Privacy Policy

Sakura Consulting and Administrative Services CC ("Sakura," "we," "us," or "our"), a company registered in Namibia, operates the Sakura Bookkeeping platform. This Privacy Policy describes how we collect, use, store, and protect your personal information when you use our services.

By accessing or using the Sakura Bookkeeping platform, you agree to the practices described in this policy. If you do not agree, please do not use our services.

1. Information We Collect

We collect information necessary to provide our bookkeeping services:

• Account information: name, email address, and password when you register.
• Organisation details: business name, registration number, tax information, and financial year settings.
• Financial data: journal entries, account balances, invoices, debtor and creditor records, and any other bookkeeping data you enter into the platform.
• Usage data: login timestamps, IP addresses, browser type, and pages visited to improve our services.

2. How We Use Your Information

• Providing, maintaining, and improving the Sakura Bookkeeping platform.
• Processing and storing your financial records securely on your behalf.
• Authenticating your identity and managing account access.
• Sending service-related communications, such as security alerts, updates, and support messages.
• Analysing usage patterns to enhance platform performance and user experience.
• Complying with legal obligations and responding to lawful requests from authorities.

3. How We Protect Your Financial Data

We understand the sensitivity of financial information and implement robust security measures:

• All data is transmitted over encrypted connections (TLS/SSL).
• Passwords are hashed using industry-standard algorithms (bcrypt) and are never stored in plain text.
• Access to financial data is restricted through role-based access controls, ensuring only authorised users within your organisation can view or modify records.
• Our database infrastructure is protected by firewalls and access controls, with regular security audits.
• All bookkeeping data is scoped to your organisation and is never shared across tenants.

4. Third-Party Sharing

We do not sell, trade, or rent your personal or financial information to third parties. We may share information only in the following circumstances:

• Service providers: trusted third-party hosting and infrastructure providers who process data on our behalf, bound by strict confidentiality agreements.
• Legal compliance: when required by law, regulation, or valid legal process.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice to affected users.

5. Cookies and Tracking

Sakura Bookkeeping uses cookies and similar technologies for the following purposes:

• Essential cookies: required for authentication and session management. These cannot be disabled as they are necessary for the platform to function.
• Preference cookies: to remember your settings and preferences across sessions.

We do not use advertising or third-party tracking cookies.

6. Your Rights (POPIA Compliance)

In accordance with the Protection of Personal Information Act (POPIA) of South Africa and the principles of data protection applicable in Namibia, you have the following rights:

• Right of access: request a copy of the personal information we hold about you.
• Right to correction: request correction of inaccurate or incomplete personal information.
• Right to deletion: request deletion of your personal information, subject to legal retention requirements.
• Right to object: object to the processing of your personal information in certain circumstances.
• Right to data portability: request your data in a structured, commonly used format.

To exercise any of these rights, please contact us using the details provided below.

7. Data Retention

We retain your personal and financial data for as long as your account is active or as needed to provide our services. Specifically:

• Account information is retained until you request account deletion.
• Financial records are retained for a minimum of seven (7) years in accordance with applicable tax and accounting regulations.
• Usage logs are retained for up to twelve (12) months and then anonymised or deleted.

Upon account deletion, we will remove your personal data within thirty (30) days, except where retention is required by law.

8. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you through the platform or by email. Your continued use of the platform after such changes constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact: