Privacy Policy
This Privacy Policy explains how WaltNet Innovations collects, uses and protects your personal and business information in accordance with the Zambia Data Protection Act No. 3 of 2021.
1. Identity and contact details of the platform operator
WaltNet Innovations ("WaltNet Business", "we", "us") is the platform operator. For privacy enquiries, contact us at privacy@waltnetinnovation.com. This policy applies to the WaltNet Business application and its subdomains.
2. Categories of information collected
We collect account information (name, email, role), business compliance information (registered business name, ZRA TPIN, PACRA number, address, contact details), financial and operational records you create (customers, suppliers, invoices, payments, expenses, payroll, stock, deliveries), uploaded documents, and technical usage data (device, browser, IP address where lawful).
3. Purpose and lawful basis for processing
We process your information to provide the accounting, invoicing, payroll, inventory and business management services you requested (contractual necessity), to meet legal and tax obligations including ZRA compliance (legal obligation), to secure and maintain the service (legitimate interests), and — for optional marketing — only with your consent.
4. How business and employee data is used
Business and employee data is used solely to deliver the service to your business. Payroll and employee records are processed to calculate statutory deductions (PAYE, NAPSA, NHIMA) and produce payslips. Employee data is never used to train shared models or for unrelated purposes.
5. Whether data is shared with service providers
We share data only with the infrastructure and integration providers necessary to operate the service (for example, cloud hosting, email delivery, and integrations you explicitly enable such as ZRA Smart Invoice). Providers process data under appropriate contractual safeguards and only to deliver their service.
6. Use of cloud hosting and third-party integrations
Your data is hosted on secure cloud infrastructure. Third-party integrations (for example ZRA Smart Invoice) are activated only when you configure them, and data is sent only to the integration you authorise. Credentials and API secrets are stored server-side and never exposed in the frontend, browser storage, logs or exports.
7. Data location and cross-border transfers
Data is stored on cloud infrastructure that may process information outside Zambia. Where cross-border transfers occur, appropriate safeguards are applied. You may contact us for details of the hosting region.
8. Retention periods
Tax and accounting records are retained for the period required by Zambian tax law. Payroll records are retained for the period required by employment and social security law. Security logs and audit logs are retained for a defined security period. Marketing consent is retained until withdrawn. Closed-account data is retained only as required by law, then securely deleted.
9. Security measures
We apply encryption in transit, access controls, tenant isolation, row-level security, audit logging, and least-privilege role-based access. Sensitive identifiers are masked in logs. Passwords are stored using one-way hashes. We do not store passwords, API keys, tokens, TPINs, banking details or payroll information in plaintext logs.
10. Cookies and analytics
We use essential cookies and local storage to operate the service (for example, your session and offline cache). Behavioural analytics on private accounting, payroll, HR, customer and financial screens are disabled unless appropriately configured and disclosed. You can clear local data from your browser at any time.
11. Marketing preferences
Marketing communication is optional. You must explicitly opt in by ticking the marketing consent box; it is unticked by default, and access to essential accounting services is never conditional on marketing consent. You can withdraw marketing consent at any time.
12. Data subject rights
You have the right to access, correct, restrict, object to, and request deletion of your personal data, and to withdraw consent where consent is the basis. You can exercise these rights through the in-app Privacy Request function or by contacting us. We will not automatically delete financial, tax, payroll or audit records where retention is legally required; such requests are reviewed and any lawful retention restriction is explained.
13. How to request access, correction, restriction or deletion
Submit a request through the Privacy Request function in Admin Settings, or email us. We will verify your identity before acting. We respond within a reasonable period and explain any restriction that applies.
14. How to withdraw consent
Where consent is the basis for processing (for example marketing), you can withdraw it at any time without affecting the lawfulness of processing before withdrawal. Withdrawal does not affect the core accounting services you receive under contract or legal obligation.
15. Complaint and privacy contact process
If you have a concern about how we handle your data, contact us at the email above. You also have the right to lodge a complaint with the relevant Zambian data protection authority.
16. Changes to this policy
We may update this policy to reflect legal, operational or service changes. When a material change is published, you will be asked to accept the new version before continuing to use the service. The version number and effective date below indicate the current policy.
Privacy contact
Email: privacy@waltnetinnovation.com
To exercise your data subject rights, use the Privacy Request function in Admin Settings.