Data security
Who can open your books, and what happens to them
Moving Tally to the cloud means your company files sit on a machine you do not own. That is a reasonable thing to be careful about, and the honest answers are specific: exactly who can sign in, exactly what we can and cannot see, exactly what happens to your data if you stop paying, and exactly how you get a copy that does not depend on us at all.
Getting in needs two things, and one of them is your phone
A password on its own opens nothing. Every single login also needs a one-time code sent to the account's own WhatsApp number — not an email, not an app you have to install.
- The code goes to the account's PRIMARY number. A stolen password is not enough without the phone in your pocket.
- You can add extra numbers for staff, and those numbers can ONLY open the Tally desktop — they cannot reach the account page, change the password, or start a restore.
- Each extra number can be limited to working hours, so a staff phone will not open a session at two in the morning.
- Sign-in history shows every session, when it started, how long it ran and which computer it came from — including a day-by-day breakdown per person.
That last point is the one people underestimate. Most real incidents are not strangers breaking in; they are a former employee who still knows the password. You can see that, and you can end it yourself in seconds.
One customer cannot reach another
| What | How it works |
|---|---|
| Your files | Each account has its own profile on the server with its own permissions. Nothing is shared by default. |
| Sharing between your own accounts | Only possible inside one company group, and only when you grant it. Two unrelated customers can never be put in the same group by accident. |
| Your Tally licence | Yours. It stays in your name and is not pooled with anyone else's. |
| Your backups | Stored separately per account, and the copy you schedule goes to storage only you control. |
What we can see, said plainly
Any hosting provider can technically reach the machine they run. Pretending otherwise would be dishonest, so here is the actual position.
- We can administer the server, which means we could technically open a profile. We do not, and we do not look at your company data.
- We do access your account when you ask us to — a support request, a restore, a migration — and that is the only time.
- Administrative actions are logged: who did what, to which account, and when.
- We never ask for your Tally password over WhatsApp, email or the phone. Anybody who does is not us.
Backups: ours, and one that is yours alone
A backup you cannot reach without asking the provider is not really your backup. There are two, deliberately.
| Copy | Where it goes | Who controls it |
|---|---|---|
| Automated daily backup | Our storage, kept per account | Us — restored on request, usually within the hour |
| Your own scheduled copy | Storage you own: Google Drive, OneDrive, Dropbox, Amazon S3 | You. It keeps working even if you leave us tomorrow. |
The second one matters more than it sounds. It is the difference between trusting a supplier and not having to.
If you stop paying
Data is not deleted the moment an invoice is late, and it is not kept forever either. The schedule is fixed, and you are warned before anything happens.
| When | What happens |
|---|---|
| On the expiry date | The account is disabled. Nothing is deleted — your data is exactly where it was. |
| 30 days after | A warning that deletion is coming, to your WhatsApp number. |
| 40 days after | A second warning. |
| 45 days after | The account and its data are permanently deleted. There is no archive after this. |
- Renewing at any point before deletion restores everything and moves the date.
- Ask for a copy of your data before you leave and you get one — it is yours.
- The deletion date is shown on your own account page, counting down, so it is never a surprise.
Where it physically is
Your data is on servers in a Tier 3 data centre in India, with redundant power, cooling and network, and physical access control. It is not on a machine in an office, and it is not outside the country — which matters if your auditor asks, and increasingly they do.
Have a specific question about your data?
Questions about access, retention or compliance are best answered directly rather than from a page. Ask us about your own situation before you move anything.
Prefer to talk? Call +91 92383 06670 or send the Airmax team an enquiry.