Online CeDigIQ App

Privacy policy

Effective Date: April 2026

Digital CashBook ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights in relation to it. By using Digital CashBook, you agree to the collection and use of information in accordance with this policy.

 

1. Who We Are

Digital CashBook is a cloud-based financial record-keeping and accounting platform. For the purposes of applicable data protection law, Digital CashBook is the data controller of personal information collected through this platform.

If you have any questions about this Privacy Policy or how we handle your data, please contact us via the Contact page on our website.

 

2. What Data We Collect

We collect the following categories of personal data:

2.1. Account Registration Data

  • Full name (first name and last name)
  • Business name
  • Email address
  • Phone number
  • Country of registration
  • Password (stored in encrypted form — we never store plain-text passwords)

2.2. Profile & Business Data

  • Business logo or profile image (if uploaded)
  • Trading name, business address, and website
  • Compliance and KYC documents submitted for account verification

2.3. Financial Records Data

  • Cashbook entries, income and expense records
  • Invoice details including recipient name, email, amounts, and due dates
  • Inventory items, stock quantities, and valuations
  • Transaction references and audit logs

2.4. Technical & Usage Data

  • IP address and device information at login
  • Login timestamps and session activity
  • Browser type and operating system
  • Pages visited and features used on the platform

2.5. Communications Data

  • Messages sent to our support team
  • Email correspondence related to your account

 

3. How We Use Your Data

We use your personal data for the following purposes:

  • Account management — to create and manage your account, authenticate your identity, and provide access to the platform.
  • Service delivery — to provide the cashbook, invoicing, and inventory management features you use.
  • Communication — to send you account notifications, password resets, system updates, and support responses.
  • Security & fraud prevention — to detect unauthorized access, suspicious activity, and potential misuse of the platform.
  • Legal compliance — to meet our obligations under applicable law, including AML, CFT, and data protection regulations.
  • Platform improvement — to analyse usage patterns and improve the features and performance of Digital CashBook.
  • Billing — to manage your subscription and process plan-related communications.

 

4. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Contract — processing is necessary to deliver the services you have signed up for.
  • Legal obligation — processing is required to comply with applicable laws (e.g. AML, record-keeping regulations).
  • Legitimate interests — processing is necessary for our legitimate interests such as platform security, fraud prevention, and service improvement, provided these do not override your rights.
  • Consent — where we rely on consent (e.g. for marketing emails), you may withdraw it at any time.

 

5. Sharing Your Data

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

  • Service providers — trusted third parties who assist us in operating the platform (e.g. hosting, email delivery, payment processing) under strict confidentiality obligations.
  • Legal authorities — where required by law, court order, or regulatory authority, including in connection with AML or fraud investigations.
  • Business transfers — in the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity, subject to equivalent privacy protections.

We do not share your financial records or business data with third parties for marketing, advertising, or commercial purposes.

 

6. Invoice Recipient Data

When you create and send invoices through Digital CashBook, you provide us with the email address and name of your invoice recipient. This data is used solely to facilitate the invoice you have created. We do not use recipient data for any other purpose, and we do not contact invoice recipients independently.

You are responsible for ensuring you have a lawful basis to share your client's contact details with our platform when creating invoices.

 

7. Data Retention

We retain your personal data for as long as your account is active, and for a reasonable period thereafter as required by law or legitimate business needs. Specifically:

  • Account data is retained for the duration of your account plus a minimum period required by applicable law.
  • Financial records, invoices, and audit logs may be retained for up to 7 years in line with standard accounting record-keeping requirements.
  • Upon account deletion, personal data not required for legal compliance will be permanently deleted within a reasonable timeframe.

We recommend exporting all your records before closing your account.

 

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These include:

  • Encrypted storage of passwords
  • Secure HTTPS connections across the platform
  • Access controls limiting who within our team can access user data
  • Regular security reviews

No system is completely secure. If you believe your account has been compromised, please contact us immediately.

 

9. Cookies

Digital CashBook uses cookies and similar technologies to maintain your session, remember your preferences, and analyse platform usage. By continuing to use the platform, you consent to our use of cookies. You may disable cookies through your browser settings, though this may affect the functionality of the platform.

 

10. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access — request a copy of the personal data we hold about you.
  • Correction — request that we correct inaccurate or incomplete data.
  • Deletion — request that we delete your personal data, subject to legal retention obligations.
  • Portability — request that we provide your data in a structured, machine-readable format.
  • Objection — object to processing based on legitimate interests.
  • Restriction — request that we restrict processing of your data in certain circumstances.
  • Withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting prior processing.

To exercise any of these rights, please contact us via the Contact page. We will respond within a reasonable timeframe in accordance with applicable law.

 

11. Children's Privacy

Digital CashBook is not directed at children under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has registered on the platform, please contact us and we will take appropriate action.

 

12. Third-Party Links

The platform may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policy of any third-party site you visit.

 

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via the platform or by email. The effective date at the top of this page will reflect the most recent update. Continued use of the platform after any update constitutes acceptance of the revised policy.

 

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us through the Contact page on the Digital CashBook website.