMS or WhatsApp on the Company's behalf, where the Company has enabled this.
  • To generate reports and dashboards for the Company.
  • To give customers of the Company a portal view of their own shipments, LRs and PODs.
  • To provide support, fix errors and improve the Services.
  • To meet legal obligations, including GST and e-way bill compliance and record-keeping.
  • To respond to a demo or enquiry you sent us.

We do not use your data for advertising, we do not sell it, and we do not build profiles of you for purposes unrelated to the Services.

05Who we share data with

  • The Company you work for or transact with. Operational records are visible to the Company's authorised users according to the roles the Company sets. If you are a Company's customer using the portal, the Company sees your portal activity.
  • Government portals. GST numbers, invoice and consignment details are sent to the GST portal and the E-Way Bill portal to generate and validate statutory documents.
  • The Company's customers' systems. Where a Company has integrated SetuERP with a customer's ERP, shipment status and documents for that customer's consignments are exchanged with that system.
  • Service providers who host our servers and databases, deliver SMS, WhatsApp and push notifications, and collect crash reports. They process data only on our instructions and under contract.
  • Law and safety. Where required by law, court order or a government authority, or to protect the rights, property or safety of YMS, our users or the public.
  • Business transfer. If YMS or the SetuERP business is merged, acquired or sold, data may transfer to the successor, who must honour this policy.

Data is stored on servers located in India. If a service provider processes data outside India, we require contractual protections equivalent to those in this policy.

06Data you enter about other people

Users of SetuERP enter details of consignors, consignees, drivers and other people as part of transport operations. If you enter such data, you confirm that you or your Company are entitled to do so and have given any notice the law requires. We process that data for the Company under section 1 of this policy.

If your details were entered into SetuERP by a transport company, for example because you sent or received a consignment, the Company is responsible for that data. You can contact the Company directly, or contact us using section 13 and we will forward your request to the Company and assist them.

07How long we keep data

  • Account details: for as long as your account is active, and for up to 90 days after deletion to complete the removal and for security.
  • Operational and financial records: for as long as the Company's subscription is active, and afterwards for the period required by Indian tax and company law, including GST record-keeping rules.
  • Location points and POD images: as part of the consignment record they belong to, for the same period as that record.
  • Diagnostics and crash reports: up to 12 months.
  • Demo and support enquiries: up to 24 months after our last contact.

When a retention period ends, we delete the data or anonymise it so it no longer identifies anyone.

08Security

We protect data with encryption in transit (TLS), encryption of stored backups, hashed passwords, role-based access control inside the Services, logging of access to production systems, and regular review of who at YMS can reach personal data. No system is perfectly secure. If we learn of a breach that affects your personal data, we will notify you and the authorities as the law requires.

You are responsible for keeping your password and device secure and for signing out of shared devices.

09Your rights

Subject to applicable law, you may:

  • ask for a copy of the personal data we hold about you,
  • ask us to correct data that is inaccurate or incomplete,
  • ask us to delete your personal data (see section 10),
  • withdraw consent for a permission or a processing activity that relies on consent,
  • nominate another person to exercise these rights on your behalf, and
  • raise a grievance with our Grievance Officer, and if unresolved, with the Data Protection Board of India.

Where data is controlled by a Company, we may need to route your request to that Company. We will tell you when this is the case and respond within the time the law allows.

10Deleting your account

You can delete your SetuERP account in either of these ways:

  • In the App: open Settings, then Account, then Delete account, and confirm.
  • By email: write to the address in section 13 from the email or mobile number registered on the account, with the subject "Delete my SetuERP account".

When you delete your account we remove your name, contact details, password and device identifiers within 90 days. Operational and financial records you created while working for a Company are business records of that Company and stay with the Company for the retention period in section 7. They will no longer be linked to your login.

If your account was created by a Company for you as their employee, the Company's administrator can also remove it. Ask your administrator, or contact us and we will assist.

11Children

The Services are for use by businesses and their adult staff and customers. They are not directed at anyone under 18, and we do not knowingly collect personal data from children. If you believe a child has created an account, contact us and we will remove it.

12Changes to this policy

We may update this policy when the Services or the law change. The effective date at the top shows the current version. For material changes we will notify you in the App or by email before they take effect. Continued use of the Services after that date means the updated policy applies.

13Contact and Grievance Officer

For any question, request or complaint about personal data, contact:

Grievance Officer, YMS Associates LLP Name: Kishor Manachare Email: itsupport@setuerp.com Address: H401, Kumar Padmaja, Shrikant Thakare Path, Kothrud, Pune 411038, Maharashtra, India

We acknowledge grievances within 48 hours and aim to resolve them within 30 days.