Privacy Policy

1. Introduction

YaadBooks Limited ("YaadBooks," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud-based accounting and business management platform.

By using YaadBooks, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide, including:

• Account Information: Name, email address, phone number, business name, TRN (Taxpayer Registration Number), business address
• Financial Data: Bank account details for reconciliation, payment information, invoices, expenses, and financial transactions
• Employee Data: For payroll processing — names, TRN, NIS numbers, salary information, bank details
• Customer Data: Your customers' names, contact information, and transaction history
• Support Communications: Information shared when you contact our support team

2.2 Automatically Collected Information

When you access our Service, we automatically collect:

• Device Information: Browser type, operating system, device identifiers
• Usage Data: Pages visited, features used, time spent on the platform
• Log Data: IP address, access times, referring URLs
• Cookies: Session and preference cookies (see Section 8)

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide and maintain our accounting, invoicing, payroll, and business management features
• Tax Compliance: To calculate GCT, generate TAJ-compliant reports, and assist with statutory deductions (NIS, NHT, PAYE, Education Tax)
• Account Management: To create and manage your account, process payments, and communicate about your subscription
• Customer Support: To respond to your inquiries and resolve issues
• Service Improvement: To analyze usage patterns and improve our platform
• Security: To detect and prevent fraud, unauthorized access, and abuse
• Legal Compliance: To comply with applicable Jamaican laws and regulations

4. Data Sharing and Disclosure

We do not sell your personal or business data. We may share information only in the following circumstances:

4.1 Service Providers

We work with trusted third-party providers who assist in operating our Service:

• Payment Processors: To securely process subscription payments
• Cloud Infrastructure: For secure data storage and processing
• Email Services: To send transactional and support emails
• Analytics: To understand how our Service is used (anonymized data only)

4.2 Legal Requirements

We may disclose your information if required by law or in response to:

• Valid legal process from Jamaican courts or regulatory authorities
• Requests from Tax Administration Jamaica (TAJ) or other government bodies with proper authority
• To protect the rights, property, or safety of YaadBooks, our users, or the public

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.

5. Data Security

We implement robust security measures to protect your data:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication for administrative access
• Infrastructure: Hosted on secure, SOC 2 compliant cloud infrastructure
• Monitoring: 24/7 security monitoring and intrusion detection
• Regular Audits: Periodic security assessments and penetration testing
• Employee Training: All staff receive data protection training

6. Data Retention

We retain your data as follows:

• Active Accounts: Data is retained for the duration of your subscription
• After Cancellation: Account data is retained for 30 days to allow data export, then scheduled for deletion
• Financial Records: In compliance with Jamaican law, financial transaction records may be retained for up to 7 years for audit purposes
• Legal Requirements: Data may be retained longer if required by law or pending legal proceedings

7. Your Rights

You have the following rights regarding your personal data:

• Access: Request a copy of your personal data we hold
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Export: Download your data in a portable format
• Objection: Object to certain processing of your data
• Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at privacy@yaadbooks.com. We will respond within 30 days.

8. Cookies and Tracking

We use cookies and similar technologies to:

• Essential Cookies: Required for the Service to function (authentication, security, preferences)
• Analytics Cookies: Help us understand usage patterns to improve the Service
• Performance Cookies: Optimize loading times and user experience

You can manage cookie preferences through your browser settings. Note that disabling essential cookies may affect Service functionality.

9. International Data Transfers

While YaadBooks is a US-based company serving Jamaican businesses, some of our service providers may process data in other jurisdictions. When this occurs, we ensure:

• Data processing agreements are in place with all providers
• Appropriate safeguards protect your data during transfer
• Providers meet security standards comparable to our own

10. Third-Party Services

Our Service may integrate with third-party services such as:

• Banking institutions (NCB, Scotiabank, JMMB) for reconciliation
• Payment gateways for processing transactions
• Email services for sending invoices

These integrations are initiated by you and governed by the respective third party's privacy policies. We recommend reviewing their policies before enabling integrations.

11. Children's Privacy

YaadBooks is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If we discover that a minor has provided us with personal information, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email and/or by posting a notice on our Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Data Protection Officer

For privacy-related inquiries or to exercise your data rights, contact our Data Protection Officer:

14. Jamaican Data Protection Framework

YaadBooks complies with the Data Protection Act of Jamaica (2020) and other applicable data protection regulations. Our practices are designed to meet or exceed the requirements set forth by the Office of the Information Commissioner of Jamaica.

15. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us: