Privacy Policy

1. Introduction

Welcome to Sharebook ("Sharebook", "we", "our", or "us"). Sharebook is a shared bookkeeping and team app for small businesses run by partners. It is available as a mobile app for Android and iOS and as a web app at app.sharebook.io (together, the "Service"). Sharebook is developed and operated by Inkreek.

This Privacy Policy explains what information we collect, why we collect it, who we share it with, how long we keep it, and the choices and rights you have, including how to export or delete your data.

In Sharebook, a business is set up as a workspace. The records in a workspace (for example ledger entries, payroll and chat) belong to that business and its partners. We store and process them so the workspace's members can use the Service. Workspace administrators decide who can join and what each member can see.

By using the Service, you agree to the practices described in this policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Account information (provided by you)

• Name (first and last name) and email address. Required to create an account and sign in.
• Password. Stored only as a one-way cryptographic hash; we cannot see your password.
• Phone number (optional, with country code). Used, for example, to prefill WhatsApp when sharing a payslip.
• Profile photo (optional).
• Account ID. An internal identifier we assign to your account.

2.2 Business records you and your workspace members enter

Sharebook stores the information that you and other members of your workspace choose to record, which may include:

• Workspace details (business name, logo, financial years, settings, roles and permissions)
• Ledger entries: income, expenses, salaries, partner capital, partner withdrawals and cash held by partners, with descriptions, dates, amounts and who created them
• Partner shares, profit split and settlement calculations
• Staff records, salaries, payroll runs and payslips; attendance, leave and holidays
• Asset register entries and personal loans recorded between partners
• Notes, reports, and data imported from Excel files
• An activity / audit history of changes (who changed what, and when)

This is financial information about the business. Sharebook is a record-keeping tool only. It does not move money, hold funds, lend, process payments or connect to bank accounts.

2.3 Chat content

• Messages, direct and group conversations, @mentions, polls and daily stand-up answers
• Photos, videos, files and voice notes that you choose to send
• GIFs you choose from GIPHY (we store the GIF's ID)
• Location: only when you choose to share a location in a chat. The app then reads your device's current location once and sends it as a message to that conversation. Sharebook does not track your location in the background or at any other time.
• Read status, typing indicators and online / "last seen" presence shown to people in your workspace

2.4 Technical information

• Push notification identifiers. If you allow notifications, a push subscription ID / token is created by OneSignal and Firebase Cloud Messaging and linked to your account ID so that notifications reach your device. OneSignal also records whether a notification was delivered and opened.
• Usage statistics (optional, off by default). Only if you choose Allow when the app asks (or turn on Share usage statistics in Account → Privacy & security), the mobile app sends anonymous usage statistics to Google Analytics for Firebase: which screens are opened (with record IDs removed), which features are used (for example "ledger entry created" with its type, or "settlement shared"), and basic device information (device model, operating system, app version, country from IP) with a random app-instance ID. It never includes your amounts, ledger entries, names, email, messages or files, is not linked to your account, and does not use the advertising ID.
• Sign-in sessions. We keep records of your active sessions so you can stay signed in, and so they can be ended (for example when you change your password or delete your account).
• Server logs. Like most online services, our servers record technical information such as IP address, device / browser type, the request made and the time. We use this for security, troubleshooting and abuse prevention.

2.5 Information stored only on your device

• Your sign-in token, kept in the device's secure storage
• A temporary cache of workspace data so the app opens quickly
• App preferences such as theme, privacy mode (hiding amounts) and app-lock settings

Fingerprint / Face ID: app unlock uses your device's built-in biometric system. Your biometric data never leaves your device and is never available to Sharebook.

2.6 Device permissions

You can withdraw any permission at any time in your device settings. The related feature will stop working, but the rest of the app will not be affected.

2.7 What we do not collect

• No advertising, and no advertising ID
• No analytics unless you opt in (see 2.4), and no tracking across other apps or websites
• No access to your contacts, SMS, call logs or calendar
• No background location
• No bank account log-ins or card details

3. How We Use Your Information

We use the information described above to:

• Provide the Service: show your workspace's books, calculate profit split and settlements, run payroll and payslips, deliver chat messages and files
• Create and manage your account, verify your email, reset your password and keep you signed in securely
• Send push notifications and emails about activity in your workspaces and important account or service messages
• Keep the Service secure, prevent abuse, keep an audit trail of changes, and troubleshoot problems
• If you opt in to usage statistics, understand which screens and features are used so we can fix problems and decide what to improve
• Respond to your support requests
• Comply with legal obligations

We do not sell your personal data, use it for advertising, or share it with third parties for their own marketing.

4. Who Can See Your Information

• Members of your workspaces. Your name, profile photo, and the records and messages you add are visible to other members of the same workspace, according to the roles and permissions the workspace administrators have set. Other users cannot see workspaces they are not part of.
• Workspace administrators can manage members, roles and workspace settings, and can export the workspace's records.
• People you choose to share with. If you share a payslip, PDF, report or other content outside the app (for example through WhatsApp or your device's share sheet), it is handled by the app you share it to, under that app's own terms.
• Our team, only when needed to provide support, keep the Service secure, or comply with the law.

5. Service Providers

We use the following trusted providers to run the Service. They process data only on our behalf and under our instructions, and are not allowed to use it for their own purposes.

Each provider's privacy policy: Hostinger, AWS, OneSignal, Firebase, GIPHY, OpenStreetMap Foundation.

6. Data Sharing & Disclosure

Apart from the service providers above and the people you work with in your workspaces, we disclose information only:

• Legal obligations: when required by law, court order or a valid request from a public authority, or to protect the rights, safety and security of our users, the public or Sharebook.
• Business transfers: if Sharebook is involved in a merger, acquisition or sale of assets, user information may transfer as part of that transaction. We will notify you before it becomes subject to a different privacy policy.
• With your consent or at your direction.

7. Data Retention

• Your account is kept while it is active. When you delete it, your personal details are removed or anonymised as described in Section 8.
• Business records (ledger, payroll, payslips, chat and other workspace content) are kept for as long as the workspace exists, because the business and its partners rely on them, including for accounting and tax purposes.
• Deleted workspaces are archived and anonymised (see Section 8).
• Backups are kept for a limited period and replaced on a rolling basis. Deleted information can remain in a backup until that backup expires, and is not used in the meantime.
• Server logs are kept only as long as needed for security and troubleshooting.
• We may keep limited information longer where the law requires it, or to resolve disputes and enforce our terms.

8. Deleting Your Account or a Workspace

8.1 Deleting your account

You can delete your account at any time. In the mobile app go to More → (tap your name) Account → Delete account. In the web app go to Account settings → Delete account. You can also email us. Full instructions are on our account deletion page.

When you delete your account:

• You are signed out on every device.
• You are removed from all of your workspaces.
• Your personal details are anonymised: your name is replaced with "Deleted user", and your email address, phone number and profile photo are removed. You can no longer sign in.
• Your private notes, in-app notifications and notification settings are deleted.
• Any workspace where you are the only member is archived and anonymised (its name is replaced with "Deleted workspace"), so download its data first if you want to keep it. Workspaces that have other members are not affected.

8.2 Deleting a workspace

• Only a workspace administrator can request deletion of a workspace.
• Every partner in the workspace who has a Sharebook login must approve the deletion.
• Before deletion, the administrator is offered a full export of the workspace's data.
• Once approved, the workspace is archived and anonymised. It is no longer accessible to its members.

9. Security

• All data between the app and our servers is encrypted in transit using HTTPS (TLS).
• Passwords are stored only as one-way hashes.
• Access inside a workspace is controlled by roles and permissions, and changes are recorded in an audit trail.
• The app offers app lock (fingerprint / Face ID or password) and a privacy mode that hides amounts on screen.
• Access to production systems is limited to people who need it to run the Service.

No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work to protect your information and will notify affected users and authorities of a data breach as required by applicable law.

10. Your Rights & Choices

All users

• Access and correct: view and edit your name, email, phone number and photo in Account at any time.
• Export: reports can be exported to Excel in the app, and workspace administrators can export the workspace's data. You can also ask us for a copy of the personal data we hold about you.
• Delete: delete your account in the app or web app, or by email (Section 8).
• Usage statistics: off unless you allow it; switch it on or off at any time in Account → Privacy & security. Turning it off stops collection and resets the analytics ID on your device.
• Notifications: mute categories in My notifications, or turn notifications off in your device settings.
• Permissions: withdraw camera, microphone, location or other permissions in your device settings.

EEA / UK users (GDPR)

• Right of access, rectification, erasure, restriction, data portability and objection
• Our legal bases: performing our contract with you (providing the Service), our legitimate interests (security, preventing abuse, improving reliability), your consent (for device permissions and push notifications, which you can withdraw at any time), and legal obligations
• The right to lodge a complaint with your local data protection authority

India (Digital Personal Data Protection Act, 2023)

You may request access to, correction, completion or erasure of your personal data, nominate another person to exercise your rights, and raise a grievance with us using the contact details below.

California residents (CCPA / CPRA)

You have the right to know what personal information we collect, to request its deletion or correction, and not to be discriminated against for exercising your rights. We do not sell or "share" (for cross-context behavioural advertising) personal information.

Business records: where a request concerns records that belong to a workspace (for example a ledger entry or payslip), we may need to involve that workspace's administrator, because those records also belong to the business and its other partners.

To exercise any right, email support@sharebook.io from the email address on your account. We may ask you to verify your identity.

11. Children's Privacy

Sharebook is a business tool intended for adults. It is not intended for anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has created an account, please contact us and we will delete it.

12. International Data Transfers

Our servers and service providers may be located in countries other than the one you live in, where data protection laws may differ. When we transfer data, we rely on providers that maintain appropriate safeguards for personal data.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new effective date. If the changes are significant, we will also tell you in the app or by email. Continued use of the Service after changes take effect means you accept the updated policy.

14. Contact Us

If you have questions, concerns or data requests about this Privacy Policy, contact us:

• App: Sharebook
• Developer: Inkreek
• Email: support@sharebook.io
• Website: sharebook.io
• Address: 217, Valamnagar Society, Near Akar Sports Club, Simada Gam, Surat, Gujarat, India – 395006

We aim to respond to all privacy-related inquiries within 30 days.