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, product pages, web application, mobile application, free business tools, admin tools, APIs, support channels, onboarding flows, lead generation pages, and any 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 lists, invoices, quotations, receipts, inventory records, project records, production records, tax workflow data, audit history, uploaded files, and other business data that a customer stores inside a 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, and administrative access level.

4.2 Business configuration and operational data

  • Business profile information such as address, contact information, tax defaults, invoice settings, currency, branding assets, 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, suspicious override settings, loyalty settings, refunds, receipts, 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 Communication, support, 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 product-help or automation workflows.
  • Notification preferences, push tokens, and delivery metadata for product notices, reminders, and account alerts.

4.4 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.

4.5 Technical, device, and usage data

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

4.6 Information from third parties and integrations

  • Payment processors may send us payment confirmations, failed-payment notices, refund data, and dispute or chargeback signals.
  • Connected services such as bank-feed, email, scheduling, 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.

4.7 Gmail and Google user data (bank email linking)

If you choose to connect a Gmail account under Settings → Email connections, Simplebks requests read-only access to that mailbox solely to identify transaction-alert emails sent by your bank and convert them into bank-statement lines for reconciliation. We do not read other messages, and we never send, modify, delete or label mail on your behalf.

Simplebks' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Gmail data is not used for advertising, is never sold, and is not shared with third parties except as needed to provide this feature or as required by law. Access tokens are stored encrypted and are used only by the email-sync process.

You can disconnect a Gmail account at any time from Settings → Email connections, which deletes the stored access token, and you can revoke Simplebks' access from your Google Account permissions page.

5. 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 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.
  • 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.

6. 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.

7. 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, monitoring, AI, support, 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.

8. 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.

9. 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.

10. 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.

11. 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.

Retention periods differ by data type. Security logs, subscription and billing records, support records, workspace activity logs, AI interaction records, and customer business records may each have different operational or legal retention periods.

12. 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.

13. 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.

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.

14. 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.

15. 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.

16. Contact and Requests

Privacy questions, access requests, correction requests, complaints, or deletion-related inquiries may be sent to info@simplebks.com. Please include enough detail for us to identify the account or workflow involved. Our business location reference for this policy is Lagos, Nigeria.