Privacy Policy

Last updated: 9 October 2026

This policy explains what information CashPilot ("we", "us") collects when you use the CashPilot website and mobile app ("the service"), why we collect it, and the choices you have.

1. Information we collect

• Account details: your mobile number (used to log in), and the name, email address and employee code you or your Company Admin enter.
• Company details: company name, legal name, address, contact details, GST number and logo, entered by a Company Admin.
• Cash records: cash issued to you, expenses, cash returns and adjustments, with their dates, amounts, expense heads and comments.
• Bills and attachments: photos or PDF files you upload with a transaction.
• Login and device information: the date and time of each login, IP address, device name, device type and operating system, browser, and the app version you use.
• Notification token: if you allow notifications in the mobile app, a token that lets us send them to your device.
• One-time passwords: we send an OTP to your mobile number to log you in. OTPs are sent by SMS or WhatsApp, stored only in a scrambled (hashed) form, and expire within minutes.

We do not ask for or store bank account numbers, card details or passwords, and the service does not move money.

2. How we use it

• To log you in and keep your account secure.
• To record and show petty cash balances, transactions and reports for your company.
• To send OTPs, invitations and notifications about your cash and transactions.
• To keep an audit trail of who created, changed or deleted a record.
• To detect misuse, fix problems and improve the service.

3. Who can see your information

• Your company: the Admins of a company you belong to can see your name, mobile number, group, cash balance, transactions and bills in that company. Other users of the company cannot see your transactions.
• Service providers: companies that deliver SMS and WhatsApp messages, send app notifications (Google Firebase) and host our servers receive only what they need to do that job.
• Legal reasons: we may disclose information when the law requires it.

We do not sell your personal information and do not use it for advertising.

4. How long we keep it

We keep your account information while your account exists. Transaction and audit records belong to the company's accounts and are kept for as long as the company uses the service or the law requires. Deleted transactions are marked as deleted rather than erased, so that the company's records stay complete.

5. Deleting your account

You can close your account at any time from Profile → Delete my account, in the app or on the website. This disables the account; you can then ask us to erase your personal details. See the account deletion page for what happens and what is kept.

6. Your choices

• You can view and correct your name, email and employee code in Profile.
• You can switch app notifications off in your phone's settings.
• You can ask us for a copy of your personal information, or ask a question about it, by contacting us.

7. Security

Access to company data is limited by role, connections to the service are encrypted (HTTPS), uploaded bills are served only to people allowed to see them, and logins are protected by one-time passwords with limits on repeated attempts. No system is perfectly secure, so please tell us at once if you think your account has been misused.

8. Children

The service is meant for businesses and their staff. It is not directed at children under 18.

9. Changes to this policy

If we change this policy we will post the new version here and update the date above. For important changes we will also tell you in the app.

10. Contact

Questions or requests about your information: the support contact shown in the app.