Privacy Policy

Last updated: 28 May 2026

SooBooks is operated by BioTrack Tech Limited, a company registered in Kenya with offices in Nairobi. This Privacy Policy explains how we collect, use, share and protect your information when you use SooBooks and related services.

1. Information we collect

We collect information you provide directly (your name, business name, KRA PIN, email, phone number, billing details), information generated by your use of SooBooks (invoices, transactions, inventory records, log files, device and browser information), and information from integrations you authorise (M-Pesa, banking connections and, once live, KRA eTIMS).

2. How we use your information

• To provide and improve the SooBooks service.
• To process payments and manage billing.
• To submit invoices and tax-related records to the Kenya Revenue Authority (KRA) via eTIMS, once that connection is live and you have enabled it.
• To process M-Pesa transactions through Safaricom’s Daraja platform on your instruction.
• To send service updates, security alerts and operational notifications.
• To detect and prevent fraud and abuse.

3. Sharing of information

We do not sell your personal data. We share information only with: (a) the Kenya Revenue Authority via eTIMS when you transmit a record (once eTIMS is live); (b) Safaricom PLC for M-Pesa transactions you initiate; (c) banks, payment processors and other integrations you connect; (d) sub-processors who help us run SooBooks (hosting, email, analytics) under written data processing agreements; and (e) authorities where required by Kenyan law.

4. Data retention and location

Your data is stored in secure cloud infrastructure. Records you create are retained for as long as your subscription is active, and thereafter only as required by Kenyan tax, accounting and statutory laws (typically seven years for financial records).

5. Your rights under the Kenya Data Protection Act, 2019

You have the right to access, rectify, erase, restrict the processing of, and obtain a copy of your personal data. You may also withdraw consent at any time and lodge a complaint with the Office of the Data Protection Commissioner (ODPC) of Kenya.

6. Security

We protect your information with secure connections, role-based access and a record of every change. No system is perfectly secure; we will notify you and the ODPC of a personal data breach within 72 hours where required.

7. Cookies

We use cookies and similar technologies to keep you signed in, remember preferences and measure aggregated usage. You can control cookies through your browser settings.

8. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email or in-product notice before they take effect.

9. Contact us

For privacy questions or to exercise your rights, contact us via WhatsApp on 0142 817 834 or through the BioTrack Tech website.

Terms of Service

Last updated: 28 May 2026

These Terms govern your use of SooBooks. SooBooks is operated by BioTrack Tech Limited, registered in Kenya. By creating an account or using the service, you agree to these Terms.

1. Your account

You are responsible for the accuracy of your account information, for maintaining the confidentiality of your credentials, and for all activity that occurs under your account.

2. Subscription and billing

SooBooks is offered on a subscription basis. Fees are quoted in Kenya Shillings (KES) and are exclusive of VAT unless stated. Subscriptions renew automatically unless cancelled before the renewal date. You can cancel at any time from your account.

3. Acceptable use

You agree not to misuse SooBooks. This includes not attempting to break our security, not reselling the service without written permission, and not using SooBooks for unlawful purposes under Kenyan law.

4. Your data and our data

You own the data you put into SooBooks. We act as a processor of your business data. We own SooBooks itself — the software, design, brand, and documentation — and you are granted a limited, non-exclusive licence to use it during your subscription.

5. Third-party integrations

SooBooks integrates with services such as Safaricom M-Pesa and your bank, and is building a connection to KRA eTIMS (not live yet). Those services have their own terms, and we are not responsible for their availability or accuracy.

6. Service availability

We work to provide a reliable service but do not guarantee uninterrupted availability. We will give reasonable notice of planned maintenance.

7. Termination

You may cancel your subscription at any time. We may suspend or terminate access if you breach these Terms, fail to pay, or use SooBooks unlawfully. On termination, you may export your data for a reasonable period before deletion.

8. Limitation of liability

To the maximum extent permitted by law, our total liability under these Terms is limited to the fees you paid for the service in the twelve months preceding the claim. We are not liable for indirect, incidental or consequential losses, including lost revenue or lost profits.

9. Governing law and disputes

These Terms are governed by the laws of Kenya. Any dispute arising out of or in connection with these Terms will be referred to arbitration in Nairobi under the Arbitration Act of Kenya.

10. Changes to these Terms

We may update these Terms. Material changes will be communicated at least 14 days in advance. Continued use of SooBooks after a change means you accept the updated Terms.

11. Contact

Reach us on WhatsApp at 0142 817 834 or via BioTrack Tech.

Data Protection

Last updated: 28 May 2026

BioTrack Tech Limited, the operator of SooBooks, complies with the Kenya Data Protection Act, 2019 (Act No. 24 of 2019) and applicable regulations issued by the Office of the Data Protection Commissioner (ODPC). This page sets out our commitments and processing practices.

Roles

For customer business data, you are the data controller and SooBooks is your data processor. We process data only on your documented instructions, except as required by Kenyan law (for example, when KRA requires the transmission of tax records).

Lawful basis for processing

• Contract — to deliver SooBooks to you.
• Legal obligation — to comply with KRA, Anti-Money-Laundering and other Kenyan statutory requirements.
• Consent — for marketing communications and optional features you opt into.
• Legitimate interest — for service security, fraud prevention and platform improvement.

Sub-processors

We use a limited list of sub-processors to deliver SooBooks. Notable categories include cloud hosting, email delivery, error monitoring, customer support tooling, and approved Kenyan integrations such as Safaricom Daraja (M-Pesa) and, once live, KRA eTIMS. Businesses that use the AI assistant also use an AI provider, as described in the full Privacy Policy. Each sub-processor is bound by a written agreement.

International transfers

Where data is processed outside Kenya, we ensure appropriate safeguards under the Kenya Data Protection Act and contractual obligations with the receiving party.

Data subject rights

Data subjects may request access, correction, erasure, restriction, objection, or portability. Requests can be made to our team or directly to you as the controller; we will assist you in responding within the statutory timelines.

Data breach notification

If a personal data breach occurs that is likely to result in risk to data subjects, we will notify the relevant controller (you) without undue delay and, where required, the ODPC within 72 hours of becoming aware.

Security

We implement technical and organisational measures including secure connections, role-based access, audit logs and staff confidentiality undertakings.

Data Protection contact

For DPA questions, breach reports, or to request a copy of our Data Processing Agreement, contact us on WhatsApp at 0142 817 834 or through BioTrack Tech.