Privacy policy

Tencias (“we”, “us”) is an online tool that helps small businesses record stock, sales, expenses, customer debts and supplier bills.

To ask about this policy or your data, use the contact form (choose “Privacy or data request”), or open a support ticket from Help in the app.

Your account. For the details you give us to run your account (your name, email, phone number and business profile), we decide how that information is used and are responsible for it.

Records you keep about others. When you record your customers, suppliers or staff in Tencias, your business decides why and how that information is used. We store and process it only to provide the service to you, and we don't use it for anything else. You are responsible for having a good reason to keep it and for telling those people where needed.

• Account: name, email address, optional phone number, and a password (stored by our authentication provider as a one-way hash, never readable by us).
• Business profile: business name, type, industry, size, phone, address, city, state, country, currency and an optional logo.
• Records you enter: products and stock movements, sales and receipts, payments, expenses, customers (name, phone, email, location, notes), suppliers and bills, growth plans, and an activity log of changes.
• Team: email addresses of people you invite, their role, and when they last signed in.
• Support and contact: what you write in support tickets or the contact form, and your newsletter email if you sign up.
• Assistant usage: the number of questions asked per business each day and which AI provider answered. We don't keep the conversations.
• Technical: security and error logs from our hosting provider (such as the page requested and the time), kept for a short period.

• To provide the service: store your records, calculate your figures, print receipts and statements, and let your team work together.
• To keep accounts secure: sign-in, multi-factor sign-in for our administrators, limits that stop abuse, and audit logs.
• To answer support requests and send messages you need, such as sign-up confirmation, password resets and notices about plans or prices.
• To send our newsletter, only if you subscribed. You can ask to be removed at any time.

Under the Nigeria Data Protection Act 2023 we rely on: contract (we need your account and records to provide the service you signed up for); legitimate interests (keeping the service secure and answering your messages); legal obligation where a law requires us to keep or share information; and consent for the newsletter, which you can withdraw at any time.

The assistant works out every figure from your records on our servers. When AI answers are switched on, we send your question and the figures and names needed to answer it (for example, product names or which customers owe you) to OpenAI to write the reply. We don't send your whole database, passwords or payment details. Under OpenAI's published API terms, data sent through its API is not used to train its models by default; check OpenAI's current policy for how long it keeps requests.

If AI answers are switched off or unavailable, the assistant answers with built-in rules and nothing is sent to OpenAI. The assistant never changes your records on its own; anything it drafts needs you to confirm it.

We use these providers to run Tencias. They process data only on our instructions:

• Supabase — database and sign-in, hosted in Ireland (EU).
• Vercel — website and application hosting; our server functions run in Dublin, Ireland, and pages are delivered through its global network.
• OpenAI — writes assistant answers when AI answers are switched on (United States).
• Google (Gmail) — sends account and announcement emails.

We don't sell personal data, and we don't use advertising or tracking cookies.

Your data is stored in Ireland and some processing happens in the United States. We use providers that protect data with encryption in transit and at rest, access controls and contractual commitments, and we limit what we send to what each service needs. If you have questions about these transfers, use the contact form (choose “Privacy or data request”), or open a support ticket from Help in the app.

• Every connection uses HTTPS.
• The database itself checks that a person belongs to a business before showing or changing any of its records, so one business can never see another's.
• Staff accounts can only do what their role allows, and those limits are enforced by the database as well as the app.
• Our administrators must use multi-factor sign-in, and their actions are recorded in a log that can't be edited.

• Your account and business records: while your account is open. You can download them at any time.
• After you ask us to close your account: we delete your account and business records within 30 days, unless a law requires us to keep something longer.
• Our administrators' audit log: at least one year, for security.
• Contact messages and support tickets: as long as needed to deal with them, then up to two years.
• Hosting logs: a short period set by our hosting provider.

Under the Nigeria Data Protection Act 2023 you can ask to:

• see the personal data we hold about you and get a copy;
• correct it (most details can be edited in Settings);
• delete it, or close your account;
• restrict or object to how we use it;
• receive it in a portable format (Settings → Data & backup downloads a full backup, and each list has a CSV export);
• withdraw consent, such as for the newsletter.

To make a request, use the contact form (choose “Privacy or data request”), or open a support ticket from Help in the app. We'll reply within 30 days and may ask you to confirm your identity first. If you're not satisfied, you can complain to the Nigeria Data Protection Commission (NDPC).

If you're a customer or supplier of a business that uses Tencias, please contact that business first: they decide what is recorded about you. We'll help them respond.

We only use what the service needs to work:

• sign-in cookies that keep you signed in securely;
• a cookie that remembers you're trying the demo;
• your browser's storage for demo records and small preferences, such as a dismissed notice.

There are no advertising or analytics cookies.

Tencias is for businesses and isn't meant for anyone under 18.

If we make an important change, we'll tell account owners in the app or by email before it takes effect. The date at the top shows the latest version.