Privacy Policy – Maduuka Bookkeeping Software

 
Privacy Policy

Last Updated: December 21, 2025

Welcome to Maduuka (“we,” “our,” or “us”). We are committed to protecting your privacy and ensuring the security of your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Multi-Tenant Enterprise Resource Planning (ERP) System.

By accessing or using Maduuka, you agree to the terms of this Privacy Policy. If you do not agree with the terms of this policy, please do not access the system.

1. Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked, directly or indirectly, with you or your franchise (“Personal Information”).

A. Information You Provide to Us

  • Account Data: Names, email addresses, phone numbers, and login credentials created for staff, distributors, and administrators.
  • Business Data: Transactional records, inventory levels, sales data, financial reports, expense entries, and payroll information entered into the system.
  • Client & Distributor Data: Information regarding your customers and distributors, including contact details, purchase history, and network hierarchy (downlines).

B. Information We Collect Automatically

  • Log Data: We automatically record information about system usage, including login times, IP addresses, browser types, and actions taken within the system (Audit Logs) for security and accountability purposes.
  • Cookies & Session Data: We use session cookies to maintain your authenticated state and franchise context while you navigate the application.

2. How We Use Your Information

We use the collected information for the following purposes:

  • Service Provision: To operate and maintain the ERP system, process transactions, calculate commissions, and manage inventory.
  • Multi-Tenancy Isolation: To ensure your data is strictly segregated and only accessible within your specific Franchise context.
  • Security & Auditing: To monitor for unauthorized access, track critical system changes via audit logs, and ensure data integrity.
  • Communication: To send administrative information, such as security alerts, system updates, or password reset notifications.

3. Data Storage and Security

We implement robust security measures to protect your data:

  • Access Control: Strict Role-Based Access Control (RBAC) ensures users only access data permitted by their assigned roles.
  • Data Isolation: All database queries are filtered by Franchise ID to prevent cross-tenant data leakage.
  • Encryption: Sensitive data, such as passwords, are hashed using industry-standard algorithms.

However, please be aware that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

4. Sharing of Information

We do not sell, trade, or rent your personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners and trusted affiliates.

We may disclose your information:

  • To Franchise Owners: Data entered by staff is accessible to the Franchise Owner and authorized administrators of that specific franchise.
  • Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

5. Your Data Rights

Depending on your location and applicable laws, you may have the right to:

  • Access the personal data we hold about you.
  • Request correction of any incomplete or inaccurate data.
  • Request deletion of your personal data (subject to business retention requirements for financial records).

To exercise these rights, please contact your Franchise Administrator.

6. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of this policy.

7. Contact Us

If you have any questions about this Privacy Policy, please contact the system administrator:

Maduuka Administration
Chwezi Core Systems
Email: info@maduuka.com
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