Privacy Policy

1. Who is responsible

Osama Saeed, trading as Caprastacks, at Office No. 108, Sajjad Center, H3, Johar Town, Lahore, Pakistan, decides how the information described here is handled. Write to osama@caprastacks.com about anything on this page.

2. What we collect

Your account. Your name, email address, and a password we store only as a one-way hash — we cannot read it, and neither can anyone who takes a copy of our database. If you sign in with Google instead, we never receive a password at all — Google confirms who you are and passes us your name and email address, which is all we keep. We do not store your Google profile picture, and we cannot see anything else in your Google account.

Your books. Everything you record: companies, accounts, customers, suppliers, products, vouchers, stock, and the files you attach. We hold this because it is the service; we do not analyse it, sell it, or use it to train models.

Billing. What you bought, when, and what you paid. Card numbers never reach us — you enter those on the payment provider’s own page.

Sign-in records. The time, browser and IP address of each sign-in, and the city that address maps to, so the account owner can see where their account has been used and sign a device out. The city is worked out on our own server from a locally stored lookup file, so nothing about you is sent anywhere to produce it.

Support conversations. What you write in the chat, and any screenshots you attach.

No advertising trackers and no analytics profiles. We run no analytics product at all — there is nothing counting your visits or building a profile of you. The only cookies we set are the ones that keep you signed in and protect forms from cross-site abuse.

Two things on our pages are loaded from someone else’s server, and both reveal your IP address to them simply by being fetched, so they are worth naming rather than glossing over:

• Google Fonts. Our typefaces are served by Google. Your browser asks Google for them, which tells Google your IP address. Google states it sets no cookies for this.
• Video players. A few help articles embed a video. YouTube videos are loaded through youtube-nocookie.com, which does not set tracking cookies unless you press play; Vimeo videos load from Vimeo. Help articles without a video load neither.

3. Where it is kept

On a dedicated server in Frankfurt, Germany, run on Akamai Cloud (Linode) — inside the European Economic Area. Connections are encrypted in transit. Backups are taken daily.

Each company’s records are kept separate from every other company’s: which company you are reading is resolved from your signed-in session and never from anything in the address bar, and every row in the database is tied to its own company by a foreign key.

How that separation is enforced, how signing in is protected, and what we do not have are set out on the security page.

4. Who else can see it

Only the services below, each doing one job for us, and each named because it can touch customer data. We add nothing to this list without updating this page.

We will also hand something over if the law genuinely requires it. If that ever happens and we are allowed to tell you, we will.

Some of these services are outside Pakistan, so your information may be processed abroad. We only use services that commit to protecting it, and we send each one the least it needs to do its job.

5. The support assistant, and what it is told

The chat is answered first by a language model. What is sent to the model provider is: the message you typed, the help articles it is answering from, and a small amount of context about your account — your plan, and which screen you were on.

No financial data is ever sent. No balances, no invoice totals, no customer or supplier amounts, no stock figures. That boundary is enforced in the code and held in place by an automated test, not by a policy anyone has to remember. The assistant explains how the software works; the software itself shows your numbers.

If the assistant cannot answer, the conversation is passed to a person — the founder — who can see the thread.

6. Trade Network and connected companies

Two features deliberately move information between companies. Both are off until you switch them on, and neither happens silently.

Connected companies links two companies that you own. A voucher recorded in one can create the matching entry in the other. Nobody outside your own account is involved.

Trade Network is different, and worth reading twice: it connects you to another business that also uses Caprastacks — a customer or supplier of yours. Connecting requires a code that one of you gives the other, so it cannot happen without both sides acting.

Once connected, that business receives notices when entries involving them change, so the two of you can compare your records and chase what is outstanding. This means information about your dealings with that party becomes visible to them — which is normally exactly the point, since they are the other side of those same transactions. It does not give them your books: they see notices about entries that concern them, never your other customers, your other suppliers, your stock, your margins or your balances with anyone else. A Trade Network notice never writes anything into either side’s ledger.

Either side can end the connection at any time, from the Trade Network screen. Ending it stops all further notices.

7. Your staff

If you invite staff into a company, you decide which areas each of them may use, and which warehouses. Their name, email address and sign-in records are visible to the account owner, and their actions appear in that company’s activity log. Tell the people you invite that this is how it works.

8. How long we keep it

• Your books: for as long as your account exists, including after a plan lapses. A lapsed plan never causes deletion.
• If you erase a company: it is frozen for seven days after you confirm with the emailed code, then permanently erased. We cannot bring it back afterwards, so export first.
• Billing records: kept as long as tax law requires, even after a company is erased.
• Export files: the temporary download links we generate expire shortly after use.
• Backups: daily, on a rolling window, so a recently deleted record may sit in a backup for a short time after you remove it.

9. What you can ask for

• A copy. You do not need to ask — export it yourself, any time, on any plan.
• A correction. Your account details are editable in the app. Posted vouchers are never edited, by design; corrections reverse and re-post so the audit trail survives.
• Erasure. Delete a company from inside the app, or write to us to close the account entirely.
• An explanation. Ask us anything on this page and you will get a real answer from the person who wrote the code.

10. If something goes wrong

If customer data is exposed in a way that puts you at risk, we will tell the affected account owners directly, and tell them what happened, what it affected and what we did about it. We would rather write an embarrassing email than a quiet one.

11. Children

This is business software and is not intended for anyone under 18.

12. Changes to this policy

The date at the top says when this last changed. If we start using a new service that can touch your data, or change what we collect, we will update this page and email the account owner before it takes effect.