1 Information We Collect
We collect information you provide directly, information generated when you use the service, and limited technical information from your device. The table below summarises the categories we handle:
| Category | Examples | How it is collected |
|---|---|---|
| Account & contact details | Name, phone number, email address, password (hashed), shop/business name, business type, shop number, address, area, city, province, category | Provided during registration and profile updates |
| Khata & business records | Customer details (name, phone, CNIC, address, photo, credit limit, due dates, notes), supplier details, transactions, cashbook entries, invoices, products and stock levels | Entered by you while using the app |
| Financial information | Transaction amounts, credit/debit balances, payment records and invoice totals | Generated from the records you create |
| Photos & attachments | Customer/supplier profile pictures, receipt images and uploaded documents | Uploaded by you through the app |
| Location information | Approximate latitude/longitude of your business, if you choose to save it | Optional, supplied by you |
| Device & technical information | Device model, OS version, FCM/notification tokens, IP address, app version | Automatically collected for app function and security |
| Customer passbook access | Token-based access so your customers can view the share of khata you choose to share | Generated when you share a passbook link |
We do not collect or process any special categories of personal data (such as biometric data, health data, or religious/political views) as part of the service.
2 How We Use Your Information
We use the information we collect to operate and improve the service, including to:
- Create and authenticate your account and keep it secure (including app lock on your device);
- Store and display your khata, udhaar, cashbook, inventory, invoice and supplier records;
- Generate reports, summaries, reminders and AI-assisted insights about your business;
- Send push notifications, payment reminders and transactional emails you request;
- Share passbook/khata information with your customers when you choose to share it with them;
- Process your subscription to Manage Khata Pro;
- Prevent fraud, abuse and unauthorised access, and comply with legal obligations;
- Provide customer support and respond to your requests.
3 Legal Bases for Processing (GDPR Users)
If the EU General Data Protection Regulation (GDPR) applies to you, we process your personal data on the following legal bases:
- Contract performance: to provide the service you asked for when you registered;
- Consent: where you opt in to notifications, location or other optional features;
- Legitimate interests: security, fraud prevention, service improvement and support;
- Legal obligation: where we must keep or share data to comply with the law.
4 Sharing & Third Parties
We do not sell, rent or trade your personal information. We share it only in the limited circumstances below:
- With your customers: only the khata/passbook information you choose to share;
- Service providers: cloud hosting, database and object storage providers that store your data on our behalf, push-notification providers, and email/SMS services used to deliver messages you request;
- WhatsApp messaging: when you choose to send khata or payment reminders to your customers through WhatsApp, we send those messages via WhatsApp/your account on your instruction;
- AI features: when you use the AI assistant, we may send the relevant business context to a third-party AI provider (such as Google Gemini) solely to generate your response;
- Legal/compliance: if required by law, court order or government request, or to protect the rights, safety and property of our users, us or others;
- Business transfers: in connection with a merger, sale or acquisition, with notice to you.
Your data is stored on secure servers operated by us or our service providers, primarily within the region where we operate, and is protected with encryption in transit (HTTPS/TLS) and at rest where applicable.
5 Data Retention
- We keep your account and business records for as long as your account is active and for as long as needed to provide the service to you.
- When you delete a shop or individual records, they move to a recycle bin and are permanently removed after the recycle-bin period.
- When you delete your account, you can restore it within a 90-day window by logging back in and verifying via WhatsApp. After that window, your account and all associated data are permanently and irreversibly deleted from our systems.
- Backups and audit logs may retain information for a short additional period for security and compliance purposes.
6 Your Rights & Choices
Depending on where you live, you may have the following rights regarding your personal data:
- Access: request a copy of the personal data we hold about you;
- Correction: update or correct inaccurate information (you can also edit most records directly in the app);
- Deletion: request deletion of your account and data (also available in-app under Settings → Delete Account);
- Restrict / object: ask us to limit or stop processing in certain circumstances;
- Data portability: receive your data in a structured, commonly used format;
- Withdraw consent: turn off notifications or other consent-based features at any time;
- Lodge a complaint: contact your local data protection authority.
To exercise any of these rights, contact us using the details in Section 9. We may need to verify your identity before fulfilling a request.
7 Data Security
- Passwords are stored hashed, never in plain text.
- All communication between the app and our servers is encrypted with HTTPS/TLS.
- Access to your account is protected by authentication tokens and an optional on-device app lock (PIN and/or fingerprint).
- We restrict internal access to personal data to authorised personnel only.
No method of transmission or storage is 100% secure. While we work hard to protect your data, we cannot guarantee absolute security. Keep your app lock and credentials safe, and use a strong PIN.
8 Children's Privacy
Manage Khata is intended for business owners and is not directed at children under the age of 13 (or the minimum age under applicable local law). We do not knowingly collect personal data from children. If you believe a child has provided us personal data, contact us and we will delete it.
9 Contact Us
If you have questions, requests or concerns about this Privacy Policy or your data, contact us at:
- Email: contact@managekhata.pk
- Phone / WhatsApp: +92 320 0397378 · Chat on WhatsApp
- Website: https://managekhata.pk
- App support: available in-app under More → Help & Support
We aim to respond to all valid requests within 30 days.
10 Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you through the app. Continued use of the service after changes take effect constitutes acceptance of the updated policy.