Privacy Policy

1. Two roles

• Account information — about the people who sign up and use Kulnabooks — is handled by us, for running the Service.
• Your business data — including information about your customers, suppliers and staff that you enter — belongs to your business. We handle it only on your behalf, to provide the Service to you. If one of your customers asks about their information, they should contact your shop; we will help you respond.

2. What we collect

When you sign up and set up your workspace

• Your name, email address, password (stored only as a one-way hash), and preferred language.
• Your business profile: business name, address, phone, email, commercial registration number, VAT number, logo, and your branches' names, codes, addresses and phones.

When your team uses the Service

• Users: name, email, phone, roles and branches, and a cashier PIN stored only as a one-way hash.
• Your business data: products and photos, stock, batches and serial numbers, sales, returns, purchases, payments, accounting entries, and records of your customers (name, phone, email, address, tax ID, credit limit, balance) and suppliers (contact details, tax ID, bank account, balance).
• Sign-in sessions: the time, the IP address and the browser or device description.
• An audit log of changes in your workspace: who did what and when, what changed, and the IP address and device description.
• Tills: a name, the device description, who approved it, and when it was last used. A till's secret is stored only as a hash.

When you use the Kulnabooks Business app

• The phones you are signed in on: a description of each phone, when it was last used, and — if you allow notifications — a push token from Google Firebase Cloud Messaging, so we can send alerts to that phone. You can see these phones in the app and sign any of them out.
• Photos and files you choose to send: a supplier bill, an expense receipt or a product label to be read, a product photo, or a bank-transfer screenshot attached to a payment. The app uses the camera only when you open a scan or photo screen. Barcodes are read on the phone itself; a photo leaves the phone only when you send it.
• The app does not use your location, contacts or microphone. Bluetooth is used only to print shelf labels on a printer you have already paired with the phone.

When you use the AI features

• What you ask the Kulna Assistant, its answers, and any photo or file you attach. A question you speak instead of typing (on the web) is turned into text and not kept as a recording.

Automatically

• Our servers record each request's time, address, result and the IP address, and our web server records the IP address and browser description, to operate and secure the Service.

We do not use advertising, analytics or tracking services, and we do not use cookies.

3. Why we use it

To create and secure your account; to provide the Service (selling, stock, purchasing, accounting, reports, offline tills, and the owner app); to send you account emails such as sign-in codes, password resets, invitations and notifications you choose, and push alerts to your phone; to bill your subscription; to support you when you ask; to detect and prevent misuse (for example locking an account after repeated wrong passwords); and to meet legal obligations. We do not sell your information, we do not use it for advertising, and we do not use your business data for anything other than providing the Service to you.

4. Who else sees it

• Our email provider delivers the emails the Service sends, so it processes the recipient address and the message.
• Our hosting provider, Namecheap, runs the servers — outside Sudan — where the Service and its backups are stored.
• Anthropic (AI reading and the Kulna Assistant). When you ask Kulnabooks to read a supplier bill, a receipt, a product label or a price list, or you use the Kulna Assistant or the AI summaries and suggestions your plan includes, our server sends what that feature needs to Anthropic, which runs the Claude AI models: the photo or file, your question, and the figures and names from your workspace that the answer is based on (for example product names, totals, or a customer's name and balance). Anthropic processes it to return the result to us, on terms that do not let it use it to train its models. We do not keep bill, receipt or label photos after they are read; the draft they produce is saved only if you save it.
• OpenAI (spoken questions). If you ask the Kulna Assistant a question by voice, the recording is sent to OpenAI to be turned into text, on the same kind of terms. Neither the recording nor the text is stored by us; the text goes into your question box for you to check and send.
• Google Firebase Cloud Messaging (push alerts). To deliver an alert to the Kulnabooks Business app, we send Google the phone's push token and the alert's short text — a title and one sentence, which may include an amount or a name. The details open in the app, from our servers.
• These providers are outside Sudan, mainly in the United States, and handle the information only to provide their service to us.
• Password safety check. When a password is chosen, our server sends the first five characters of a one-way code of it to the pwnedpasswords.com service to check whether it appears in known data breaches. The password itself, and the full code, never leave our server.
• Images you link. If you add a product photo by pasting a web address, our server downloads it from that address.
• Anyone holding a receipt or invoice you issued. Its QR code opens a page showing that document: your shop's name and VAT number, the items, and the totals — no customer details. Older receipt and invoice links also show your shop's address and phone and, on an invoice, your customer's name.
• Our operators, to run and support the Service: they can see workspace details, users, sign-in sessions and billing, and can suspend a workspace. A read-only "view as workspace" is limited to 15 minutes, needs a written reason, and is recorded in our operator log and in your workspace's own audit log.
• Authorities, when the law requires it.

5. On your devices

Kulnabooks stores in your browser or app only what it needs to work:

• your sign-in session, and a till's device credentials and receipt counter;
• display preferences (language, theme, table settings);
• on tills, an offline copy of the catalogue, customer list and cashiers' PIN hashes, and sales not yet sent — so the till can keep selling without internet. Signing out removes the catalogue and customer copy; unsent sales stay on the device until they are sent, so no sale is lost;
• in the Kulnabooks Business app, a copy of what you last viewed (figures, products and stock, customers and suppliers with their balances, recent invoices and payments) so the app opens quickly and works without internet, and actions and photos waiting to be sent. A photo is deleted from the phone once it has been sent. Signing out, or being signed out from another device, deletes the app's data from the phone.

The Windows and Android till encrypts its sign-in and device credentials with the operating system's own protection. The Kulnabooks Business app keeps its data in an encrypted database whose key is held by Android's own key store, can require your fingerprint or face to open, and is not copied into phone backups. Anyone with access to an unlocked device may see what is on it — protect your devices.

6. How we protect it

Passwords and PINs are stored as one-way hashes; accounts lock after repeated failed sign-ins; sessions use short-lived tokens that are replaced on every use; connections are encrypted (HTTPS); access inside a workspace is controlled by roles and branches; new tills need a manager's approval; sign-in by emailed code is available and can be required for everyone. No system is perfectly secure: if we learn of a breach that affects your information, we will tell you without undue delay.

7. How long we keep it

• While your workspace is active, we keep your data so the Service works. Records you delete are generally marked as deleted rather than erased, to keep your accounting history consistent.
• Kulna Assistant conversations are kept for 30 days and then deleted, with the files attached to them; you can delete a conversation sooner. A file attached but never sent is deleted after 7 days.
• A phone's push token is removed when that phone is signed out.
• Backups are taken daily and kept for 30 days.
• Server logs are kept for up to about one month.
• Audit logs are kept for as long as your workspace's data is kept.
• After your workspace is cancelled or ends, we keep your data so you can return or ask for a copy, until you ask us to delete it. We then delete it, except where the law requires us to keep something longer.

8. Your choices and requests

You can view and correct your account and business information in the Service at any time, and export reports and lists to Excel, CSV or PDF. You can also email support@kulnabooks.com to:

• get a copy of your workspace's data — we will provide it within 30 days;
• correct information you cannot change yourself;
• delete your account or your workspace's data — some records may have to be kept where the law requires, and deleting a workspace cannot be undone;
• ask a question or make a complaint about how your information is handled.

To delete your account or your workspace, follow the steps at kulnabooks.com/delete-account, or email us. Removing the Kulnabooks Business app, or signing out of it, deletes its data from that phone but does not delete your account.

We may need to confirm that a request comes from the workspace's owner before acting on it.

9. Children

The Service is for businesses and is not directed at children.

10. Changes

We will show the date of the latest version at the top and tell you of material changes in the Service or by email before they take effect.

This policy is published in Arabic and English. If the two differ, the Arabic version prevails.