Privacy notice & terms

1. Who we are

The Data Fiduciary for this website and for the accounts we hold with our customers is Raya Solution & Company, A-504, Eastface Building, Iscon Ambli Road, Ambli, Ahmedabad - 380058, Gujarat, India (GSTIN 24ABKFR3833P1ZN). Write to us at info@rayasolutions.in.

2. Our two roles

For the details you give us — on this website, at sign-up, and for billing — we decide why and how they are used, so we are the Data Fiduciary. For the business data your organisation puts into Raya ERP — its customers, suppliers, employees and transactions — your organisation is the Data Fiduciary and we are its Data Processor, acting only on its instructions. Requests about that data go to the organisation first.

3. What we collect, why, and for how long

We collect only what each purpose needs, we do not sell personal data, and we do not use your business data to market to your customers.

4. The legal basis we rely on

• Consent (section 6): you give it with an unticked box on our forms or in Privacy choices. It is specific to the purpose shown, and you can withdraw it as easily as you gave it.
• Legitimate uses (section 7): where you give us data voluntarily for a specific purpose — such as running the account you signed up for — and where the law requires us to keep or share data, for example GST records.

Withdrawing consent stops future processing on that basis; it does not undo processing that already took place lawfully.

5. Who we share it with

We use these processors under contracts that limit them to our instructions and require them to keep the data secure:

• Microsoft Azure: Hosting, storage and backups for the website and the platform, in India.
• Email and WhatsApp delivery providers: Sending account emails, one-time codes and messages you asked for. WhatsApp messages go through Meta’s WhatsApp Business Platform.
• Razorpay: Taking payment for your Raya subscription. Card and bank details go to Razorpay, not to us.
• Google reCAPTCHA: Bot protection on the sign-up and password-reset forms — only if you allow it.
• AI model providers: Processing Raya AI requests your organisation makes, under contracts that forbid training on your data. The current list is available on request.
• Professional advisers and authorities: Our auditors and lawyers under confidentiality, and Indian authorities or courts where the law requires it.

Outside India. We host in India. Some providers above — Google reCAPTCHA, Meta’s WhatsApp platform, email delivery and AI model providers — may process data outside India. The DPDP Act allows this except to countries the Central Government restricts, and we will not send personal data to any country so restricted.

6. Business data in the platform

Raya keeps each customer’s data logically separate, and every query — including one made by Raya AI — is scoped to that customer. AI prompt logs are off by default. When a user asks Raya AI to do something, the prompt and the records needed are sent to our AI provider and the result is returned; providers may not train on it and must delete it after serving the request, apart from any short-lived abuse-monitoring window they operate.

7. How long we keep data

• Website enquiries: up to 24 months after our last conversation, unless you become a customer.
• Accounts: for as long as your account is open, then as described for customer accounts. After a subscription is cancelled, data is kept 30 days after cancellation, so you can export your data, then purged from live systems and rolled out of backups on the normal cycle.
• Financial records: 7 years, to meet GST and company-law obligations.
• Data requests: 3 years after we close the request, to show how we handled it. Privacy choices: for as long as the choice applies, plus 3 years.

When a purpose is over, or you withdraw consent, we erase the data unless the law requires us to keep it.

8. How we protect it

• Data is encrypted in transit and at rest, and hosted in India.
• Access is role-based, least-privilege and logged; Multi-Factor Authentication is available to every user.
• Our staff access customer data only to give support or resolve an incident, and that access is recorded.
• Backups are taken regularly and restoration is tested.

9. If there is a breach

If a personal data breach happens, we will inform the Data Protection Board of India and each affected person, in the form and within the time the DPDP Rules set: what happened, the likely consequences, what we are doing about it and what you can do to protect yourself. Where we are a processor, we tell the customer organisation without delay so it can do the same.

10. Children

Raya is a business product. You must be 18 or over to sign up, and we do not knowingly collect personal data from children or track or target them. If we learn that we have collected a child’s data without verifiable consent from a parent or guardian, we delete it.

11. Changes to this notice

We will post changes here with a new version number and date. If a change affects how we use data you gave us with consent, we will ask again before it applies.

As a Data Principal under the DPDP Act, 2023, you can ask us to:

• Access a summary of the personal data we process about you, what we do with it, and who we shared it with.
• Correct, complete or update data that is inaccurate or out of date.
• Erase data we no longer need, unless the law requires us to keep it.
• Withdraw consent at any time — for cookies, from Privacy choices; for anything else, with a request.
• Nominate someone to exercise these rights if you die or become unable to.
• Raise a grievance with us, and then with the Data Protection Board of India.

How to use them

Use the data request form, or email info@rayasolutions.in with “DPDP request” in the subject. We acknowledge within 7 working days and aim to resolve within 30 days. We may ask you to confirm who you are first. There is no charge.

If your data sits in a customer organisation’s Raya account, please ask that organisation; we will help it respond but cannot act on its data without its instruction.

Grievances

If you are unhappy with how we handled your data or a request, email info@rayasolutions.in with “Privacy grievance” in the subject, or write to Raya Solution & Company, A-504, Eastface Building, Iscon Ambli Road, Ambli, Ahmedabad - 380058, Gujarat, India. If you are not satisfied with our answer, you may complain to the Data Protection Board of India.

You also have duties under the Act: give accurate information, do not impersonate anyone, and do not file false or frivolous complaints.

This website uses a short list of cookies and browser storage. Strictly necessary items are always on. Anything else — today only Google reCAPTCHA — loads only after you allow it, and no category is switched on for you in advance.

Categories

• Strictly necessary: Keeps you signed in after you log in, protects the session and remembers the privacy choices on this page. The site cannot work without these, so they cannot be switched off.
• Form protection (Google reCAPTCHA): Loads Google reCAPTCHA on the sign-up and password-reset forms to stop automated abuse. Google receives your IP address, browser details and how you use the page, and may set its own cookie.
• Analytics: Would help us understand which pages are useful. Nothing in this category is in use today; if we add a tool, it will load only for visitors who switch this on.
• Marketing: Would measure advertising. Nothing in this category is in use today, and we do not sell or share audience data.

Fonts are served from our own servers, so reading this site does not send your address to a font provider. The documentation at /docs and the interactive demo at /demo are separate pages and are not covered by this list.

These terms govern your access to and use of the Raya ERP & CRM platform, operated by Raya Solution & Company, A-504, Eastface Building, Iscon Ambli Road, Ambli, Ahmedabad - 380058, Gujarat, India (GSTIN 24ABKFR3833P1ZN). By creating an account or using the service, you agree to them on behalf of your organisation.

1. The Service

Raya provides cloud software for inventory, sales and invoicing, purchase, finance, production, projects, HR and CRM, together with the optional Raya AI assistant described below. We grant you a non-exclusive, non-transferable, revocable licence to use the platform for your organisation’s own internal business operations for as long as your subscription is active.

A subscription covers one company — that is, one PAN. Every GSTIN registered under that PAN is included. A separate legal entity on its own PAN requires its own subscription.

2. Your account and security

• You must be at least 18 years old to create an account.
• You are responsible for all activity under your account and for the accuracy of the users, roles and permissions you configure.
• We strongly recommend enabling our built-in Multi-Factor Authentication (MFA) for every user.
• Tell us promptly if you believe an account has been compromised.
• You agree not to reverse-engineer, scrape, resell, or attempt to compromise the security of our systems, or to use the platform to break the law.

3. Subscriptions, billing and taxes

• Per user, per month. Charges are based on the number of enabled users and the modules you have switched on. Rates are published on our pricing page.
• Free trial. We offer a 14-day free trial. After it ends, a paid plan is required to keep your data active.
• Add-ons. Optional modules can be switched on or off with effect from the next billing month. Raya ERP Standard is licensed whole, not in parts.
• Yearly billing. If you pay annually in advance, you are billed for 10 months instead of 12. Annual fees paid in advance are not refundable on a pro-rata basis if you cancel mid-term, but you keep access for the rest of the term.
• Raya AI. AI seats are charged separately at ₹499 per enabled seat, per month. Each seat adds 100 questions and 5 actions to a pool shared across your company, which resets on the 1st of each month and does not carry over. Optional top-up packs may be purchased within the application.
• Taxes. All published prices are exclusive of GST, which is charged additionally at the applicable rate against your GSTIN.
• Price changes. We will give you at least 30 days’ written notice before a rate change takes effect, and it will never apply to a term you have already paid for.
• Cancellation. You can cancel at any time from your account settings. Cancellation takes effect at the end of the current billing period.

4. Acceptable use

You agree not to use the platform to:

• Store or transmit malicious code, or interfere with anyone else’s use of the service.
• Upload personal data you have no lawful basis to process.
• Create records that you know to be false, or to misrepresent transactions to a tax or regulatory authority.
• Exceed documented rate limits or run automated load that degrades the service for others.

5. Ownership

We own the platform software, its design and everything we develop. You own the data you put into it and the records generated from it, including records created for you by Raya AI. We claim no licence over your business data other than what is strictly needed to run the service for you, keep it secure, and meet a legal obligation.

6. Availability and support

We aim to keep the platform available at all times and will give advance notice of planned maintenance wherever practical. Support is provided by email and phone during Indian business hours. Where we have agreed a specific service level with you in writing, that agreement takes precedence over this paragraph.

7. Suspension, termination and getting your data out

We may suspend an account for non-payment or for a serious breach of these terms, and will tell you why. On termination for any reason, you have 30 days to export your data, after which it is deleted in line with the retention rules in the privacy notice above. Export is available to you at any time while the subscription is active.

8. Warranties and liability

The platform is provided on an “as is” basis. We do not warrant that it will be uninterrupted or error-free, and nothing in the service is accounting, tax or legal advice. To the extent permitted by law, our aggregate liability arising out of or relating to the service is limited to the fees you paid us in the twelve months before the event giving rise to the claim, and neither party is liable for indirect or consequential loss. Nothing here limits liability that cannot be limited under Indian law.

9. Changes to these terms

We may update these terms as the product changes. If a change materially affects your rights, we will give notice in the application or by email before it takes effect. Continuing to use the platform after that means you accept the updated terms.

10. Governing law

These terms are governed by the laws of India. The courts at Ahmedabad, Gujarat have exclusive jurisdiction over any dispute arising from them.

Raya AI is an optional assistant that answers questions about your data and prepares work in it — filling in bills, expense vouchers, invoices, quotations and orders, finding stock, and producing forecasts. It prepares; a person approves. These additional terms apply whenever it is used.

1. It acts as your user, never above them

• Raya AI can only read and write what the user who asked is already permitted to read and write. It holds no separate privileges of its own.
• Nothing is saved to your books without a person. The assistant prepares a document and stops; a user with the right permission must approve it before it is posted. You can disable drafting entirely, or set a value above which it will refuse to draft at all.
• Every action is written to the audit trail alongside the prompt that produced it, the steps taken, and the user on whose behalf it acted.
• Anything approved and posted can be reversed through the same process as any other entry.
• An administrator can switch Raya AI off for the whole company at any time, and can assign or remove an individual user’s AI seat from one month to the next.

2. You remain responsible for your records

Raya AI is not a substitute for professional judgement, and its output is not accounting, tax, legal or financial advice. Statutory filings remain yours to verify and sign.

3. Accuracy and limitations

• AI output can be incomplete or wrong, particularly where your masters, rates or history are incomplete.
• Where a vendor, item, rate or ledger is ambiguous, Raya AI is designed to ask rather than guess — but this is a safeguard, not a guarantee.
• Forecasts are estimates derived from your own history. They describe a likely outcome, not a promised one, and should not be the sole basis of a purchasing or credit decision.
• We may change, improve or withdraw individual AI capabilities as the underlying technology changes.

4. How your data is used to answer a request

To carry out a request, Raya AI sends the prompt and the specific records needed to answer it to our AI provider for processing, served from infrastructure located in India. That processing is governed by a contract that prohibits using your content to train any model and requires deletion after the request is served. Your books are never training data — for us or for anyone else. Administrators can choose which model provider serves their requests, and the current list of AI subprocessors is set out in the privacy notice above and is available on request.

If you would prefer that no data leave the platform for AI processing at all, an administrator can switch Raya AI off for the whole company. The rest of the platform works exactly the same way without it.

5. Acceptable use of AI

• Do not use Raya AI to generate records you know to be false, or to disguise the nature of a transaction.
• Do not use it to produce content that is unlawful, or to make decisions about individuals that require human review under applicable law.
• Do not attempt to extract the underlying model, its instructions, or data belonging to another customer.

6. What it costs

Raya AI is ₹499 per enabled seat, per month. Seats can be added or dropped from one month to the next, and each one adds 100 questions and 5 actions to the pool your company shares.