Privacy Policy

1. Information We Collect

We collect information that you provide directly, information generated while you use the platform, and limited technical information from your device.

• Account information: name, business name, email address, phone number, physical address, tax identification number (TPIN), and login credentials.
• Business records: customers, vendors, items, stock, invoices, quotations, receipts, purchase records, payments, and related documents you create or upload.
• Compliance data: information required for tax reporting and, where applicable, transmission to the Zambia Revenue Authority (ZRA) Smart Invoice system.
• Technical data: IP address, device and browser type, operating system, timestamps, and activity logs used for security and troubleshooting.
• Support communications: messages, enquiry forms, and correspondence you send to our team.

2. How We Use Information

Information is used only to operate and improve the service you have subscribed to. Specifically, we use it to:

• Create and administer your account and user access levels.
• Generate invoices, reports, statements, and other documents you request.
• Transmit fiscal documents to the relevant revenue authority where you have enabled that feature.
• Provide technical support and respond to your enquiries.
• Monitor performance, detect misuse, and protect the platform against fraud and unauthorised access.
• Send service notices, billing information, and important product updates.

We do not sell your data, and we do not use your business records for advertising.

3. Legal Basis

We process your information to perform our contract with you, to comply with legal and tax obligations, to protect our legitimate interests in securing and improving the platform, and, where required, on the basis of your consent.

4. Sharing and Disclosure

We share information only where it is necessary to deliver the service or where the law requires it:

• Revenue authorities: fiscal data submitted through features you activate, such as ZRA Smart Invoice integration.
• Service providers: hosting, payment processing, email delivery, and SMS partners acting under contract on our instructions.
• Legal requirements: where disclosure is required by law, court order, or a valid request from a competent authority.
• Business transfers: in the event of a merger or acquisition, subject to the protections described in this policy.

5. Data Security

We apply administrative and technical safeguards including encrypted transmission, hashed credentials, role-based access control, session management, and regular backups. No method of transmission or storage is completely secure, so you remain responsible for keeping your login credentials confidential and for notifying us promptly of any suspected unauthorised access.

6. Data Retention

Account and transaction records are retained for as long as your account is active and thereafter for the period required by applicable tax and accounting law. When retention is no longer required, data is deleted or anonymised.

7. Your Rights

Subject to applicable law and to statutory record-keeping obligations, you may request access to the personal data we hold about you, correction of inaccurate details, deletion of data no longer required, a copy of your records in a portable format, or restriction of certain processing. Requests can be sent to the contact address below.

8. Cookies and Tracking

We use cookies and similar technologies to keep you signed in, remember preferences, maintain session security, and measure basic usage. Essential cookies are required for the platform to function. You can control non-essential cookies through your browser settings, though disabling cookies may limit some features.

9. Children's Privacy

dbInvoices is a business platform and is not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this policy to reflect changes in the platform, in our practices, or in the law. Material changes will be communicated through the application or by email, and the revision date at the top of this page will be updated.

11. Contact Us

If you have questions about this policy or wish to exercise any of your rights, please contact us: