Effective date: March 23, 2026
Last reviewed: March 23, 2026

This page applies to the Simplebks website, marketing pages, web application, mobile application, administrator tools, APIs, free business tools, support channels, and related services that link to or reference this policy.

1. Overview

Simplebooks Inc., operating Simplebks and delivering services through affiliated operating entity P.E.A. Tech Platforms Ltd ("Simplebks", "we", "us", or "our") provides accounting, bookkeeping, invoicing, quotation, inventory, point-of-sale, reporting, tax workflow, multi-business, project accounting, production, free business tools, support, mobile, and AI-assisted product features for businesses and operators.

This Privacy Policy explains what information we collect, how we use it, when we share it, how we protect it, how long we retain it, and the choices and rights that may be available to you.

2. Scope of This Policy

This policy applies to our marketing website, onboarding and lead pages, web app, mobile app, APIs, admin tools, support channels, free business tools, and any related Simplebks service that links to this policy.

3. Our Role in Relation to Data

For marketing, account signup, billing, product operations, support, and security administration, Simplebks generally acts as a controller or primary decision-maker for the data needed to operate the service.

For accounting records, customer and supplier lists, invoices, quotations, receipts, inventory records, POS activity, production records, project records, tax workflow data, notification preferences, uploaded images, and other business data stored inside a customer workspace, the customer may act as the main controller of that data, while Simplebks acts as a service provider or processor for many processing activities.

4. Information We Collect

4.1 Identity, account, and contact details

  • Name, email address, phone number, password, verification status, business name, and job or access role.
  • Team and workspace information such as owner status, business membership, branch access, permissions, outlet assignments, administrative access level, and subscription eligibility.

4.2 Business configuration and operational data

  • Business profile information such as address, contact information, invoice settings, tax defaults, currency, branding assets, business logo, signatures, bank account labels, and workflow preferences.
  • Business records such as products, services, contacts, customers, suppliers, invoices, quotations, receipts, transactions, journal entries, reports, balances, inventory counts, stock transfers, purchase orders, production records, project records, asset information, and payment activity.
  • POS and retail activity such as cashier usage, register events, refunds, suspicious override settings, receipt records, and reconciliation-related records.
  • Free-tool inputs and outputs such as invoice generator data, free profit-and-loss inputs, and related interaction metadata.

4.3 Images, files, and receipt captures

  • Images and files you choose to upload or capture, such as receipt photos, proof-of-payment images, business logos, and profile pictures.
  • Receipt-scan results where available, including extracted merchant name, amount, date, or similar text used to help prefill expense or transaction records.
  • File metadata reasonably needed to store, display, sync, secure, or troubleshoot uploads.

4.4 Communication, support, notifications, and AI-related data

  • Support requests, onboarding requests, demo requests, survey feedback, emails, chats, and attachments you send to us.
  • Prompts, instructions, and output history where AI-assisted or assistant-style features are used, including Herbie, product-help, summaries, and automation workflows.
  • Notification preferences, push tokens, in-app notification logs, and delivery metadata for product notices, reminders, account alerts, daily briefs, low-stock alerts, overdue invoice reminders, and similar operational notifications.
  • Phone-number verification or delivery settings where you choose to receive notifications through channels such as push, email, in-app, or WhatsApp.

4.5 Billing, subscription, and commercial data

  • Plan selection, billing cycle, payment status, subscription activity, invoices, renewal status, credits, refund references, and dispute metadata.
  • Limited payment-related metadata supplied by processors, such as amount, reference, status, payer identifier, chargeback notice, or settlement event.

4.6 Device, technical, and usage data

  • IP address, browser type, operating system, app version, device type, device identifiers, approximate diagnostics, and language or locale settings.
  • Authentication logs, session activity, workspace activity, audit trails, timestamps, API usage, page visits, clicks, search terms, feature interactions, and security events.
  • Cookie, local storage, session storage, and similar technology data described further in our Cookies Policy.

4.7 Information from your device, third parties, and integrations

  • If you grant permission to your device contacts, we may access names, phone numbers, and email addresses from your phonebook so you can create or suggest customers, suppliers, or other entities more quickly. We do not pull your contacts unless you choose to use that feature.
  • If you grant camera or photo-library access, we may access images you choose to capture or upload for receipts, profile photos, and business images. We do not continuously access your camera or photo library in the background.
  • Payment processors may send us payment confirmations, failed-payment notices, refund data, and dispute or chargeback signals.
  • Connected services such as bank-feed, email, messaging, identity, analytics, or support tools may send metadata or content that you authorize them to share.
  • If you import records from another system, we process the content and mapping information you choose to upload.

5. Mobile Permissions and Device Access

The Simplebks mobile app may ask for access to specific device features only when a feature requires them.

  • Contacts: used to help you import or suggest customers, suppliers, and other entities from your phonebook.
  • Camera: used to capture receipt images, scan receipts, or take profile and business photos you choose to upload.
  • Photos or media library: used to let you choose existing images for receipts, business logo uploads, and profile images.
  • Push notifications: used to send operational alerts, daily briefs, reminders, and activity updates when you enable them.

You can decline or revoke these permissions in your device settings, but some app features may stop working or become limited.

6. How We Use Information

  • To create, maintain, secure, and administer Simplebks accounts, businesses, branches, teams, and user permissions.
  • To provide product features such as accounting, invoicing, quotations, inventory management, POS, reporting, production, projects, notifications, integrations, audit history, and free tools.
  • To process contact imports, receipt scans, image uploads, profile updates, business branding changes, and notification preferences when you choose to use those features.
  • To deliver support, onboarding, reminders, service communications, security messages, and operational notices.
  • To process subscriptions, billing, renewals, plan changes, credits, refunds, and payment issue resolution.
  • To monitor performance, troubleshoot incidents, investigate abuse, maintain logs, improve workflows, and refine user experience.
  • To power AI-assisted features, automation, search, content suggestions, and product-help experiences, including Herbie where enabled.
  • To measure marketing effectiveness, lead attribution, campaign performance, and free-tool conversion activity.
  • To comply with legal obligations, enforce our agreements and policies, and protect users, staff, infrastructure, and business interests.

7. Legal and Operational Bases for Processing

Depending on context, we process information because it is necessary to provide the services you requested, to perform or prepare for a contract, to pursue legitimate interests in operating and securing the service, to comply with legal obligations, to prevent fraud and abuse, or because you gave consent for a particular activity.

8. When We Share Information

We do not sell customer accounting data in the ordinary commercial sense of "selling personal data." We may share information only where reasonably necessary, including:

  • With infrastructure, hosting, storage, communications, analytics, support, AI, messaging, and security providers that help us operate the service.
  • With payment, finance, or settlement partners involved in billing, collections, renewals, refunds, disputes, or compliance-related payment handling.
  • With the relevant account owner, workspace administrator, branch administrator, or authorized team member inside the same customer workspace where access is part of the product design.
  • With professional advisers, auditors, insurers, and legal counsel where reasonably necessary.
  • With authorities, regulators, courts, or law enforcement where required by law, valid legal process, or a good-faith belief that disclosure is necessary to protect rights, users, or the public.
  • In connection with financing, restructuring, merger, acquisition, or asset transfer, subject to appropriate safeguards.
  • With your consent or at your direction when you enable integrations, make support requests, or ask us to coordinate with a third party.

9. Payments and Financial Information

Simplebks may facilitate payment-related workflows through third-party processors or integrations. We typically receive limited metadata such as charge status, amount, reference, plan, refund status, and reconciliation identifiers. Unless a specific processor flow expressly requires otherwise, we do not state here that we store full primary card details inside Simplebks systems.

10. Marketing, Lead Tracking, and Free Tools

When you submit a demo request, setup request, onboarding form, or free-tool form, we may record the information you submit together with basic technical metadata such as IP address, user agent, referring page, campaign source, and submission time. We use this information to respond, improve conversion flows, measure campaign performance, and understand which content or tools generate qualified interest.

11. International Processing and Storage

Simplebks may use providers, infrastructure, and support resources located in more than one jurisdiction. As a result, information may be processed or stored outside the country where it was originally collected, subject to reasonable contractual, organizational, and security safeguards.

12. Retention

We retain information for as long as reasonably necessary for the purposes described in this policy, including product delivery, backup management, audit preservation, support, tax and accounting obligations, fraud prevention, dispute handling, and legal compliance.

In practice, that means account information, subscription records, support records, notification logs, and security logs may be retained for operational or legal reasons, while customer business records such as invoices, contacts, transactions, receipts, inventory records, and uploaded images may remain available until deleted by the customer, removed under our retention processes, or aged out from backups and archived systems.

13. Security

We use administrative, technical, and organizational measures designed to protect information from unauthorized access, misuse, alteration, disclosure, or loss. These measures may include authentication controls, role-based access, audit logging, environment separation, transport protections, monitoring, vendor controls, and incident response processes.

No service can guarantee absolute security. Customers also remain responsible for user access reviews, strong passwords, device protection, secure exports, and appropriate internal controls around staff use of the platform.

14. Your Rights and Choices

Subject to applicable law and the nature of your relationship with us, you may have the right to request access, correction, update, export, restriction, objection, deletion, or withdrawal of consent for certain processing activities.

You may also be able to review, correct, or delete certain business records directly inside your Simplebks workspace, and you may manage some device permissions and notification preferences from your device settings or inside the app.

If your request concerns data controlled by a business customer using Simplebks, we may need to direct you to that customer or to the workspace owner or administrator so the request can be verified and handled appropriately.

15. Children

Simplebks is designed for businesses and professional users. We do not knowingly design the service for children or intentionally collect personal data from children in a manner that would require special authorization under applicable law.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the product, integrations, security practices, legal requirements, or operating model. Material changes may be reflected by updating the page, revising the effective date, and using other reasonable notice methods where appropriate.

17. Contact and Requests

Privacy questions, access requests, correction requests, complaints, or deletion-related inquiries may be sent to [email protected]. Please include enough detail for us to identify the account, device, business, workspace, or workflow involved. Our business location reference for this policy is Lagos, Nigeria.