About BitoBooks
BitoBooks ("BitoBooks", "we", "our", or "us") is committed to protecting the privacy and security of personal and financial data processed through our financial management platform, website, applications, APIs, and related services (collectively, the "Services"). This Privacy Policy explains how information is collected, used, stored, shared, and protected when businesses use BitoBooks to manage bookkeeping, regulatory compliance, and financial planning.
1. Scope of This Privacy Policy
This Privacy Policy applies to:
- Visitors to the BitoBooks website
- Businesses, accountants, and financial administrators using BitoBooks
- Clients, vendors, and stakeholders whose data is processed within BitoBooks
- Users interacting with integrations, APIs, and support services
2. Information We Collect
2.1 Information Provided by Businesses and Users
We collect information when accounts are created, financial records are maintained, or users interact with the platform, including:
- Business name and registration details
- Administrator and user names
- Email addresses and contact information
- Login credentials (securely encrypted)
- Ledgers, invoices, expenses, receipts
- Tax and compliance-related records
- Bank transaction references
- Uploaded documents and supporting files
2.2 Client, Vendor & Financial Data (Processed on Behalf of Businesses)
This data may include:
2.3 Automatically Collected Information
We automatically collect:
| Data Type | Description |
|---|---|
| IP Address | Your device's internet protocol address |
| Device Info | Device and browser information |
| Operating System | OS details and version |
| Usage Logs | Usage logs and audit trails |
| Cookies | Cookies and similar tracking technologies |
3. How We Use Information
We use collected information to:
4. Legal Basis for Processing
BitoBooks processes personal data based on:
Contractual Necessity
To provide financial services as agreed in our service agreements.
Legal Obligations
Under accounting and tax laws that require financial data processing.
Legitimate Business Interests
Security monitoring, analytics, and platform optimization.
User Consent
Where required by applicable law for specific processing activities.
5. Data Sharing & Disclosure
Data may be shared only with:
| Recipient | Purpose |
|---|---|
| Authorized Users | Users within a business account with appropriate permissions |
| Trusted Service Providers | Cloud hosting, analytics, payment gateways |
| Regulatory/Legal Authorities | When required by law or court order |
| Successor Entities | In the event of a merger or acquisition |
Third-Party Obligations
All third parties are contractually required to protect data confidentiality and handle your financial information securely.
6. Data Retention
- Financial data is retained in accordance with applicable accounting, tax, and regulatory requirements
- Businesses control retention and deletion of their financial records
- Data may be retained beyond account closure if legally required
7. Data Security
BitoBooks employs robust security measures, including:
- Encryption of data in transit and at rest
- Role-based access controls
- Secure authentication protocols
- Regular security audits and monitoring
- Restricted access to sensitive financial data
- Multi-factor authentication support
8. Data Deletion Procedure
BitoBooks follows a structured data retention and deletion framework to ensure secure and compliant data handling.
(A) Personal & Business Data
Personal and business data is retained only as long as necessary for operational and legal purposes. Once retention obligations are met, data is securely deleted.
(B) Financial & Accounting Records
Financial records are retained in accordance with applicable accounting, audit, and tax regulations. Upon expiration of mandatory retention periods, such data is securely deleted.
(C) Operational & Audit Data
Operational logs and audit trails are retained for system integrity and compliance and deleted once no longer required.
(D) Legal & Compliance Data
Data required for legal, regulatory, or statutory purposes is retained for the duration mandated by law and securely deleted thereafter.
(E) Secure Data Deletion Process
Data deletion includes irreversible removal from all applicable systems and involves:
Identification
Identifying data eligible for deletion based on retention schedules.
Verification
Verifying deletion requests and obtaining necessary approvals.
Secure Deletion
Applying secure technical deletion methods for permanent removal.
Audit Logging
Maintaining deletion records for audit and compliance purposes.
Request Data Deletion
You can request the deletion of your personal or financial data at any time, subject to legal retention requirements. Click the button below to submit a data deletion request.
Request Data Deletion9. Cookies & Tracking Technologies
Cookies are used to:
- Maintain secure sessions
- Improve user experience
- Analyze system usage
- Enhance security and performance
10. Privacy Rights
Depending on your jurisdiction, individuals may have the right to:
Access
Access personal or financial data
Corrections
Request corrections or updates
Deletion
Request deletion or restriction
Object
Object to certain processing
Portability
Request data portability
11. International Data Transfers
Where data is transferred internationally, BitoBooks ensures appropriate safeguards such as:
- Standard Contractual Clauses (SCCs)
- GDPR-compliant data protection mechanisms
- Binding corporate rules where applicable
12. Children's Privacy
13. Third-Party Integrations
BitoBooks may integrate with third-party services such as:
14. Changes to This Privacy Policy
BitoBooks may update this Privacy Policy periodically to reflect changes in our services or legal requirements.
- Updates will be posted with a revised "Last Updated" date
- Continued use of the Services constitutes acceptance of the updated policy
- For significant changes, we may notify administrators via email
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact our Data Protection Team at legal@paybito.com
