1. Who we are
EnneaBook is software operated by SIME Matrix [Operating entity legal name, registration number, address] ("we", "us", "our"). We are the data controller of personal data collected through our marketing website, application registration, and account administration.
For financial records and customer data entered into your EnneaBook company accounts (such as your customer names, client invoices, and collaborator information), you are the data controller and we act as a data processor on your behalf.
2. Information we collect
Information you give us:
- Account details: Name, email address, password, phone number, and profile details when you register for an account.
- Company & business data: Shop / business names, currency settings, chart of accounts, business address, and operational configurations you set up.
- Financial records: Transaction records, invoices, receipts, journal entries, account balances, vendor names, and customer lists you input or upload.
- Communications: Messages, feedback, support inquiries, and correspondence you send to our support team.
- Payment details: Credit card or billing details processed securely by our payment processors (Stripe / Safepay). We do not store raw card numbers on our servers.
Information collected automatically:
- Usage and device data: IP address, device type, operating system, browser type, app version, language preference, session timestamps, and crash logs.
- Offline sync metadata: Timestamps and version vectors used to resolve synchronization conflicts across your devices.
Payment information:
Payment processing is handled directly by PCI-DSS compliant third-party payment gateways (Stripe / Safepay). We receive only transaction identifiers, subscription status, and billing cycle metadata.
3. How we use it
We use the information we collect to:
- Provide, maintain, operate, and secure the EnneaBook software and services.
- Synchronize financial data across authorized web and mobile devices.
- Process transactions, billing, subscriptions, and send payment confirmations.
- Provide AI-powered invoice and receipt parsing, automated double-entry classification, and account matching.
- Provide customer service, technical troubleshooting, and respond to inquiries.
- Detect, prevent, and address security incidents, fraud, and software errors.
- Comply with legal and accounting compliance obligations.
- Send administrative notices, security alerts, and service updates.
We do not sell your personal data or your financial data to third parties. We do not use your financial records to serve targeted third-party advertising.
4. AI features
When you use our AI invoice and receipt parsing or financial assistant features:
- Scanned documents and receipts are processed to extract structured metadata (vendor, date, amounts, taxes, line items).
- [Specify whether AI features are optional or default and whether customer data trains the model: e.g. Customer financial data is processed via isolated, privacy-guaranteed APIs (e.g. Google Vertex AI / Google Gemini) and is NOT used to train public foundation models.]
- AI processing is ephemeral and scoped strictly to generating your requested ledger entries.
5. Who we share it with
We do not share your information except with:
- Service providers: Cloud hosting and database infrastructure (Google Cloud Platform, Firebase Firestore, Cloud Run), payment processors (Stripe, Safepay), and transactional email providers who process data strictly under contract.
- Collaborators & team members: Users you explicitly invite to your business / shop with roles and permissions you configure.
- Professional advisors: Accountants, auditors, or legal advisors when you choose to grant them access or export reports.
- Legal and regulatory authorities: When required by applicable law, court order, or subpoena, or to protect our rights and user safety.
- Business transfers: In connection with a merger, acquisition, reorganization, or sale of company assets, subject to standard confidentiality protections.
6. International transfers
Our cloud services are hosted in Google Cloud Platform data centers in the United States and Europe. If you access the Service from other regions, your data will be transferred to and processed in jurisdictions where our servers or sub-processors operate, protected by standard contractual clauses and encryption.
7. How long we keep it
We keep personal and financial data for as long as your account is active or as necessary to provide you the Service. If you delete your account, we delete or anonymize your data within 30 days, unless longer retention is required by tax, accounting, or statutory legal obligations [Specify: e.g. statutory 7-year accounting retention].
8. Security
We implement robust organizational, technical, and physical security measures to safeguard your information:
- End-to-end encryption in transit (HTTPS / TLS 1.3).
- Encryption at rest for cloud databases and storage.
- Local SQLite databases on mobile devices protected by device-level sandboxing and secure storage.
- Strict role-based access control and principle of least privilege for engineering staff.
9. Your choices and rights
Depending on your jurisdiction (such as under GDPR, CCPA, or UK DPA), you have the right to:
- Access: Request a copy of the personal data we hold about you.
- Correction: Rectify inaccurate or incomplete information.
- Erasure: Request deletion of your account and personal data.
- Data portability: Export your financial transactions and ledger data in CSV, Excel, or JSON format.
- Restriction / Objection: Object to or restrict certain processing activities.
To exercise your rights, contact us at support@enneabook.com.
10. Cookies
We use essential cookies and local storage tokens to keep you securely logged in, remember your preferences, and maintain app state.
[Reference Cookie Policy if applicable, or list essential / analytics / marketing cookies used: We do not use third-party tracking cookies or advertising cookies.]
11. Children
The Service is intended solely for businesses and individuals aged 18 and older. We do not knowingly collect personal information from children under 18.
12. Changes to this policy
We may update this Privacy Policy periodically. We will notify you of material changes by updating the "Last updated" date and displaying a notice in the app or sending an email notification.
13. Contact us
If you have questions or concerns regarding this Privacy Policy or our privacy practices, contact our Data Protection team at:
- Email: support@enneabook.com
- Address: [registered legal address]