Committee Book – Privacy Policy

Last updated: 2025-12-15

This Privacy Policy explains how the Committee Book mobile application (“App”) collects, uses, shares, and protects information. The App is a committee (ROSCA) tracking tool only and does not process, hold, or transfer money. All payments occur directly between members outside the App.

1) Information We Collect

1.1 Account Information

We collect:

  • Display name

  • Phone number

  • Optional email address

  • Avatar URL

  • Firebase user ID

  • Account status timestamps (e.g., created/updated)

1.2 Device and Token Data

We collect:

  • Firebase Cloud Messaging (FCM) token (to deliver push notifications)

We store locally on your device:

  • System language preference

  • Theme preference

1.3 Committee Data

We collect and store committee-related information, including:

  • Committee titles and descriptions

  • Membership status and roles (Admin/Co-Admin/Member)

  • Eligibility rules

  • Draw seeds and results

  • Audit logs of actions (e.g., overrides, mark-paid)

1.4 Communications

We collect:

  • Group chat messages

  • Announcements

  • Notification records (title/body, related committee IDs)

  • Read/unread timestamps

1.5 Payment Tracking Data (No In-App Payments)

We collect payment tracking information, including:

  • Payment amounts

  • Cycles and due dates

  • Statuses (paid/verified/rejected/overdue)

  • Proof metadata

  • Rejection reasons and notes

1.6 Uploaded Files

We collect and store:

  • Payment proofs and dispute evidence (images/PDFs)

Files are stored in Cloudflare R2 (S3-compatible), with URLs and related metadata stored in Firebase.

1.7 Disputes

We collect:

  • Dispute type, reason, and description

  • Related cycle/payment/proof identifiers

  • Resolution details

1.8 Optional Analytics and Diagnostics

We may collect limited standard Firebase service logs (e.g., initialization and notification events).

  • No crash reporting or performance SDK is included in this build.

1.9 Data We Do Not Collect

We do not collect:

  • Precise location

  • Contacts

  • SMS content

  • Calendar data

2) How We Use Information

We use collected information to:

  • Provide core functionality (authentication, committee creation/joining, draws, notifications, chat, announcements, payment tracking, disputes)

  • Communicate with you via push notifications (draws, reminders, proof status, announcements, chat mentions)

  • Support security and trust (enforce eligibility rules, prevent duplicate proofs, maintain audit trails, detect defaulters)

  • Troubleshoot and support (investigate issues using audit logs and minimal service logs)

3) Sharing and Transfers of Information

3.1 Service Providers

We use third-party services to operate the App:

  • Firebase (Authentication, Firestore, Storage, Cloud Messaging)

  • Cloudflare R2 (S3-compatible object storage for uploaded files)

These providers process and host data on our behalf.

3.2 Admin Visibility and Access Controls

  • Committee admins and payout recipients can view payment proofs for their committee.

  • Other members cannot access other members’ proofs.

3.3 Legal and Compliance

We may disclose information if required to:

  • Comply with applicable laws or lawful requests

  • Enforce terms

  • Protect users, our services, or the public

3.4 No Sale of Personal Data

We do not sell your personal data.

4) Data Retention

We retain information as follows:

  • Active committees: retained for the life of the committee

  • Payment proofs and related records: retained while the committee is active; archived 6 months after completion and deleted within 24 months of dissolution (configurable in operations)

  • Audit logs and disputes: retained for accountability during the above periods

  • Local preferences (theme/language): remain on your device until you remove the App

  • Account deletion: when you delete your account, access is removed and profile data is deleted after required operational tasks (e.g., admin transfer). Certain records that affect other members (e.g., announcements, audit entries) may remain to preserve integrity.

5) Security

We apply reasonable technical and organizational measures to protect information:

  • Firebase and Cloudflare provide encryption in transit and at rest for stored data

  • Firestore security rules restrict access to authorized members/admins; proofs are scoped to the related committee

  • App Check exists in code but is currently disabled; enable before production for improved abuse protection

6) Your Choices and Controls

You can:

  • Manage your account: update profile information in the App

  • Delete your account: use in-app deletion controls

  • Control notifications: disable push notifications via device settings (some core updates may still appear in-app)

  • Manage files: replace/delete your own payment proof for a cycle before finalization; historical proof deletion follows the retention policy

7) Children’s Privacy

The App is intended for adults. Do not use the App if you are under the age permitted by your local law without parental consent.

8) Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be highlighted in the App or release notes. Continued use of the App after changes means you accept the updated policy.

9) Contact Us

For privacy questions or requests, contact: m.usmanconsol@gmail.com

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