Privacy Policy

Travada Systems ("we", "us" or "our") operates Travada Books, the invoicing and bookkeeping app at travadabooks.com and its web app (together, the "Service").

This policy explains what personal data we collect when you use the Service, what we do with it, who we share it with, and the choices you have. By using the Service, you agree to the collection and use of information as described here. Terms not defined in this policy have the meanings given in our Terms of Service.

Definitions

• Personal data is information about a living person who can be identified from it, alone or combined with other information we hold.
• Usage data is collected automatically when you use the Service, such as pages visited, features used and the device and browser you use.
• Business data is what you put into Travada Books to run your business: invoices, quotes, customers, transactions, statements, receipts and other files.
• Data controller is the person or organisation that decides why and how personal data is processed. We are the controller of your account and usage data.
• Data processor (or service provider) is anyone who processes data on a controller's behalf. For the business data you add, including details about your own customers, you are the controller and we process it for you.

What we collect

Account details. Your name, email address and password (or the Google account you sign in with), and the details of your business: name, address, logo, currency and tax number.

Business data. Everything you add or import, including customer names and contact details, invoices, quotes, statements, transactions, and files such as bank and mobile-money statements, receipts and attachments.

Connected inboxes. If you connect Gmail or Outlook, we find and store the PDF receipts and invoices sent to you. See Google user data and Microsoft user data below.

Usage data. How you use the Service, the device, browser and operating system you use, your IP address and diagnostic data such as error reports.

Emails you send through the Service. When you send an invoice, quote or statement, we record whether it was delivered and when your customer views it, so we can show you its status.

How we use your data

We use the data we collect to:

• Provide and maintain the Service: generating and sending invoices, importing statements, matching receipts to transactions
• Send you the emails the Service depends on, such as sign-in links, payment notifications and reminders you've set up
• Provide customer support
• Understand how the Service is used so we can improve it
• Detect, prevent and fix technical problems, abuse and fraud
• Tell you about changes to the Service and, unless you opt out, product news. Every marketing email includes an unsubscribe link.

AI processing

Some features use AI to do their work: reading statements and receipts, suggesting categories for transactions, matching documents to transactions, filling in customer details and turning a search you type into a filter. To do this, we send the relevant files and details to AI service providers, who process them on our behalf and under their terms.

We don't use your business data or connected inbox data to train AI models, and neither do our AI providers under the terms we use them on.

Google user data

If you connect a Gmail account, Travada Books asks for read-only access (gmail.readonly) so it can find PDF receipts and invoices sent to you. It cannot send email as you or change anything in your inbox, and you can disconnect it at any time from Settings.

Data we access through Gmail is used only to find and extract receipts and invoices so we can match them to your transactions. It isn't shared, sold or used for advertising. We don't use data obtained through Google Workspace APIs, including Gmail, to develop, improve or train generalised AI or machine-learning models.

Travada Books' use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Microsoft user data

If you connect an Outlook account, Travada Books asks for read-only access (Mail.Read) for the same purpose: finding PDF receipts and invoices sent to you. It cannot send email as you, it's handled the same way as Gmail data above, and you can disconnect it at any time.

Legal basis for processing

Travada Systems is based in Kenya, and we process personal data in line with the Kenya Data Protection Act, 2019. If you're in the European Economic Area or the United Kingdom, the GDPR also gives you rights, set out below.

We process your personal data because:

• We need to, to provide the Service you signed up for (performing our contract with you)
• You've given us permission, for example when you connect an inbox
• It's in our legitimate interests, such as keeping the Service secure and improving it, and those interests aren't overridden by your rights
• The law requires it

Keeping your data

We keep your data for as long as your account is active.

When you delete a workspace or your account, we email the owner a full export of the workspace's data. The download link works for 30 days. We then delete the workspace's data and files from the Service. We may keep a limited amount of information for longer where the law requires it, or to resolve disputes and enforce our agreements.

Usage data is generally kept for a shorter period, unless we need it to keep the Service secure or we're legally required to keep it longer.

Transferring data

The services we rely on to run Travada Books store and process data in several countries, including the European Union and the United States. Your data may be processed outside the country you live in, where data protection laws may be different from yours.

We only transfer personal data where appropriate safeguards are in place, such as our providers' data processing agreements and standard contractual clauses.

Sharing your data

We don't sell your data. We share it only in these cases:

Service providers. Companies that help us run the Service, described below. They can use your data only to do that work for us.

Business transfers. If Travada Systems is involved in a merger, acquisition or asset sale, your data may be transferred. We'll tell you before it is, and before it becomes subject to a different privacy policy.

Legal requirements. We may disclose your data if the law requires it, or if we believe in good faith it's necessary to comply with a legal obligation, to protect the rights or property of Travada Systems, to prevent or investigate wrongdoing in connection with the Service, or to protect the safety of our users or the public.

Service providers

We use trusted third-party companies to help us run the Service, for example to host it, store data and files, process background jobs, send email and notifications, provide AI features, look up public company details, measure usage, report errors and protect sign-up from bots. They process personal data only on our instructions, only to provide their service to us, and under agreements that require them to keep it secure and confidential.

Payments

Travada Books is free during beta, so we don't take payments today. When paid plans launch, payments will be handled by a third-party payment processor. We won't store your card details; they go straight to the processor, whose own privacy policy applies. We'll update this section to name it.

When online invoice payments launch, payments your customers make will be processed by the payment provider you connect, under its own terms.

Cookies

We use a small number of cookies and similar technologies:

• Essential, to keep you signed in and the Service secure
• Preferences, to remember settings such as your theme
• Analytics, to understand how the website and app are used

You can set your browser to refuse cookies, but parts of the Service, such as signing in, won't work without them.

Security

We protect your data with access controls and encryption in transit and at rest. No method of sending or storing data over the internet is completely secure, so while we work hard to protect your data, we can't guarantee its absolute security.

Your rights

You have the right to:

• Access the personal data we hold about you
• Correct it if it's inaccurate or incomplete
• Delete it
• Object to or restrict how we process it
• Take it with you in a structured, machine-readable format
• Withdraw consent at any time, where we rely on it

You can do most of this yourself in Travada Books: edit your details in Settings, export your workspace's data, and delete your workspace or account. For anything else, email us. We may ask you to verify your identity first.

You also have the right to complain to a data protection authority: in Kenya, the Office of the Data Protection Commissioner, or your local authority if you live elsewhere.

Links to other sites

The Service may link to sites we don't operate. We aren't responsible for their content or privacy practices, so please review the privacy policy of any site you visit.

Children

The Service isn't for anyone under 18, and we don't knowingly collect personal data from children. If you believe a child has given us personal data, contact us and we'll delete it.

Changes to this policy

We may update this policy from time to time. We'll post the new version here and update the date at the top. For significant changes, we'll also let you know by email or in the app before they take effect.

Contact us

Questions about this policy or your data? Email us at support@travadabooks.com.