Privacy Policy

AumBiz Solutions Limited provides AutoBooks. This is how to ask us to delete an AutoBooks account, or to delete some of the data and keep the account.

Send all of the following:

• An email to support@aumbiz.com from the email address on the account, or the contact form with Privacy request selected.
• The subject AutoBooks account deletion. To delete some data and keep the account, use the subject Privacy and name the data.
• The workspace name and the login email.
• We may ask you to confirm who you are. We complete a deletion request within 14 days.

AutoBooks has no button that deletes a whole workspace. An administrator asks us to close it, so the firm's books are not removed by mistake.

What we delete

• The login, so that email can no longer sign in to AutoBooks.
• Profile details that belong only to that person: name, email, phone number, and profile photo, once we have no further legal reason to keep them.
• The saved card reference when that card is removed, or when the workspace is closed. We never store the full card number, the card security code, or a mobile-money PIN.

What we keep, and for how long

• Documents a firm or company uploaded, and the dates, parties, amounts, tax, and ledgers read from them, stay for the life of that workspace. After the workspace is closed they are kept for five years from the relevant tax date, and longer while an objection, appeal, or audit is open. The firm decides about those records. If the person asking is not an administrator, we pass a request about them to the firm.
• The audit trail of corrections is kept for as long as the record it belongs to.
• Invoices we issued to the customer are kept for five years. Our annual accounts and company records are kept for ten years.
• Copies in provider backups expire on the provider's schedule, currently about seven days for the database.
• Vouchers already sent to Tally Prime stay in the customer's Tally company. Closing AutoBooks does not delete them there.

When a retention period ends, we delete or anonymise the data. The same periods are in How long we keep it below.

AumBiz Solutions Limited builds business applications and delivers technology services. Our office is at 4th Floor, IPS Building, Askari Monument Circle, Samora Avenue / Azikiwe Street, Kivukoni, Ilala, Dar es Salaam 11101, Tanzania. Postal address: P.O. Box 2680.

For this website and for our own customer, partner, and marketing records, we decide why and how personal data is used. For the documents and books that a firm or company keeps in AutoBooks, that customer decides, and we process the data on its instructions.

Our Data Protection Officer can be reached at support@aumbiz.com with the subject Privacy, or by post at the address above.

• Contact form. Your name, email, and message, and if you give them, your phone number and company. We also record the topic you choose and the time you sent it.
• Newsletter. Your first name, email, and the topics you pick. We add you only after you click the confirmation link we email you.
• Partner applications. The details you enter in each step, and any file you attach, such as a business plan or company profile.
• Chat assistant. The messages you type. If you choose to leave your name and email in the chat, we receive those and a short summary of the conversation.
• Technical data. Our host keeps standard request logs, such as IP address, browser type, and the page requested, to deliver the site and protect it from abuse. Forms are also rate-limited by IP address.

This website does not use advertising trackers or analytics cookies. The office map on the contact page loads from Google only after you click to show it.

• Account details. Name, work email, phone, role, and your firm or business name and TIN.
• Documents and extracted data. Invoices, receipts, statements, and spreadsheets that users upload, and the fields read from them, such as dates, parties, amounts, tax, and ledgers. These may contain personal data about the customer's own clients, suppliers, or staff.
• Activity records. An audit trail of important actions and corrections, including the value before a change.
• Sign-up protection. A hashed device signal used only to limit abusive repeat sign-ups. It cannot be reversed to identify your hardware.
• Billing. The billing contact, the plan, and for a saved card, only the payment provider's card reference, the card brand, and the last four digits.

• To answer enquiries and partner applications. The basis is your request.
• To provide, secure, and support AutoBooks, including reading documents and building the trial balance. The basis is our contract with the customer.
• To send the newsletter. The basis is your consent, which you can withdraw at any time with the unsubscribe link in every email.
• To keep tax and company records and to meet other legal duties. The basis is the law that applies to us.
• To prevent fraud and abuse of our forms and services.

We do not sell personal data. We do not use customer documents to advertise. AutoBooks suggests ledgers automatically, but an accountant approves every row before it is used, so no decision about you is made by automated means alone.

We share personal data only with the people a customer invites into its workspace, with service providers who process it for us, and when the law requires it. Each provider works under a written agreement and may use the data only to provide its service to us. Those providers cover:

• Hosting for this website, and for the AutoBooks application and its background work.
• The AutoBooks database, sign-in, and private file storage.
• Reading photos and PDFs uploaded to AutoBooks. That reading is not used to train models. Spreadsheets are parsed by AutoBooks and are not sent for it.
• Email we send you, including form acknowledgements and the newsletter, and company email for messages you send us.
• Error reports, sent without document contents or session recordings.
• Answers in the website chat assistant.
• Card and mobile-money payments. We never receive the full card number, card security code, or a mobile-money PIN.
• Optional sign-in with Google or Apple, only if you choose it.

When a customer connects AutoBooks to Tally Prime, data moves at the customer's direction through the AutoBooks Tally Connector on the customer's own computer.

Some providers that host AutoBooks, store files, read documents, send email, host this website, or run the chat assistant process data outside Tanzania, including in the European Union and the United States. Payment processing stays in Tanzania. A provider may briefly process data in other countries where it operates.

We transfer personal data only as the Personal Data Protection Act, 2022 and its regulations allow, under written agreements with each provider, and with the safeguards described in section 8. Where the law requires approval of a transfer from the Personal Data Protection Commission, we seek it.

Tax records are kept for five years under the Tax Administration Act. Company records are kept for the periods set by the Companies (Retention and Disposal of Company Documents) Regulations, 2023. A record that is part of an open dispute, audit, or legal claim is kept until that matter ends. After the period ends, we delete or anonymise the data.

• Encrypted connections (HTTPS) everywhere, and encryption of stored data by our hosting providers.
• Each customer workspace is kept separate, and people see only what their role allows.
• Uploaded files are private. Links to them are short-lived and issued only after an access check.
• Passwords are stored only as a one-way hash. Sign-in attempts are limited, and idle sessions end after about 30 minutes.
• Two-step verification protects our own administrative accounts.
• Changes to our software are checked for security problems before release.

No system is perfectly secure. If a breach affects your personal data and is likely to harm you, we will notify the Personal Data Protection Commission and you without undue delay, as the law requires. More detail is on our Security page.

Under the Personal Data Protection Act, 2022, you can ask us to:

• Tell you whether we hold personal data about you, and give you a copy.
• Correct personal data that is inaccurate or incomplete.
• Delete personal data we no longer have a reason to keep.
• Stop processing that causes you, or is likely to cause you, damage or distress.
• Stop using your data for direct marketing.

Email support@aumbiz.com with the subject Privacy, or use the contact form and choose Privacy request. We may ask you to confirm who you are. We answer within the periods the law sets: for example, a request to stop processing is acknowledged within 72 hours, and corrections and deletions are handled within 14 days.

If your data is in a workspace that belongs to your accountant or your employer, they decide about it. We will pass your request to them and help them respond. To delete an AutoBooks account, or to delete some data and keep the account, follow Delete your AutoBooks account at the top of this page.

You can also complain to the Personal Data Protection Commission of Tanzania.

This website does not set advertising or analytics cookies. AutoBooks uses strictly necessary cookies to keep you signed in and to remember your language. See the Cookie Policy.

Our website and AutoBooks are for businesses. They are not directed at children, and we do not knowingly collect personal data from anyone under 18.

We update this policy when our services, providers, or legal duties change. The date at the top shows the current version. If a change is significant, we will say so on this page and, for AutoBooks customers, by email.