Introduction
Alpha Accounting ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application (the "Service").
Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service.
1. Information We Collect
1.1 Information You Provide
- Account Information: When you create an account, we collect your name, email address, phone number, company name, and business address.
- Customer Data: Information about your customers including names, email addresses, phone numbers, postal addresses, and credit limits.
- Financial Data: Invoice details, quotations, sales orders, receipts, allocations, and payment information.
- Bank Information: Banking details for payment processing and reconciliation (if integrated).
- Communications: Messages, feedback, and support requests you send to us.
1.2 Information Automatically Collected
- Usage Data: How you interact with our Service, pages visited, time spent, and actions taken.
- Device Information: Device type, operating system, browser type, and IP address.
- Cookies: Information stored through cookies and similar tracking technologies.
- Log Data: Server logs recording requests, errors, and system performance.
2. How We Use Your Information
We use the information we collect for:
- Providing, maintaining, and improving our Service
- Processing transactions and generating invoices and reports
- Sending transactional emails (invoices, receipts, reminders)
- Providing customer support and responding to inquiries
- Detecting, preventing, and addressing fraud and abuse
- Complying with legal obligations and regulations
- Analyzing usage patterns to improve user experience
- Sending service updates and announcements (with your consent)
- Personalizing your experience
3. Data Security
We implement comprehensive security measures to protect your information:
- Encryption: Data is encrypted in transit (HTTPS) and at rest
- Database Protection: SQLite databases with access controls
- Cloud Storage: PDF files stored in Firebase Cloud Storage with security rules
- Authentication: Secure authentication and session management
- Access Controls: Role-based access control (company scope, user permissions)
- Audit Logging: All operations logged for compliance and troubleshooting
- Regular Updates: Security patches and updates applied regularly
However, no method of transmission over the Internet is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.
4. Data Retention
We retain your information for as long as your account is active and as needed to provide our Service. Retention periods vary based on data type:
- Account Data: Retained while account is active, then archived for 3 years
- Financial Records: Retained for 7 years per accounting standards
- Usage Logs: Retained for 90 days
- Deleted Data: Purged according to data protection regulations
You can request data deletion subject to legal and regulatory requirements.
5. Data Sharing and Disclosure
5.1 Who We Do NOT Share Data With
Your financial and customer data is NOT shared with third parties for marketing, advertising, or commercial purposes. We do not sell your data.
5.2 Third Parties We May Use
- Email Service: SMTP providers for sending invoices and reminders
- SMS Service: Twilio for sending payment reminders via SMS
- Cloud Storage: Firebase for storing PDFs and files
- Analytics: Anonymous usage analytics (no personal data)
- Payment Processing: Payment gateways (only when processing payments)
5.3 Legal Requirements
We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or others.
6. Your Privacy Rights
Depending on your location, you may have the following rights:
- Access: Request access to your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data (subject to legal requirements)
- Portability: Request a copy of your data in a portable format
- Opt-Out: Opt-out of marketing communications
- Withdraw Consent: Withdraw consent for data processing
To exercise any of these rights, contact us at privacy@alphainvoice.com
7. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your session and remember preferences
- Track email opens (tracking pixels in reminder emails)
- Analyze usage patterns and improve our Service
You can control cookies through your browser settings. Disabling cookies may affect functionality.
For more details, read our Cookie Policy.
8. Children's Privacy
Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware of such collection, we will promptly delete such information.
9. International Data Transfer
Your information may be transferred to, stored in, and processed in countries other than your country of residence. These countries may have different data protection laws. By using our Service, you consent to such transfers.
10. Third-Party Links
Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
11. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Company: ACJ Intro Designs (Pty) Ltd
Email: privacy@alphainvoice.com
Web: https://alphainvoice.com
Address: South Africa
12. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the "Last updated" date and, if required, by sending you an email notification.
Your continued use of the Service after changes become effective constitutes your acceptance of the updated Privacy Policy.
13. Compliance
We comply with applicable data protection laws including:
- POPIA (Protection of Personal Information Act) - South Africa
- GDPR (General Data Protection Regulation) - Europe (where applicable)
- Other applicable privacy laws in your jurisdiction
Privacy Concerns?
If you have privacy concerns or want to exercise your rights, please contact us at privacy@alphainvoice.com. We typically respond within 5 business days.