Privacy Policy

1. Information We Collect

1.1 Information You Provide Directly

• Business information: business name, business type, WhatsApp number, provided during onboarding
• Product and inventory data: product names, categories, quantities, unit costs, reorder thresholds
• Financial data: sales and expense entries you send us, either as text or voice messages
• Account information: email address and authentication details, managed through our authentication provider, Clerk
• Billing information: processed directly by our payment provider, Paystack. We do not store your card details on our own servers

1.2 Information Collected Automatically

• WhatsApp messages: the content of text and voice messages you send to our WhatsApp number for the purpose of logging sales, expenses, and stock updates
• Voice recordings: voice notes are temporarily stored to allow transcription, then deleted from our storage after a limited retention period
• Usage data: message counts, feature usage, and timestamps, used to enforce plan limits and improve the Service

2. How We Use Your Information

We use the information we collect to:

• Parse your WhatsApp messages into structured ledger entries and stock movements
• Maintain your product catalog and track inventory levels
• Send you confirmations, clarification requests, and low-stock alerts via WhatsApp
• Process subscription billing and manage your plan tier
• Provide customer support and respond to inquiries
• Monitor and enforce usage limits associated with your plan
• Improve the accuracy of our AI parsing and transcription systems
• Comply with legal obligations

We do not sell your personal or business data to third parties.

3. Third-Party Services We Use

To operate SparkBooks, we share limited data with the following service providers, each of which processes data under their own privacy and security terms:

We only share the minimum data necessary for each provider to perform its function.

4. Data Retention

• Voice recordings are retained only long enough to complete transcription, then deleted on a routine schedule.
• Ledger entries, stock movements, and product data are retained for as long as your account remains active, and for a reasonable period afterward to comply with accounting and legal obligations.
• Account information is retained until you request deletion or your account is closed.

You may request earlier deletion of your data by contacting us (see Section 8).

5. Data Security

We take reasonable technical and organizational measures to protect your information, including encrypted data storage, access controls, and audit logging for administrative access to tenant data. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

6. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Request a copy of your data in a portable format

To exercise any of these rights, contact us using the details in Section 8.

7. Children's Privacy

SparkBooks is intended for business use by adults operating a commercial enterprise. We do not knowingly collect data from individuals under 18.

8. Contact Us

For privacy-related questions or requests, contact:

UltimaSpark Agency
Email: ultimasparkbooks@gmail.com

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the Service or by email. Continued use of SparkBooks after changes take effect constitutes acceptance of the updated policy.