Privacy Policy
What we collect, why, who else sees it, and how to get a copy or have it deleted. Written in plain language.
Who we are
PayFlowPilot is run from Nairobi, Kenya. For anything about your data, email [email protected]. We answer privacy requests within 30 days.
What we collect
Your name, email, phone number (if you add it), country, language and main currency. The financial records you add or import: accounts, transactions, bills, budgets, goals, investments, invoices and team submissions. If you use the mobile app’s SMS capture, only the bank and mobile-money messages it recognises are read and turned into transactions. We also keep sign-in and security records (device, IP address, time) and basic usage events such as pages visited and whether signup finished.
What we use it for
To run the service you asked for: show your totals, budgets, forecasts and reports; send the emails you need (verification, password reset, reminders); take payments; prevent fraud and keep accounts secure; and understand which parts of the product people use so we can improve them. We do not sell your data and do not use it for advertising.
AI features
When you use the AI advisor or AI summaries, the relevant figures from your records (for example category totals, balances and the question you asked) are sent to OpenAI to produce the answer. OpenAI processes this on our behalf and, under its API terms, does not use it to train its models. If you do not use AI features, nothing is sent.
Who else sees your data
Only the service providers we need: DigitalOcean (servers, in the United States), OpenAI (AI features), PayPal and Safaricom M-PESA (payments you make), and Zoho (sending email). Each processes data only to provide its service to us. If you join a team workspace, the owner and admins of that workspace see what you submit to it, but not your private accounts.
International transfers
Your data is stored in the United States and may be processed by the providers above in other countries. We rely on their contractual safeguards for these transfers.
How long we keep it
Your records are kept while your account is open. When you ask us to delete your account, we delete your personal data within 30 days, except payment and accounting records we must keep by law (usually up to 7 years), which are kept only for that purpose.
Your rights
You can see and correct your profile in Settings, and export your ledger to CSV or JSON at any time from the Ledger page. You can ask us for a copy of your data, to correct it, to delete your account, or to stop a particular use, by emailing [email protected] from your account address. If you are unhappy with our answer you can complain to your local data protection authority (in Kenya, the Office of the Data Protection Commissioner).
Security
Connections are encrypted, passwords are stored hashed, payment credentials stay with the payment providers, and access to production systems is limited to the people who run the service. No system is perfectly secure; if a breach affects you, we will tell you without undue delay.
Cookies and local storage
We use your browser’s storage to keep you signed in and remember preferences. We do not use advertising cookies. If we turn on analytics such as Google Analytics, we will update this page first.
Changes
We will update this page when our practices change and email you about significant changes. Last updated: 11 October 2026.
By creating an account you agree that we may process your data as described here to provide the service.