Privacy Policy

1. Scope

This policy applies to the Kola Billing ERP website, business-management features, support interactions and WhatsApp Cloud API integration operated by Kola Infotech-Billing. A business using Kola Billing controls the customer, supplier and employee information it enters into the service.

2. Information we handle

Depending on how the service is used, we may process:

• Account information such as names, work email addresses, roles and authentication records.
• Business records such as company, branch, customer, supplier, employee, product, invoice, payment and inventory information.
• Communication data such as phone numbers, consent records, template variables, message content and WhatsApp delivery events.
• Technical and security data such as request identifiers, timestamps, IP-derived security events, device or session information and error logs.
• Information supplied when a user contacts us for support or requests data deletion.

3. How we use information

• Provide billing, accounting, inventory, reporting and communication functions.
• Generate and deliver invoices, receipts, reminders and operational notices.
• Authenticate users, enforce permissions, prevent misuse and maintain audit records.
• Back up, troubleshoot, secure and improve service reliability.
• Respond to support, privacy and legal requests.
• Comply with applicable tax, accounting, regulatory and legal obligations.

We do not sell personal information.

4. When information is shared

Information may be shared with service providers only as needed to operate Kola Billing. These may include cloud hosting, email delivery, backup, security and communications providers. WhatsApp messages and related identifiers are processed by Meta and WhatsApp under their own terms and policies.

We may also disclose information when required by law, to protect users or the service, or during a legitimate business reorganisation subject to appropriate safeguards.

5. Security and international processing

We use access controls, encrypted transport, protected credentials, audit records and encrypted storage or backups where supported. No service can guarantee absolute security. Service providers may process information in locations outside the user’s state or country, subject to applicable safeguards.

6. Retention

We keep information while an account is active and as needed to provide the service. Some business, tax, transaction, security and audit records may be retained longer when required by law or legitimate operational needs. Deleted information may remain temporarily in protected backups until the normal backup cycle expires.

7. Your choices and rights

Subject to applicable law, individuals may request access, correction or deletion of their personal information, or object to certain processing. WhatsApp recipients may withdraw consent or opt out through the business that contacted them. Account administrators can correct many business records directly in Kola Billing.

For deletion instructions, visit our Data Deletion page.

8. Children

Kola Billing is a business service and is not intended for children. We do not knowingly solicit personal information directly from children.

9. Changes to this policy

We may update this policy to reflect service, legal or operational changes. The effective date above will be revised when changes are published.