Privacy Policy
1. Introduction
Papertracc Technologies Limited which we also refer to as "we," "us," or "PaperTracc" from here on out is the team behind the PaperTracc platform. At PaperTracc, we are all about rolling out cutting-edge accounting software to people and businesses around the world, hooking you up with a bunch of handy tools and perks the moment you join us, so you can stay one step ahead. To make all that happen smoothly, we need to pass along some of your information now and then. That is why we have put together this Privacy Policy: it serves as our straightforward guide to how we collect your personal details, put them to good use, share them when it makes sense, and keep them safe plus anything else you share while you are using our site as a registered user. This policy applies to our main website (and all those subpages), plus our app and how you interact with it. When you hop on board and use our services, you are letting us know you have checked this out, get the gist, and are cool with how we handle, store, and share your info, just like it says here and in our Terms of Service. We are always tweaking things to better protect your privacy, so this policy isn't set in stone; it could evolve over time. We would love for you to swing by and reread this every so often, so you're in the loop on how we manage data and what you can do to keep yours locked down. Got questions or something bugging you about this? Hit us up anytime at support@papertracc.com
2. Purpose
The purpose of this Privacy Policy is to demonstrate our commitment to engaging transparently with our users and customers while upholding the highest standards of privacy protection. It serves to provide clear and comprehensive information regarding our practices for collecting, using, and safeguarding your personal information. By outlining these processes in detail, we aim to empower you with greater transparency and control over the handling of your data, enabling you to make well-informed decisions about the information you choose to share with us.
3. Governing Law
This Privacy Policy shall be interpreted and governed exclusively by the laws of the Federal Republic of Nigeria, without reference to its principles of conflicts of law. Accordingly, you hereby irrevocably consent to the exclusive jurisdiction and venue of the competent courts located within Nigeria for the resolution of any action, claim, or dispute arising out of or in connection with this Privacy Policy. Save for individuals and companies who may possess enforceable rights to pursue remedies under the EU-U.S. Privacy Shield Framework or any successor arrangement. The laws of Nigeria, excluding any rules governing conflicts of laws, will apply to this Policy as well as to your access and use of the PaperTracc application. Please note, however, that your engagement with the application may also be influenced by applicable local, state, federal, or international legal requirements, depending on your circumstances. By accessing or utilizing PaperTracc and its associated services, you affirm your full understanding and unconditional acceptance of the terms outlined in this Privacy Policy. Should you find any aspect of this Policy unacceptable, we respectfully advise against proceeding with the application, website, or any of our offerings. Furthermore, your ongoing use of the PaperTracc platform whether through continued visits to our website, direct interactions with our team, or simply remaining engaged after we announce non-material amendments to this Policy will constitute your affirmative agreement to those updates, provided they do not substantially alter our practices regarding the collection, use, or sharing of your personal information. In the event of more significant changes, we will provide advance notice and seek your explicit consent where required.
4. Definitions and Key Terms
To ensure utmost clarity throughout this Privacy Policy, we have outlined precise definitions for key terms below. These definitions apply consistently whenever such terms are used herein, promoting transparency and ease of understanding.
4.1. The Company
Throughout this Privacy Policy, any reference to "Company," "we," "us," or "our" shall mean PaperTracc, the dedicated steward of your personal information, committed to handling it with the utmost care and in full compliance with the principles outlined herein.
4.2. Third-party service
In the context of this Privacy Policy, "Third Parties" encompasses a range of external entities with whom we may collaborate or share information to enhance your experience on the PaperTracc platform. This includes advertisers, promotional partners, and marketing collaborators who help deliver tailored content or advertisements. It also extends to content providers and other organizations whose products or services we believe align with your interests and professional needs, enabling us to offer relevant recommendations and opportunities. Additionally, for operational purposes, particularly in our accounting services, third parties may include your clients or customers to whom we facilitate the delivery of invoices on your behalf. In all cases, any sharing of your Personal Information with these Third Parties is conducted in strict adherence to the principles of necessity, transparency, and legal compliance outlined herein, with robust safeguards to protect your data. We never sell your Personal Information and ensure that recipients are bound by equivalent privacy standards.
4.3. Website
This refers to PaperTracc's main online portal, the entry point for accessing the Platform and its features.
4.5. Users
This refers to individuals, businesses, or organizations registered with PaperTracc to use our Services for personal, professional, or institutional needs and subject to this Policy and our Terms of Service.
4.6. Devices
Any internet-connected hardware (e.g., phone, tablet, computer) used to access the PaperTracc Platform and Services.
4.7. IP Address
This is a unique numerical label assigned to internet-connected Devices, typically in geographic blocks, which may indicate approximate connection location for optimization and security.
4.8. Personnel
These are individuals directly employed by PaperTracc or engaged as contractors to deliver services on our behalf, all of whom are bound by stringent confidentiality and data protection obligations.
4.9. Personal Data
Information whether standalone or combined with other elements, such as identifiers or contextual details that enables the direct or indirect identification of a living individual, encompassing sensitive attributes like names, contact details, or biometric markers.
4.10. Service
The comprehensive suite of offerings extended by PaperTracc, including accounting software, tools, analytics, and support functionalities designed to empower users in their financial management endeavors. These build a consistent vocabulary for our shared understanding. For questions, contact us at support@papertracc.com
5. Collection of Personal Data
At PaperTracc, we gather and handle personal data from our users to deliver our full suite of products, services, and online experiences, along with supporting other essential functions that enhance your journey with us. Our commitment is unwavering: every piece of data we receive is managed in strict alignment with this Privacy Policy and relevant data protection regulations, including Nigeria's Data Protection Act. Above all, we strive to create a secure, reliable, streamlined, and enjoyable environment for you to engage with our Platform confidently. The types of information we may collect from you include but are not limited to your full name, email address, phone number, physical address, employment details, professional email, details about your subscription plans, and insights into how you interact with our app, as well as third-party websites, products, and services. That said, you're under no obligation to share every detail listed here. However, withholding certain information could limit our ability to offer you the complete range of features and support you deserve. In some cases, we'll need specific details like your name, email address, and payment information to enable seamless access to the Platform. For payments, rest assured we neither receive nor retain sensitive card details ourselves; instead, we simply receive confirmation that your transaction has been successfully processed. To optimize your experience on mobile devices, we also request access to certain optional features. These are entirely at your discretion, and you can opt out without impacting core functionality: • Camera: Allows direct photo capture and upload for features like document submission feel free to deny this if you prefer alternative methods. • Photo Gallery: Permits selecting and uploading images from your library for similar purposes; again, you can safely decline. • Additionally, when you forward emails to our dedicated PaperTracc address for automation, we process only the specific content you've chosen to share, ensuring targeted and efficient handling.
5.1. Collection of data from third party providers
At PaperTracc, we are steadfast in our dedication to securing and preserving all data accessed or obtained from third-party providers and their associated users, particularly sensitive elements such as personal information, payment records, and financial overviews. We collect select portions of this data solely to facilitate seamless integrations and deliver enhanced, value-driven services tailored to your needs. In exchange for your trust, we employ rigorous safeguards, ensuring that such data is used exclusively for its designated purposes and remains fully compliant with the tenets of this Privacy Policy. Your privacy is our priority, and we handle these responsibilities with the utmost integrity.
6. Use of Personal Data
We utilize the Personal Data we collect from you in thoughtful and purposeful ways to support our shared goals and deliver exceptional value. Here is how: • Delivering Our Offerings: To bring you the full range of our products, services, and features seamlessly and effectively. • Streamlining Financial Automation: To power efficient processes that simplify your financial management and day-to-day operations. • Refining Our Solutions: To evolve and elevate our products and services through internal analysis, user trend insights, and research-driven improvements. • Technical Support and Optimization: To send essential updates, notices, and perform diagnostics that keep our Services running smoothly and securely. • Handling Payments: To facilitate transactions, such as processing your membership fees, subscriptions, or purchases of additional products and services. • Issuing Refunds: To manage payments back to you, including refunds, reimbursements, or other financial returns as needed. • Direct Communication: To reach out via your phone, email, or other details when it's important—whether for support, updates, or quick responses. • Gathering Insights: To invite you to surveys, focus groups, or similar efforts that inform how we innovate and tailor our offerings to better meet your needs. • Addressing Your Needs: To promptly handle your questions, requests, or feedback with personalized attention. • Targeted Advertising: To display relevant ads on our sites or partner platforms (like social media) that align with your interests and activities. • Operational Essentials: For routine administration, user registration, and smooth onboarding. • Legal Compliance: As mandated or allowed by applicable laws and regulations. We're always listening to your feedback and data to help us fine-tune our app, sharpen customer support, and respond more intuitively to your needs, ensuring every interaction feels supportive and spot-on.
6.1. Forwarding Email
PaperTracc offers a dedicated forwarding email functionality, allowing users to selectively route pertinent data from their personal email accounts directly into our Platform. This streamlined tool is designed to capture only those transaction-related emails you explicitly choose to forward, facilitating automated and efficient financial oversight without the need for manual input. The forwarded content is limited to essential transaction details: the narrative description, monetary amount, and corresponding bank balance. It is imperative to understand that PaperTracc maintains no visibility into your underlying email address, inbox, or any non-forwarded communications. Our system processes solely the isolated, user-curated emails you direct to the forwarding address, ensuring targeted receipt and immediate integration for your benefit. Upon successful ingestion of the statement data, access to the original message ceases entirely preserving your control unless you initiate a subsequent forwarding for reprocessing or updates. As the guardian of this process, you bear the responsibility of accurately selecting and filtering messages to align with your financial management objectives, thereby optimizing the feature's efficacy while upholding data precision and relevance.
7. Data Sharing
At PaperTracc, we prioritize your control over who accesses your information, sharing Personal Data only when you've explicitly authorized it or when it's essential for seamless functionality. Here's how that plays out: • Authorized Collaborators: We may share your data with fellow users you've approved, such as when you invite employees or team members to join the Platform. In these instances, you hold the reins deciding precisely which features, tools, or insights they can access, ensuring collaboration stays productive and secure. • Chosen Third-Party Integrations: To enrich your financial management experience, we might disclose information to third-party services you select to engage with directly through our Platform, or those that integrate natively with PaperTracc. These partners deliver meaningful enhancements like streamlined workflows or specialized analytics but only if you actively opt in. For peace of mind, we strongly encourage you to explore their individual privacy policies, terms of service, and websites to grasp how they handle and safeguard your data. • Legal Necessities: In addition, we may share your information as required or allowed by law, such as in response to valid judicial requests, regulatory inquiries, or to protect our rights, your safety, or the integrity of our services. Rest assured, these sharing practices are guided by principles of minimalism and transparency, always with your consent or legal imperative at the forefront. We never sell your Personal Data, and any disclosures are limited to what's strictly necessary.
8. User Rights
As a valued user of PaperTracc, we recognize and uphold your fundamental rights under applicable data protection laws, including Nigeria's Data Protection Act. These rights empower you to maintain control over your Personal Data, fostering transparency and trust in our relationship. Here is what you're entitled to: • Right to Be Informed: You have the clear entitlement to know how we collect, use, and share your Personal Data, which is why we've detailed it all in this Privacy Policy. • Right to Access, Rectify, or Erase: At any time, you can request access to your Personal Data, ask us to correct inaccuracies, or direct us to delete it entirely, subject to any legal obligations we must fulfill. • Right to Restrict or Object: If you prefer, you may instruct us to limit how we process your data or outright object to certain uses, such as for marketing purposes, and we'll honor that without undue delay. • Right Against Automated Decisions: You are protected from decisions that significantly affect you based purely on automated processing (like algorithms) without meaningful human oversight, ensuring fairness every step of the way. To exercise any of these rights, simply reach out to us at support@papertracc.com with your request. We will respond promptly, typically within one month, and guide you through the process. If you're ever dissatisfied with our handling, you also have the option to complain to the relevant supervisory authority, like the Nigeria Data Protection Commission.
9. Employee Security
At PaperTracc, we take every step to ensure your data remains secure from unauthorized eyes including our own team. Our employees do not have access to individual user accounts, maintaining a strict separation between operations and your personal information. To reinforce this commitment, every team member signs robust confidentiality agreements as a condition of employment, legally binding them to uphold your privacy. Complementing this, our comprehensive internal data protection policy governs all staff, embedding accountability into our daily practices. Access to sensitive control systems is meticulously monitored and restricted on a need-to-know basis. For those with such privileges, we enforce immediate revocation upon any employment change, ensuring swift and seamless transitions that prioritize your security above all.
10. Data Storage
Given that PaperTracc handles sensitive financial details and metrics at its core, we hold ourselves to the highest standards in storing and securing the personal information entrusted to us. Our promise is straightforward: unyielding protection against any breach or compromise. To achieve this, we have implemented a multi-layered defense combining robust physical safeguards, advanced electronic protocols, and rigorous managerial oversight. These measures are designed to thwart unauthorized access or leaks, while shielding your data from misuse, tampering, disruption, loss, or any form of alteration or exposure without your consent. Regarding our email forwarding feature, once we've received and processed the specific, filtered transaction data you've chosen to share, that original message information is no longer accessible to us ensuring ephemerality and control unless you proactively forward a new or updated email for handling. Your data's lifecycle remains firmly in your hands.
11. Data Security
At PaperTracc, safeguarding your privacy stands as our foremost priority, with robust data security forming the cornerstone of our approach. We meticulously implement best-in-class practices for the collection, storage, and processing of your information, complemented by comprehensive security protocols designed to shield your Personal Data along with usernames, passwords, and any stored content from unauthorized access, alteration, disclosure, or destruction. We vigilantly fortify your information against a spectrum of potential threats, including theft, cyberattacks, malware incursions, unauthorized dissemination, and any form of tampering. Our defenses are proactive and thorough, anticipating and mitigating risks to ensure your trust remains intact. When it comes to payment details, such as credit card information, we treat them with the utmost confidentiality. These sensitive elements are housed on fortified secure servers, transmitted exclusively through Secure Socket Layer (SSL) encryption, and seamlessly integrated into our trusted payment gateway providers' databases. Access is granted solely to vetted personnel with specialized clearances, all bound by ironclad confidentiality obligations. Importantly, once a transaction concludes, we do not retain any of your private details be they credit card numbers, financial identifiers, or similar on our systems. To further embed these protections, we adhere rigorously to established standards, deploying advanced firewalls, enforcing granular access controls for authorized individuals only, applying end-to-end encryption, and investing in ongoing training for our team to stay ahead of evolving risks. Together, our digital and physical safeguards create a resilient barrier, minimizing the likelihood of breaches and upholding the integrity of your data at every turn. Your security is non-negotiable. We're here to protect it relentlessly.
12. Information Security
It's important to highlight that PaperTracc holds [certification] an internationally recognized standard that establishes rigorous requirements and guidelines for our information security management systems. This accreditation not only steers our day-to-day operations but also underscores our unwavering dedication to shielding your information from risks such as breaches, unauthorized theft, and other vulnerabilities, while continually elevating the effectiveness of our security infrastructure. Our overarching information security policy is underpinned by an extensive array of processes and protocols, ensuring that all data whether stored in physically accessed controlled facilities or encrypted electronic databases protected by multi-factor authentication is handled with precision and care. Every individual with potential exposure to confidential information, including our employees, executives, and vetted third-party collaborators, operates under stringent access restrictions and binding confidentiality undertakings. Furthermore, we mandate that our external data storage partners adhere to leading industry benchmarks for information security, aligning their practices seamlessly with our own to form a unified front against emerging threats. This holistic approach reflects our proactive ethos: your data's safety is integral to everything we do.
13. Disclosure of Information
PaperTracc bears a profound responsibility for upholding privacy and confidentiality, shaped by the regulatory frameworks in the jurisdictions where we operate. This obligation compels us to handle your information with the strictest integrity, disclosing it only in the manner explicitly outlined within this Privacy Policy. That said, in today's complex landscape, we must acknowledge that absolute non-disclosure isn't always feasible. There may be circumstances where we are compelled to share your Personal Data with government authorities, law enforcement, or third-party service providers. Such disclosures arise primarily to fulfill public-interest duties, safeguard your essential well-being, and execute contractual commitments you're party to, or act on your explicit consent. As a core principle, we categorically do not sell or lease your personally identifiable information to any external parties. Nonetheless, to provide full transparency, below we detail the specific scenarios under which such information may be shared, always with the minimum necessary and under robust protections.
13.1. Disclosure to third party service providers
At PaperTracc, when we engage external parties to handle aspects of your Personal Data, we impose stringent contractual obligations to ensure their actions align precisely with our directives and the highest standards of data protection. This includes full adherence to relevant regulations such as Nigeria's Data Protection Regulation (NDPR) alongside robust confidentiality protocols and security safeguards. Furthermore, these processors are required to securely dispose of any data in accordance with NDPR guidelines once it's no longer necessary for its intended purpose, except in cases where overriding legal retention mandates apply. We also collaborate with select, trusted third-party providers to support core operations and enhance your experience. These may include entities responsible for server hosting and app maintenance, database management, email handling, marketing support, credit card processing, customer service delivery, and order fulfillment for any purchases made through our Platform. In these partnerships, we may share your Personal Data along with certain non-personal information as necessary to enable them to fulfill these roles effectively on our behalf and in service of you. Such disclosures are limited to what's essential, governed by the same protective standards we uphold internally. Additionally, for analytical and performance insights, we occasionally share portions of our log files including IP addresses, with analytics collaborators, app developers, and advertising networks. When an IP address is involved, it might be analyzed to approximate broad geographic trends or technical attributes, such as connection speeds, shared-device usage patterns, or device types. These partners may then compile aggregated data on our advertising ecosystem and user interactions, generating reports, audits, and research to refine our offerings and those of our advertisers—always in anonymized form to preserve individual privacy.
13.2. Disclosure to affiliates
We may share your information including Personal Data with our Corporate Affiliates to support collaborative operations and ensure a cohesive experience across our ecosystem. For clarity in this Privacy Policy, a "Corporate Affiliate" refers to any individual, company, or entity that directly or indirectly controls PaperTracc, is under our control, or shares mutual control with us, typically through ownership structures or similar arrangements. Should PaperTracc engage in a merger, asset disposition, or broader business reorganization, any of your information transferred to these Corporate Affiliates will be managed strictly in line with the protections and commitments outlined in this Privacy Policy, preserving the same level of care and confidentiality you've come to expect from us.
13.3. Disclosure to your information for National Security
We may also disclose personal and non-personal information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims, legal process (including subpoenas), to protect our rights and interests or those of a third party, the safety of the public or any person, to prevent or stop any illegal, unethical, or legally actionable activity, or to otherwise comply with applicable court orders, laws, rules and regulations.
14. Data Retention
At PaperTracc, we retain your Personal Data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, deliver our Services effectively, and meet our legal obligations. As a general rule, we'll hold onto your information while your account remains active and your subscription fees are current, allowing us to provide uninterrupted support and functionality. Should your account become inactive meaning subscription payments cease, we will securely retain your data for a period of six (6) months thereafter. This grace window enables potential reactivation or resolution of any outstanding matters. After this time, we will securely delete or anonymize your information in accordance with applicable laws. Please note that these retention timelines are under ongoing review to reflect evolving business needs, regulatory changes, or technological advancements. If adjustments are made, we'll update this Policy accordingly and notify you where required, ensuring transparency every step of the way. Your data's lifecycle is managed with care when it's no longer needed, it's responsibly laid to rest.
15. Data Deletion
You have the right under Nigeria's Data Protection Act to request erasure of your Personal Data known as the "right to be forgotten" when no compelling justification exists for its continued processing. We comply where possible, after careful review. For users with multiple sub-accounts, erasure targets only the inactive one specified; if all sub-accounts are dormant, all will be deleted. All data is handled by vetted, DPA-compliant vendors. On inactivity, we retain conversations and logins for up to one (1) year. For deletions due to unpaid subscriptions, retention is limited to six (6) months maximum. We may deny requests if legally required, such as for governmental or regulatory purposes, and will explain any such decision. To request, email support@papertracc.com. We will respond transparently and promptly.
17. Breach
Under Nigeria's Data Protection Act, you can request erasure of your Personal Data the "right to be forgotten," if there's no valid reason for ongoing processing. We will comply after review, where feasible. For multi-sub-account users, requests apply to the named inactive sub-account; if all are inactive, we'll delete them all. Data is managed via vetted, DPA-compliant vendors. Inactive accounts retain chats and logins for up to 1 year; subscription lapses limit this to 6 months max before deletion. Legal or regulatory needs may prompt denial we will explain fully. Email contact support@papertracc.com to request; expect a clear, timely reply.
18. Correction
If you believe that any Personal Data we maintain about you is inaccurate, outdated, incomplete, irrelevant, or otherwise misleading, we encourage you to notify us without delay. Upon receipt of your request, we will undertake all reasonable measures to verify and promptly rectify the information in question, ensuring its accuracy and alignment with your records. To initiate this process, please reach out to us at support@papertracc.com and we will guide you through the necessary steps with efficiency and care. Right to Rectification If you believe that any Personal Data we maintain about you is inaccurate, outdated, incomplete, irrelevant, or otherwise misleading, we encourage you to notify us without delay. Upon receipt of your request, we will undertake all reasonable measures to verify and promptly rectify the information in question, ensuring its accuracy and alignment with your records. To initiate this process, please reach out to us at contact support@papertracc.com and we will guide you through the necessary steps with efficiency and care.
19. Complaints
Should you believe that PaperTracc has contravened any Privacy Principles outlined herein and desire to lodge a formal complaint, we invite you to reach out to us directly, furnishing comprehensive particulars of the perceived violation. Our team is dedicated to addressing such matters with the gravity they warrant. Upon receipt, we will initiate a thorough and expeditious investigation into your concerns. We commit to furnishing you with a written response typically within 30 days detailing the findings of our review and delineating the remedial actions we propose or have implemented to resolve the issue and prevent recurrence. Your feedback is invaluable in fortifying our practices; should you require further escalation, we can also facilitate guidance toward relevant regulatory bodies, such as the Nigeria Data Protection Commission. To submit a complaint, please email us at support@papertracc.com, including your contact details and a clear description of the matter at hand. We value your trust and are here to make things right.
20. Disclaimer
From time to time, PaperTracc may feature, integrate, or link to content from external sources, including data, insights, applications, products, or services or direct you to third party websites and offerings (collectively, "Third-Party Services"). By using our Platform, you recognize and accept that we bear no responsibility for these Third-Party Services, encompassing their accuracy, thoroughness, currency, validity, adherence to copyrights, legal standing, appropriateness, overall quality, or any similar attributes. PaperTracc disclaims all liability toward you or anyone else for any aspect of Third Party Services. We include them purely for your convenience, and you engage with them at your own discretion and risk, fully bound by the respective third parties' terms, conditions, and policies. If something doesn't sit right, we encourage you to explore those providers directly for peace of mind.
