Privacy Policy

1. Introduction

Zen Books ("we", "our", "us") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our cloud-based accounting platform.

2. Information We Collect

2.1 Account Information

When you register, we collect your name, email address, business name, country, and currency preference. For kiosk users, we collect a username and display name.

2.2 Business Data

Through your use of the platform, you may store client details, supplier information, invoices, quotations, expenses, payments, products, and other financial records. This data belongs to you.

2.3 Payment Information

When you make payments via MTN Mobile Money, we collect your mobile phone number and transaction reference. We do not store your MoMo PIN or account balance. Payment processing is handled by MTN.

2.4 Uploaded Files

You may upload receipt images, bill scans, logos, and letterhead images. These files are stored securely on our servers and are only accessible to authorised users within your business.

2.5 Usage Data

We maintain an audit trail of actions performed within the system, including login times, IP addresses, and changes made to records. This is for security and accountability purposes.

3. How We Use Your Information

• To provide and maintain the accounting platform
• To process subscription payments
• To send transactional emails (verification, password reset, plan expiry reminders)
• To improve our services and user experience
• To comply with legal obligations

4. Third-Party Services

We use the following third-party services:

• MTN Mobile Money — for payment processing. Subject to MTN's privacy policy.
• Google Gemini (Zen IQ) — for receipt and invoice scanning. Images are sent to Google's API for text extraction. Google's data processing terms apply.

We do not sell, rent, or share your personal data with any other third parties for marketing purposes.

5. Data Storage & Security

Your data is stored on secure servers. We implement industry-standard security measures including:

• Password hashing (bcrypt)
• CSRF protection on all forms
• Role-based access control
• Business-level data isolation (multi-tenancy)
• SSL/TLS encryption in transit

6. Your Rights

You have the right to:

• Access your personal data
• Export your data at any time (CSV export feature)
• Request correction of inaccurate data
• Request deletion of your account and data

To exercise these rights, contact us at info@zenbooks.online.

7. Cookies

We use session cookies to maintain your login state. We do not use tracking cookies or third-party analytics cookies.

8. Children's Privacy

Our service is intended for business use and is not directed at individuals under the age of 18.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes via email.

10. Contact Us

If you have questions about this Privacy Policy, contact us at:
Email: info@zenbooks.online