Privacy policy
MyBooks (my-books.cloud)
Effective Date: 22 December, 2025
1 Introduction
MyBooks is an accounting and financial management solution provided through the website my-books.cloud ("MyBooks"). We are committed to protecting the privacy, confidentiality, and integrity of all information entrusted to us by our users.
This Privacy Policy explains how we collect, use, store, disclose, and protect personal and business data when you use MyBooks.
By accessing or using MyBooks, you agree to the practices described in this Policy.
2 Information We Collect
We collect only information necessary to deliver our services efficiently and securely.
a. User Information
- Name
- Email address
- Phone number
- Login credentials
- Organization or business details
b. Accounting and Business Data
- Financial records (e.g., invoices, expenses, payments)
- Customer and vendor information
- Employee payroll or accounting-related data
- Reports generated within the system
c. Technical Information
- IP address
- Device and browser type
- Log files and usage activity
- Date and time of access
3 How We Use Information
We use collected data strictly for legitimate business and operational purposes, including to:
- Provide and operate the MyBooks platform
- Process accounting and financial transactions
- Secure user accounts and prevent fraud
- Improve system performance and features
- Communicate system updates, support responses, and service notices
- Meet legal, regulatory, and audit obligations
We do not sell, rent, or trade user data to third parties.
4 Data Privacy and Confidentiality
All user and accounting data are treated as confidential.
We implement appropriate technical, administrative, and organizational safeguards to protect data against:
Unauthorized access
Loss or misuse
Alteration or destruction
Access to user data is strictly limited to authorized personnel on a need-to-know basis.
5 Employee Conduct and Data Handling
MyBooks employees, contractors, and service providers are bound by strict confidentiality and data protection obligations.
Employee responsibilities include:
- Using data only for approved business purposes
- Maintaining confidentiality at all times
- Complying with internal security policies
- Reporting any suspected data breach immediately
Any breach of these obligations may result in disciplinary action, including termination and legal consequences.
6 Data Sharing and Third Parties
We may share limited data only when necessary:
- With trusted service providers supporting hosting, security, or system maintenance
- To comply with legal requirements, court orders, or regulatory authorities
All third parties are required to follow data protection standards consistent with this Policy.
Sub-processors
These companies process personal data on our behalf:
| Sub-processor | What for | Where |
|---|---|---|
| Paystack Payments Ltd | Subscription payments (card and bank details are handled by Paystack, not stored by MyBooks) | Nigeria |
| Email delivery provider (SMTP) | Sending invoices, reminders, password resets and other emails | Varies by provider |
| Termii | Sending SMS and WhatsApp invoice reminders and receipts to a business's customers (phone number and message text) | Nigeria |
| Meta Platforms (WhatsApp) | Delivering WhatsApp messages to customers who use WhatsApp | United States / Ireland |
| Mono (Connect Technologies Ltd) | Reading a business's own bank account transactions and balance, only when the business links the account (MyBooks never sees or stores bank login details; only the last 4 digits of the account number are kept) | Nigeria |
| Nigeria Revenue Service (NRS) | Receiving a business's invoices and credit notes (business and customer names, TINs, addresses, line items and amounts) for e-invoicing, only when the business switches e-invoicing on and submits a document | Nigeria |
| Hosting provider | Servers, database and file storage, and backups | Varies by provider |
7 Data Retention
We retain user data only for as long as:
- The account remains active, or
- Required to meet legal, regulatory, or accounting obligations
Data may be securely deleted or anonymized once it is no longer required.
The owner of a business can close it from Settings → Company Profile → Close organisation. Its data is erased 30 days later unless the owner cancels, and copies in backups are removed as those backups expire (30 days). We keep a record that the request was made and carried out.
8 User Rights
Users have the right to:
Access
Access their personal data
Correction
Request correction of inaccurate information
Deletion
Request deletion of data, subject to legal requirements
Withdraw Consent
Withdraw consent where applicable
Requests can be made using the contact details below.
9 Cookies and System Monitoring
MyBooks uses cookies and similar technologies to:
- Maintain secure sessions
- Improve user experience
- Monitor system performance
Users may control cookies through their browser settings.
10 Complaints and Concerns
We take privacy concerns seriously.
If you have a complaint, concern, or question about data protection or this Privacy Policy, please contact us at:
Email: support@my-books.cloud
Subject Line: Privacy Complaint or Data Protection Request
All complaints will be reviewed promptly and handled professionally.
11 Changes to This Policy
We may update this Privacy Policy from time to time to reflect system improvements, legal requirements, or operational changes.
Updated versions will be published on my-books.cloud, and continued use of the platform constitutes acceptance of the revised Policy.
12 Contact Information
For general inquiries about privacy or data protection:
This Privacy Policy is designed to promote trust, accountability, and compliance while enabling MyBooks to deliver a secure and reliable accounting solution.