How we handle your information

Who we are

BRAccount is accounting software made by Black Rock in Kathmandu, Nepal. Black Rock decides how the information in this notice is used and is responsible for it. Write to privacy@blackrocknepal.com about anything here.

What we collect and why

When you visit blackrocknepal.com

The site sets no cookies and runs no analytics or tracking scripts. Our web servers record the IP address, time, page, referring page and browser of each request. We use these logs only to keep the services secure and working, never to track or profile visitors.

When you request access

Your name, work email and organization, plus anything optional you add: phone, PAN and a note. We also record the time, your IP address and your browser, to stop abuse such as repeated or automated requests. We use this only to confirm your email address, review your request and write to you about it. You give your consent with the checkbox on the form, and you can withdraw it at any time.

When you have an account

Your name, email address, phone if you gave one, your role and your organization; your password, which we store only as a one-way hash; and your sign-in history, with the time and IP address of each sign-in. We use this to let you sign in, keep your account secure and send the emails the service needs, such as password links.

Your organization's books

The invoices, customers, suppliers, payments and other records your organization enters belong to your organization. We store and process them only to provide BRAccount to it.

When you use the Entries chat or the Telegram bot

What you type and the bills you attach, and BRAccount's replies, so it can make the entry you asked for. If you connect your Telegram account, we also store your Telegram user ID, username, name and chat ID, so the bot can work as you, with your role and your organization. To understand a message or read a bill, its text or image is sent to Anthropic's Claude model; what comes back becomes an entry under your name, which stays a draft until someone allowed to post it does so.

Emails

We send confirmations, decisions, welcome and password links, and notices the service needs. We do not send marketing email.

Signing in with Google

If you choose Continue with Google, Google shares your name, your email address, whether Google has verified that address, your profile picture and your Google account ID. We store your name, email address and Google account ID with your request. Your picture is only shown back to you on the form and is not stored. We never see your Google password and get no access to anything else in your Google account. The sign-in button is loaded from Google, so Google's privacy policy also applies to it.

BRAccount's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to fill in and verify your request and to set up your account. We do not use it for advertising, do not sell it, do not use it to train AI models, and do not let anyone read it except to review your request or when you ask us for help.

Who we share it with

• Black Rock's administrators, who review requests and run the service.
• Service providers who work for us: Contabo GmbH, a German hosting company whose servers hold BRAccount, so your information is stored outside Nepal; the Nepal Fillings email service and SendGrid (Twilio), which deliver our emails; Google, only if you choose to sign in with Google; Anthropic, a US company whose Claude model reads the messages and bills you send to the Entries chat or the Telegram bot (under its commercial terms Anthropic does not train its models on them, and by default deletes them within 30 days); and Telegram, which carries the messages between you and our Telegram bot, if you use it. They handle it only to provide their service to us.
• The Inland Revenue Department, when your organization turns on IRD e-billing: invoice details go to the IRD's Central Billing Monitoring System, as the law requires.
• Authorities, when the law requires us to.

We never sell personal information and never share it for advertising.

How long we keep it

Access requests that were never approved (not confirmed, expired or rejected)

Deleted 90 days after they close, with no copy kept.

An approved access request

Kept with your account as the record of who approved it, and deleted when your account is deleted.

Your account

Until you, or the Admin of your organization, ask us to close it.

Web server logs (IP address, time, page and browser)

Deleted within 14 days on the BRAccount servers. Requests first pass through a front server shared with other services, which keeps its own access log with no fixed period yet.

Sign-in history (time and IP address)

90 days.

Copies of the emails we send

30 days.

Error reports

14 days.

Entries chat messages, and the bills attached to them

90 days, then deleted. Deleted sooner if your account is deleted.

Your Telegram connection (Telegram user ID, username, name and chat ID)

Until you disconnect it, in BRAccount or by sending /unlink to the bot, or your account is deleted.

The Telegram bot's log of the messages it handles

A log of fixed size (25 MB) on the BRAccount servers: the oldest lines are overwritten as new ones arrive, so there is no fixed period yet.

Your organization's books, invoices and their activity log

As long as Nepal's tax laws require: at least five years after the end of each income year under section 81 of the Income Tax Act, 2058, and longer where the VAT rules or the Inland Revenue Department require it.

Backups

Made every night. We keep the 14 most recent backups of each fiscal year, as the IRD e-billing procedure requires a backup of every fiscal year. A copy is also kept on a computer Black Rock controls. Deleted information can remain in a backup until that backup is removed.

How we protect it

• Everything travels over HTTPS.
• Passwords and the links in our emails are stored only as one-way hashes. Email links work once and expire: 24 hours to confirm an email address, 72 hours to set a password.
• What each person can open depends on their role. The Admin of an organization sees only that organization's people and transactions; Black Rock's administrators can see more, to run the service.
• Repeated or automated requests are limited, and the servers are backed up every night.

Your choices and rights

Nepal's Privacy Act, 2075 (2018) protects your personal information, and we follow it. You can ask us to:

• show you the information we hold about you;
• correct anything that is wrong;
• delete your information, except what the law requires us to keep;
• withdraw your consent, after which we stop reviewing your request and delete it.

Write to privacy@blackrocknepal.com from the email address you used with us, so we can confirm the request is yours. We aim to reply within 30 days. If you have an account, the Admin of your organization can also correct your details directly.

Children

BRAccount is for businesses. We do not knowingly collect information from anyone under 18.

Changes to this notice

When we change this notice we update the date at the top. If a change affects how we use information we already hold, we tell account holders by email before it applies.

Contact

Questions and requests: privacy@blackrocknepal.com. Black Rock, Kathmandu, Nepal. To ask for an account, use the request access form.