Privacy Policy

KolatBooks is a business-management platform operated by Startup Bodyshop (“we”, “us”, “our”). This policy covers the KolatBooks website (kolatbooks.com), the KolatBooks web app (app.kolatbooks.com), the KolatBooks mobile app, and the public pages businesses publish through KolatBooks, such as landing pages and shared invoices.

We are based in Sierra Leone and handle personal information in line with the laws of Sierra Leone.

We handle two kinds of information, in two different roles:

• Account information — details about you and your business as a KolatBooks customer. We decide how this is used, as described in this policy.
• Business records — the sales, expenses, invoices, customers, suppliers, products, stock and other records you enter. This information belongs to your business. We store and process it only to provide KolatBooks to you, and you are responsible for having the right to record information about the people in it.

When you create an account: your name, phone number, optional email address, password (stored only as a secure hash, never in readable form), your business name and business details, and your role in the business.

When you use KolatBooks: the business records you create, including customer and supplier names, phone numbers and notes; images you upload, such as product photos, receipt photos and business logos; your Scaling Blueprint answers and action plans; and the settings for your documents and landing page.

When you pay for a subscription: the plan, amount, payment status, receipt number and the reference details returned by our payment provider. Payments are made by mobile money through Monime; we do not receive or store your mobile money PIN.

When you contact us: the name, business name, email, phone number and message you submit through our contact form.

From visitors to your public pages: when someone submits the enquiry form on a landing page you publish, we collect the name, phone number and message they enter and make it available to your business as a lead.

Automatically: technical information needed to run the service securely, such as sign-in session tokens, device and app version on mobile, and an activity log of significant actions taken in your business account (for example, who recorded or edited a sale).

• To create and secure your account and let you and your team sign in.
• To provide KolatBooks features, including records, reports, documents and reminders.
• To process subscription payments, issue receipts and manage trials and plan changes.
• To respond to your enquiries and provide support.
• To keep the service secure, prevent misuse and investigate problems.
• To understand how KolatBooks is used so we can improve it.
• To meet legal, tax and accounting obligations.

We do not sell personal information. We share it only:

• With service providers who run parts of KolatBooks for us: Vercel (hosting and file storage), Neon (database hosting) and Monime (mobile money payments). They may process information outside Sierra Leone and may use it only to provide their services to us.
• Within your business — team members you invite can see business records according to their role.
• When you choose to publish it — information on a landing page you publish, or on an invoice or receipt you share by link, can be seen by anyone who has that link.
• When required by law, or to protect the rights, safety or property of our users, the public or Startup Bodyshop.
• In a business transfer, such as a merger or sale, in which case this policy will continue to apply to your information.

We use cookies and similar storage only for things KolatBooks needs to work, such as keeping you signed in. We do not use advertising or third-party tracking cookies.

So that KolatBooks can work without a connection, the web app and mobile app may keep a copy of some records and any unsent changes on your device until they sync. Anyone with access to your unlocked device may be able to see this information, so we recommend using a screen lock and signing out of shared devices.

The mobile app asks for camera access only to scan barcodes and take product or receipt photos. You can turn this off at any time in your device settings.

We protect information with encryption in transit, hashed passwords, access controls that separate each business’s data, and role-based permissions within a business. No system is perfectly secure, so please keep your password private and tell us straight away if you think your account has been accessed without your permission.

We keep account information and business records for as long as your account is active. If your paid plan ends, your account moves to the free plan and your records are kept.

When a business owner deletes their account, the business is locked straight away and its records and uploaded files are permanently erased 30 days later. Signing back in during those 30 days cancels the deletion. When a team member deletes their own account, their login and personal details are removed straight away; the business records they created stay with the business.

We may keep a limited amount of information after deletion where the law requires it, for example records of subscription payments.

You can:

• View and update most of your account and business information in Settings.
• Ask us for a copy of the personal information we hold about you.
• Ask us to correct information that is inaccurate.
• Delete your account from within the KolatBooks app, or ask us to do it for you.

To make a request, contact us. We may need to confirm your identity first. If you are a customer of a business that uses KolatBooks and want to access or change information that business holds about you, please contact that business directly — we will help them respond where we can.

KolatBooks is built for businesses and is not intended for anyone under 18. We do not knowingly collect personal information from children.

We may update this policy as KolatBooks changes. When we do, we will change the “Last updated” date above, and if the changes are significant we will let you know in the app or by message before they take effect.

For any questions about this policy or how we handle your information, please reach us through our contact page.