Circuit Bill Privacy Policy

1. Who We Are

Circuit Bill is provided by Ethercircuit Solutions. Circuit Bill helps businesses create and manage invoices, quotations, customer records, payments, account statements, and related documents.

Privacy contact: info@ethercircuit.co.za

2. Scope

This policy applies to:

• The Circuit Bill mobile app (Android and other supported platforms)
• The Circuit Bill hosted API and web application used to sync and store your data
• Optional related modules such as CRM, inventory/WMS, or storefront features where enabled for your account
• This privacy policy page at ethercircuit.co.za/circuitbill/privacy

3. Information We Collect

Depending on how you use Circuit Bill, we may collect and process the following information:

Account and authentication information

• Username
• Email address and/or phone number (at least one is required to register)
• Password (stored in hashed form on our servers; never stored in plain text)
• Authentication tokens issued when you sign in

Business and company information you provide

• Company name, address, contact details, tax/VAT identifier, and currency settings
• Banking details used on invoices (bank name, account holder, account number, branch/SWIFT codes)
• Company logo images you upload

Customer and commercial records you enter

• Customer names, addresses, phone numbers, and email addresses
• Invoices, quotations, line items, notes, statuses, dates, and totals
• Payment records and account statement snapshots
• Inventory, parts, and related images where those features are used

Support and communications

• Messages you send through in-app support, including subject, message body, and reply email address
• Device platform, app version, and operating system version submitted with support requests
• Your user identifier and company name when support is submitted while signed in
• Recipient email addresses you choose when sending invoices, quotations, or statements from the app

Technical and operational information

• API request logs, error logs, and server diagnostics used to operate, secure, and troubleshoot the service
• IP address and standard web server metadata when your device communicates with our API
• Local app preferences stored on your device, such as theme choice and saved sign-in session data

We do not use Circuit Bill to sell personal information, run third-party advertising networks, or build unrelated marketing profiles.

4. How We Use Information

We use information to:

• Create and manage your Circuit Bill account and company workspace
• Authenticate you and keep your session secure
• Store, sync, generate, and display invoices, quotations, statements, and related business records
• Generate PDF documents and send emails you explicitly request to your customers or contacts
• Provide customer support and respond to your enquiries
• Check for app updates and deliver update information where configured
• Maintain service reliability, security, backups, auditing, and fraud prevention
• Comply with applicable legal obligations

5. Legal Basis (Including POPIA)

Circuit Bill is operated from South Africa. Where the Protection of Personal Information Act, 2013 (POPIA) applies, we process personal information on one or more of the following bases:

• Contract: to provide the Circuit Bill service you sign up for
• Legitimate interests: to secure, maintain, and improve the service in a way that respects your rights
• Legal obligation: where we must retain or disclose information under law
• Consent: where you choose to send documents to third parties or contact support

If you enter your customers’ personal information into Circuit Bill, you are responsible for ensuring you have a lawful basis to collect and process that information and for providing any notices your customers require.

6. Where Data Is Stored

Circuit Bill stores account and business data on secure hosted infrastructure operated by or on behalf of Ethercircuit Solutions. Your mobile app communicates with this hosted API over encrypted connections (HTTPS/TLS).

Some information is also stored locally on your device — for example, your sign-in session token and appearance preferences — so the app can stay signed in and remember your settings.

7. Sharing Information

We may share limited information with:

• Service providers that help us host, secure, email, monitor, or support Circuit Bill (for example, infrastructure providers and SMTP email services configured for document delivery)
• Recipients you choose when you email an invoice, quotation, or statement to a customer or contact
• Professional advisers or authorities where required by law, court order, or to protect rights, safety, and security

We do not sell personal information.

8. Third-Party Services

Circuit Bill may interact with the following third-party services:

• Google Fonts — the app may download font files from Google to render typography. Google’s privacy practices are described at policies.google.com/privacy.
• Update manifest hosting — the app may check a public update manifest (for example, on GitHub Pages) to determine whether a newer version is available.
• Email delivery — when you send documents or support messages, content is transmitted through our configured email infrastructure to the intended recipient.

We choose providers that support secure operation of the service. Their handling of data is governed by their own policies where applicable.

9. Data Retention

We retain information for as long as your account is active and as needed to provide Circuit Bill, maintain records you create, resolve disputes, enforce agreements, and meet legal or accounting requirements.

Server logs and backups may be retained for a limited period for security and recovery purposes. You may request deletion of your account and associated tenant data, subject to legal, security, backup, and operational limitations.

10. Security

We use reasonable technical and organisational measures to protect information, including authenticated API access, password hashing, tenant-scoped data separation, encrypted transport, and access controls on hosted infrastructure.

No online service can guarantee absolute security. Please use a strong password, keep your device secure, and sign out on shared devices. Notify us promptly if you suspect unauthorised access to your account.

11. Your Responsibilities

When you use Circuit Bill, you are responsible for:

• Entering accurate business, customer, and billing information
• Ensuring you have permission to store and process customer personal information
• Verifying invoice, quotation, and statement content before sending it to third parties
• Complying with applicable tax, accounting, and consumer-protection laws
• Keeping your login credentials confidential

12. Your Rights

Depending on your location and applicable law — including POPIA — you may have rights to:

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of information, subject to legal and operational limits
• Object to or restrict certain processing
• Lodge a complaint with the Information Regulator (South Africa) where POPIA applies

To make a privacy request, contact info@ethercircuit.co.za with the subject line “Circuit Bill Privacy Request”. We may need to verify your identity before responding.

For account deletion steps, see our Data Deletion Instructions.

13. Children’s Privacy

Circuit Bill is a business invoicing product and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take appropriate steps.

14. International Users

Circuit Bill may be accessed from outside South Africa. If you use the service from another country, your information may be processed in South Africa and in locations where our service providers operate. By using Circuit Bill, you acknowledge that protections may differ from those in your home jurisdiction.

15. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be published on this page with a revised effective date. Continued use of Circuit Bill after an update means you accept the revised policy.

16. Contact Us

For privacy questions, data requests, or security concerns relating to Circuit Bill:

Ethercircuit Solutions
Email: info@ethercircuit.co.za
Website: ethercircuit.co.za