Document Management Policy

HostBooks DMS Product Privacy and Storage Policy

HostBooks has developed and implemented Document Management Solution (DMS) called as "HBdms" to be used by the user who are using or subscribing HostBooks Product and is provided to the users/customers and their users and is intended for use as is.

This Policy is used to inform visitors/users/customers regarding our policies with the collection, use, and disclosure of Personal Information if anyone decides to use "HBdms".

If you choose to use the HBdms then you agree to the collection and use of information in relation to this policy. We will not use or share your information with anyone except as described in this Privacy Policy. We may use these data for our internal consumption, analysis and as base case for any future financial or data relate product development.

The terms used in this Privacy Policy have the same meanings as in our Terms and Conditions for this purpose, which is accessible at HBdms unless otherwise defined in this Privacy Policy.

HostBooks has provided an additional tool for user

Information Collection and Use:

For better user experience and to provide the digital document management and to make the whole backend business solution we have given a inbuilt tool within our application where the user may upload images/ files/ documents/ photos/pdf copies/ any voice recording as file as proof of the transaction or evidence of completion of some job or some document types as mention above for their easy access. The purpose is to provide the user ease of access of their data anywhere any time on the Go.

HostBooks at any point does not enforce the user to upload their data onto the HBdms. It is the responsibility of the user to upload accurate, useful and information which they want to upload and use though the intended purpose of use.

Log Data

We want to inform you that whenever you use HostBooks application, in a case of an error in the application we collect data and information in Log Data of the application. This Log Data may include information such as your device Internet Protocol (“IP”) address, device name, operating system version, the configuration of the application when utilizing HostBooks products including the HBdms, the time and date of your use of HB products, and other statistics.


Cookies are files with a small amount of data that are commonly used as anonymous unique identifiers. These are sent to your browser from the websites that you visit and are stored on your device’s internal memory.

HBdms does not use these "cookies" explicitly. However, the app may use third party code and libraries that use “cookies” to collect information and improve their services. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your device. If you choose to refuse our cookies, you may not be able to use some portions of HB Products including HBdms.

Service Providers:

We may employ third-party companies and individuals due to the following reasons:

  • To facilitate HBdms and other HB products;
  • To do software performance related activities; or
  • To assist us in analysing how products are used.

We want to inform users of this services that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.


We value your trust in providing us your Personal Information, thus we are striving to use commercially acceptable means of protecting it. But remember that no method of transmission over the internet, or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security. Having said that we us ASW and Google cloud storge for all our product purpose and they have the best in class security policy to protect the data.


We take concurrent backups of all data storage used by us to make the data loss to the minimal extent. However, there may be situations where on account of technical glitches and underperformance of the service provider and other technical reasons.

Links to Other Sites:

This HBdms may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to this Privacy Policy:

We may update our Privacy Policy from time to time. Thus, you are advised to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately after they are posted on this page.

Contact Us:

If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us by email at or by phone on the contact numbers mentioned on our website.

Grievance Officer

Name: Ravi Chauhan
Address: Plot No-356, Udyog Vihar, Phase-2 Gurugram, Haryana-122016

In order to enable us to efficiently address your grievance/complaint, please include the below information while writing to us:

  • Name of the product, Expiry Date, Amount paid & sales Agent name
  • Description and nature of complaint.
  • Date and Time (if any)
  • Your name and contact details.

Please note that if any of the essential facts are missing, HostBooks will be unable to investigate the complaint/grievance.

HostBooks makes no warranty or promise that any objectionable content will be removed or corrected to your satisfaction. All content complaints will be resolved in accordance with the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021.

Nodal Officer

Name: Manish Chandra
Address: Plot No-356, Udyog Vihar, Phase-2 Gurugram, Haryana-122016

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