Privacy policy
[Company legal name] ("Zero Entry", "we", "us") Effective date: [effective date] Version: 1.0 (draft for legal review)
1. Introduction
This privacy policy explains what personal information Zero Entry collects, how we use it, who we share it with, and the choices you have. It applies to our website and platform. It sits alongside our data protection policy, which sets out our internal obligations under the Data Protection Act, 2018.
2. Who we are
Zero Entry is operated by [Company legal name], [registered address], Botswana. For privacy questions, contact [privacy contact], [email], [phone].
3. Information we collect
- Information you give us: your name, email, business name, contact details, and billing details when you sign up or subscribe.
- Documents and financial data: the invoices, receipts, bank statements and other documents you upload, and the data extracted from them. These often contain information about your customers and suppliers, which we process on your behalf.
- Information collected automatically: log data, device and browser information, and how you use the service, collected through standard technology including cookies and similar tools.
4. How we use your information
We use personal information to:
- create and administer your account;
- provide the service, including reading documents, classifying transactions and producing reports;
- process payments and manage subscriptions;
- secure the service and prevent misuse;
- support you and respond to your requests;
- improve the service; and
- meet legal and regulatory obligations.
We send marketing communications only where you have agreed, and you can opt out at any time.
5. Cookies
We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the service is used. You can control non essential cookies through the cookie settings we provide or through your browser. We default to the more privacy protective option where a choice is offered.
6. Legal basis
We process personal information to perform our contract with you, to meet legal obligations, with your consent where required, and for our legitimate interests in running and securing the service, balanced against your rights.
7. Sharing
We do not sell your personal information. We share it only with:
- service providers who process it on our behalf under written agreements, for example hosting, payment processing and document extraction;
- authorities where required by law; and
- a successor entity in a merger or acquisition, subject to this policy.
8. Your data, your control
The financial and customer data you upload belongs to you. You control it, you can export it, and you can ask us to delete it, subject to legal retention requirements. For that data you are the controller and we are the processor.
9. International transfer
Where we process or store information outside Botswana, we take steps to ensure it is protected to a standard consistent with the Data Protection Act, including contractual safeguards.
10. Security
We use technical and organisational measures appropriate to the risk to protect personal information, including access controls, encryption in transit and segregation of client data. No system is perfectly secure, but we work to keep your information safe.
11. Retention
We keep personal information for as long as your account is active and for any period required by law afterwards, then delete or anonymise it.
12. Your rights
Subject to the Data Protection Act, you may ask to access, correct or delete your personal information, object to certain processing, and withdraw consent. To make a request, contact us using the details in section 2. You may also complain to the supervisory authority established under the Act.
13. Children
The service is intended for businesses and is not directed at children. We do not knowingly collect information from children.
14. Changes
We may update this policy. We will post the updated version with a new effective date and, for material changes, give additional notice where appropriate.
15. Contact
[Company legal name], [registered address], [email], [phone].