Privacy Notice

SwiftlyBooks is provided by Intetrix Solutions (Private) Limited in Zimbabwe and Kingdom Technology Solutions in Zambia (“we”, “us”). Contact for anything in this notice: privacy@intetrixsolutions.tech.

This notice explains what personal data SwiftlyBooks handles, why, who it is shared with and the rights people have. We follow Zimbabwe's Cyber and Data Protection Act [Chapter 12:07] and Zambia's Data Protection Act No. 3 of 2021, whichever applies.

If a company that uses SwiftlyBooks invoices you, pays you or employs you, that company decides what is recorded about you and why. Questions about those records go to the company first; we help them answer you.

For a company registered for VAT, SwiftlyBooks sends each fiscal document to ZIMRA or ZRA as the law requires, with the buyer's name and tax number on it.

• Customers and users: the name, email and role of each user; the company's name, address and tax details; our invoices to it and its payments; messages to support.
• Security records: sign-ins and changes made in SwiftlyBooks, with the user, time and internet address (IP), kept in each company's activity log.
• Website visitors: the pages requested and internet address, in our server logs, and a count of visits to the website through Cloudflare Web Analytics, which sets no cookies and does not follow you from site to site. We use no advertising trackers. The only cookies are the ones that keep you signed in.

We rely on our contract with the customer to run their account, on our legitimate interest in keeping the service secure, and on legal duties such as keeping tax records.

We do not sell personal data. We share it only with these service providers, to run SwiftlyBooks, and with authorities where the law requires.

When someone shares an invoice on WhatsApp, the message is sent from their own phone through WhatsApp, under WhatsApp's own terms.

Some providers keep data outside Zimbabwe or Zambia. Where they do, we use contract terms that protect the data as the law requires. [For the lawyers to settle before launch: the approval of Zambia's Data Protection Commissioner to keep Zambian data abroad, and the notice to POTRAZ in Zimbabwe.]

• Each company's data is kept in its own separate part of the database, and one company can never see another's.
• Inside a company, each user sees only what their role allows.
• Every change is recorded in the company's activity log, with who made it and when, and what was there before. Entries posted to the books are never changed or deleted.
• Connections are encrypted (HTTPS), and passwords are stored only in hashed form.
• Data is backed up every day. Only our staff who support customers can reach customer data, and only when needed.

A company decides how long the records in its books are kept while it is our customer, within what the law asks of it.

You have the right to know what personal data is held about you, to have it corrected, to object to its use or have it deleted in the cases the law allows, and to complain. If you are in a company's books, go to that company first, because it controls those records; we help it respond. For data we control, write to privacy@intetrixsolutions.tech. We answer within 30 days.

You may complain to the data protection authority: in Zimbabwe, the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ), which acts as the Data Protection Authority; in Zambia, the Office of the Data Protection Commissioner.

We will update this notice when what we do changes, show the date of the latest version at the top, and email customers about important changes.