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Privacy Policy

Last updated: CodeGraphix Lab

This Privacy Policy explains how the Committee Book mobile application (“App”) collects, uses, shares, and protects information. The App is a committee (ROSCA) tracking tool only and does not process, hold, or transfer money. All payments occur directly between members outside the App.

1Information We Collect

1.1 Account Information

We collect:

  • Display name
  • Phone number
  • Optional email address
  • Avatar URL
  • Firebase user ID
  • Account status timestamps (e.g., created/updated)

1.2 Device and Token Data

We collect:

  • Firebase Cloud Messaging (FCM) token (to deliver push notifications)
  • Device identifiers used for analytics: the Firebase app instance ID and, on Android, the advertising ID (see 1.8)

We store locally on your device:

  • System language preference
  • Theme preference
  • Your usage analytics choice (on or off)
  • Recent searches

1.3 Committee Data

We collect and store committee-related information, including:

  • Committee titles and descriptions
  • Membership status and roles (Admin/Co-Admin/Member)
  • Eligibility rules
  • Draw seeds and results
  • Audit logs of actions (e.g., overrides, mark-paid)
  • Saved search filters

1.4 Communications

We collect:

  • Group chat messages
  • Announcements
  • Notification records (title/body, related committee IDs)
  • Read/unread timestamps

1.5 Payment Tracking Data (No In-App Payments)

We collect payment tracking information, including:

  • Payment amounts (including the amount you enter when sending a payment proof)
  • Cycles and due dates
  • Statuses (paid/verified/rejected/overdue)
  • Proof metadata
  • Rejection reasons and notes

1.6 Uploaded Files

We collect and store:

  • Payment proofs and dispute evidence (images/PDFs)

You can upload a file from inside the App, or share a receipt to the App from another app (for example, a screenshot from your banking app). A shared file is only uploaded after you choose the committees it is for and tap Send. Until then it stays on your device.

Receipts can show bank account details. Please crop or cover anything you do not want your committee to see before uploading.

Files are stored in Cloudflare R2 (S3-compatible), with URLs and related metadata stored in Firebase.

1.7 Disputes

We collect:

  • Dispute type, reason, and description
  • Related cycle/payment/proof identifiers
  • Resolution details

1.8 Usage Analytics

The App uses Google Analytics for Firebase to understand how the App is used. Usage analytics is on by default, and you can turn it off at any time in the App under Profile → Preferences → Usage analytics. When it is on, we collect:

  • App interactions: screens viewed and actions such as signing up, creating or joining a committee, running a draw, and uploading or reviewing a payment proof
  • Details of those actions: committee and cycle identifiers, payment amount and currency, file type (image or PDF), and whether a proof was sent from inside the App or shared from another app
  • In-app search terms
  • Device and app information: device model, operating system and version, app version, and language
  • The Firebase app instance ID and, on Android, the advertising ID
  • Approximate location (country, region, or city), which Google derives from your IP address
  • Your Firebase user ID, so events from the same account can be counted together
  • Summary traits: the App language and theme, how many committees you belong to (in ranges such as 2–3), and whether you administer a committee

Analytics never includes your name, email address, phone number, chat messages, or the contents of uploaded files.

No crash reporting or performance SDK is included in the App.

1.9 Data We Do Not Collect

We do not collect:

  • Precise location
  • Contacts
  • SMS content
  • Calendar data
  • Banking passwords or PINs
  • Card numbers

2How We Use Information

We use collected information to:

  • Provide core functionality (authentication, committee creation/joining, draws, notifications, chat, announcements, payment tracking, disputes)
  • Communicate with you via push notifications (draws, reminders, proof status, announcements, chat mentions)
  • Support security and trust (enforce eligibility rules, prevent duplicate proofs, maintain audit trails, detect defaulters)
  • Understand and improve the App (see which features are used, where people get stuck, and how the App performs across devices and languages)
  • Measure our marketing (use aggregated analytics to understand how people find and use the App and how well our campaigns work)
  • Troubleshoot and support (investigate issues using audit logs and minimal service logs)

The App does not show ads, and we do not use your information for personalized advertising. If this changes, we will update this policy and the App’s store listings first.

3Sharing and Transfers of Information

3.1 Service Providers

We use third-party services to operate the App:

  • Firebase (Authentication, Firestore, Storage, Cloud Messaging)
  • Google Analytics for Firebase (usage analytics, see 1.8)
  • Cloudflare R2 (S3-compatible object storage for uploaded files)

These providers process and host data on our behalf, and their servers may be located outside your country. Google’s handling of analytics data is described in How Google uses information from sites or apps that use its services and the Google Privacy Policy.

3.2 Visibility Within a Committee

Committee information is shared with the members of that committee so the group can run it together. Inside the App, members of a committee can see its member list, draw results, chat, announcements, and payment status, including the payment proofs uploaded to it. Admins and co-admins review payment proofs and can accept or reject them.

People who are not members of a committee cannot see its proofs in the App.

3.3 Legal and Compliance

We may disclose information if required to:

  • Comply with applicable laws or lawful requests
  • Enforce terms
  • Protect users, our services, or the public

3.4 No Sale of Personal Data

We do not sell your personal data, and we do not share it with advertisers or data brokers.

4Data Retention

We retain information as follows:

  • Active committees: retained for the life of the committee
  • Payment proofs and related records: retained while the committee is active; archived 6 months after completion and deleted within 24 months of dissolution (configurable in operations)
  • Audit logs and disputes: retained for accountability during the above periods
  • Usage analytics: event-level data is deleted automatically by Google Analytics within 14 months; aggregated reports that do not identify you may be kept longer
  • Local preferences (theme/language/analytics choice): remain on your device until you remove the App
  • Shared files that were not sent: stay only in the App’s temporary storage on your device, which the system clears
  • Account deletion: when you delete your account, access is removed and profile data is deleted after required operational tasks (e.g., admin transfer). Certain records that affect other members (e.g., announcements, audit entries) may remain to preserve integrity. Analytics data linked to your account expires as described above, or sooner if you ask us to delete it.

5Security

We apply reasonable technical and organizational measures to protect information:

  • Data is encrypted in transit, and Firebase and Cloudflare encrypt stored data at rest
  • Access to committee data requires signing in and is restricted by server-side security rules
  • Analytics data is pseudonymous: it is linked to app and account identifiers, never to your name or contact details

No method of storage or transmission is completely secure, so we cannot guarantee absolute security.

6Your Choices and Controls

You can:

  • Manage your account: update profile information in the App
  • Delete your account: use in-app deletion controls (or see Delete Account)
  • Turn off usage analytics: in the App, go to Profile → Preferences → Usage analytics. This stops analytics collection and clears the analytics data stored on your device.
  • Reset or delete your advertising ID: on Android, in your device’s Google or Privacy settings under Ads
  • Control notifications: disable push notifications via device settings (some core updates may still appear in-app)
  • Manage files: replace/delete your own payment proof for a cycle before finalization; historical proof deletion follows the retention policy
  • Access, correct, or delete your data: email us (see Contact Us) to ask for a copy of your data, to correct it, or to delete it, including analytics data linked to your account. We respond within 30 days.

7Children’s Privacy

The App is intended for adults. Do not use the App if you are under the age permitted by your local law without parental consent. We do not knowingly collect information from children; if you believe a child has given us information, contact us and we will delete it.

8Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be highlighted in the App or release notes, and the “Last updated” date above will change. Continued use of the App after changes means you accept the updated policy.

9Contact Us

For privacy questions or requests, contact:

support@committeebook.com