Privacy Policy
Last updated: 2 October 2026
Gonexz Books ("we", "us") provides cloud accounting, invoicing and reporting software to businesses. This policy explains what personal data we collect, how we use it and the choices you have. It applies to the Gonexz Books web application and related notifications.
1. Who is responsible for the data
For account and sign-in data of users, Gonexz Books is the data controller. For business records your organization enters into the service (clients, vendors, invoices, payments and similar), your organization is the controller and we act as its processor, handling the data only on its instructions.
2. Information we collect
- Account information: name, email address, phone number (where provided), role, profile photo and an encrypted password.
- Business records: clients, vendors, products, quotations, invoices, receipts, expenses, bank account details, tax identifiers and attachments that you or your colleagues enter.
- Security data: two-factor authentication settings, recovery codes (stored hashed), trusted-device records, IP address, browser and device details, and sign-in and audit logs.
- Support and chat messages: content you send through in-app support or assistant chat.
- Technical data: cookies needed to keep you signed in, and basic diagnostics and error logs.
3. How we use information
- To provide, maintain and secure the service, including authentication and fraud prevention.
- To generate and deliver documents, reports and reminders you or your organization request.
- To send service messages by email or WhatsApp, such as sign-in codes, invoices, payment confirmations, scheduled reports and security alerts.
- To provide support and to improve performance and reliability.
- To comply with legal obligations and enforce our terms.
We do not sell personal data and do not use your business records for advertising.
4. Email and WhatsApp messages
We send transactional and account-related messages. Automated engagement emails include an unsubscribe link. WhatsApp messages are sent through the WhatsApp Business Platform provided by Meta only to numbers supplied for that purpose, and are subject to WhatsApp's own terms and privacy policy. You can stop receiving them by contacting your organization administrator or us.
5. Sharing of information
We share data only with service providers that help us run the service (such as hosting, email delivery, messaging, and AI-assisted features), with your organization's authorized users according to their roles, when required by law, or in connection with a business transfer. Providers are bound by confidentiality and data protection obligations.
6. Data retention
We keep data while your account or organization is active and as long as needed to meet legal, tax, accounting and audit requirements. When data is no longer needed it is deleted or anonymized, subject to backup cycles.
7. Security
We use encryption in transit, hashed passwords, optional two-factor authentication, role-based access control, audit logging and session protections. No system is completely secure, so please use a strong, unique password and enable two-factor authentication.
8. Your rights
Subject to applicable law, you may request access to, correction of, or deletion of your personal data, object to or restrict certain processing, and withdraw consent where processing is based on consent. Requests about business records should usually go to your organization administrator. Otherwise, contact us using the details below.
9. International transfers
Data may be processed in countries other than your own. Where required, we use appropriate safeguards for such transfers.
10. Children
The service is intended for business use and is not directed to individuals under 18.
11. Changes to this policy
We may update this policy from time to time. Material changes will be notified in the application or by email, and the "Last updated" date above will change.
12. Contact us
Questions or requests: gbooks@gonexz.com. See also our Terms & Conditions.