Privacy

Updated 24 September 2026

This notice explains what Palo360 collects, where it is kept, how long we keep it, and the choices you have. Palo360 keeps your books inside the organisation you signed into, and we never sell them.

What we collect

Your account: your name, email address, a securely hashed password, and your passkey and two-factor settings.

Your business records: everything you or your team enter or import — customers, vendors, invoices, bills, bank and mobile-money statements, till sales, payroll and tax figures — and files you upload such as logos and bill attachments.

Security and usage records: sign-in times, an audit log of important changes, and basic technical details such as IP address and browser, used to keep accounts safe and fix problems.

Where it is kept and who processes it

Palo360 runs on Vercel and stores your records in a Neon Postgres database. These providers host data outside Botswana, currently in the United States. Uploaded files are stored with Vercel Blob.

Sensitive fields — bank and mobile account numbers, employee Omang and passport numbers, TIN, and authenticator secrets — are encrypted inside the database, and all traffic to Palo360 is encrypted in transit.

Backups: the database keeps a 7-day restore history, and every night we take an encrypted backup that is stored separately from the database, with GitHub in the United States, for 30 days. Backups are encrypted before they leave the database, and only Palo360 holds the key that can open them. We test restoring from them regularly.

We also use service providers for transactional email and receipt scanning, and — only if an Owner turns it on — OpenAI for the assistant’s context-aware mode (see below). They get only what they need to do that job.

How long we keep it

We keep your records while your organisation is open. If it is closed, you have 90 days to export them; then we delete them, except anything the law requires us to keep, which we delete once that requirement ends. Records that are deleted may remain in our encrypted backups for up to 30 more days, until those backups expire. Assistant history is kept for 90 days.

In-app assistant

The assistant starts in generic mode. In that mode it can explain how to use Palo360 and answer general BURS and accounting questions. It does not query this organisation’s invoices, VAT returns, till, payroll, or ledger.

An Owner can turn on context-aware mode from Settings after ticking an explicit consent box. While that mode is on, messages in an assistant conversation — and a permission-scoped snapshot of the organisation’s records — are sent to OpenAI’s API in the United States for that conversation. This is outside Palo360’s own database. Turning the setting off stops new context from being sent; it does not delete OpenAI’s processing of conversations already sent.

Bank and mobile account numbers, employee Omang, passport numbers, TIN, and authenticator secrets stay field-encrypted and are never decrypted into an assistant prompt or reply, in either mode.

Palo360 stores your assistant thread (redacted) in its own database so you can scroll earlier messages. History is kept for 90 days and you can delete it from the assistant panel. Usage (mode, organisation, length — not the full prompt) is written to the audit log.

Other processors

Sign-in, documents, and reminders may use other configured services (for example transactional email and receipt scanning). Those keys stay on the server. Palo360 does not sell organisation books.

Your choices and rights

You can see, correct and export your records in the app. You can ask us for a copy of the personal information we hold about you, to correct it, or to delete it, subject to records we must keep by law. Email support@palo360.com and we will respond in line with Botswana’s data protection law.

Questions

Palo360 is operated by Palo360 Proprietary Limited (company number BW00010015874), Gaborone, Botswana, which is responsible for your personal information. Write to support@palo360.com about anything in this notice. This notice is published in English and Setswana; if they differ, the English version applies.