Privacy Policy

Effective Date: June 28, 2025.

Adekoo Billing (“Adekoo Billing,” “We,” “Us,” or “Our”) provides an automated invoice processing platform designed to simplify invoicing for agencies. This Privacy Policy explains how Adekoo Billing collects, uses, protects, and discloses information when You (“User,” “Client,” or “Your”) use our services, visit our website, or interact with us.

We are committed to protecting Your privacy and the privacy of the data You entrust to us. Please read this Privacy Policy carefully to understand our practices regarding Your information and how we will treat it.

1. Introduction and Scope

This Privacy Policy applies to all information collected by Adekoo Billing through:

  • Our website: www.adekoo.com
  • Our invoice processing and related services.
  • Email, phone, and other electronic communications between You and Adekoo Billing.
  • Any other interactions where you provide us with information.

This policy covers information about:

  • Our agency clients (whom we directly serve).
  • The clients of our agency clients (the recipients of invoices processed through our system).

2. Roles: Data Controller vs. Data Processor

Understanding the roles related to data is crucial for an invoice processing service:

  • Adekoo Billing as a Data Controller: We act as a Data Controller for the personal information we collect directly from our agency clients for account management, billing, marketing, and the general operation of our service. This includes Your name, contact details, payment information, and usage data of our platform.
  • Adekoo Billing as a Data Processor: For the sensitive data (including personal data of invoice recipients) that our agency clients input into our system for invoicing purposes, our agency client is the Data Controller, and Adekoo Billing is the Data Processor. We process this data strictly on the instructions of our agency clients and only to provide our services. Your obligations as a Data Controller are outlined in our Terms of Use.

3. Information We Collect

We collect various types of information to provide and improve our services.

3.1. Information We Collect Directly from Our Agency Clients (Adekoo Billing as Data Controller):

This is personal information that can directly or indirectly identify you as an individual or your agency’s representative. We collect this when you register for an account, subscribe to our service, contact us, or interact with our sales and support teams:

  • Contact Information: Name, email address, phone number, physical address (for billing or correspondence).
  • Company Information: Agency name, business address, website, and industry.
  • Account Credentials: Username and password (hashed/encrypted).
  • Billing Information: Payment method details (e.g., credit card number encrypted and tokenized by our payment processor, bank account details for wire transfers).
  • Communications: Records of your correspondence with our support or sales teams.
  • Usage Data: Information about how you use our platform, features accessed, time spent, interaction patterns (see Section 3.3).

3.2. Information Our Agency Clients Input into Adekoo Billing (Adekoo Billing as Data Processor):

This data belongs to our agency clients and typically includes personal information of their own clients (the invoice recipients). Adekoo Billing processes this data based on the explicit instructions of our agency clients:

  • Client Information: Names, email addresses, phone numbers, billing addresses, company names of the agency’s clients.
  • Financial Data: Details of services rendered, product lists, pricing, tax information, invoice amounts, invoice history, payment statuses, and notes related to specific invoices.
  • Payment Instructions: Details necessary for payment gateways to process transactions (e.g., invoice amounts, client identifiers).
  • Other Data: Any other information that the agency client chooses to include on invoices or in their client records within the Adekoo Billing platform.

Adekoo Billing does not have a direct relationship with the individuals whose personal data it processes as a Data Processor. Any individual questions or requests regarding their data should be directed to the relevant agency (the Data Controller).

3.3. Information Collected Automatically (Adekoo Billing as Data Controller):

When you visit our website or use our platform, we automatically collect certain non-personal and potentially personal information through cookies and similar technologies (see Section 6):

  • Device Information: IP address, browser type and version, operating system, device identifiers.
  • Usage Data: Pages visited, time spent on pages, referral source, clickstream data, feature usage, errors encountered.
  • Geolocation Data: General location derived from your IP address.

4. How We Use Information (Processing Purposes)

4.1. For Information Where Adekoo Billing is a Data Controller:

We use the information we collect directly from our agency clients for the following purposes:

  • To Provide and Maintain Our Services: To create and manage your account, provide access to the platform, process your subscription payments, and deliver the core invoice processing functionalities.
  • To Customize and Improve Our Services: To understand user needs, analyze usage patterns, troubleshoot issues, and develop new features and improvements to our platform.
  • To Communicate With You: To send transactional emails (e.g., invoices, service updates, password resets), respond to your inquiries and support requests, and notify you about changes to our services or policies.
  • For Marketing and Promotion: To send you promotional communications about Adekoo Billing’s services, features, and offers that may be of interest to you, where permitted by law and in accordance with your preferences. You can opt-out of marketing communications at any time.
  • For Security and Fraud Prevention: To protect our services, users, and systems from fraud, unauthorized access, and other illegal activities.
  • For Legal and Compliance: To comply with applicable laws, regulations, legal processes, and government requests; to enforce our Terms of Use.

4.2. For Information Where Adekoo Billing is a Data Processor:

Adekoo Billing processes the data uploaded by our agency clients solely to provide the agreed-upon invoice processing services to those clients, as instructed by them. This includes:

  • Generating, sending, and tracking invoices on behalf of our agency clients.
  • Displaying invoice status and history to our agency clients.
  • Facilitating payment collection through integrated third-party payment gateways.
  • Providing reporting and analytics to our agency clients based on their invoicing data.
  • Performing technical maintenance, support, and necessary security functions.

Adekoo Billing will not use this “Processor Data” for its own purposes (e.g., marketing to the agency’s clients) unless explicitly agreed upon in a data processing agreement with the agency client or required by law.

5. Legal Basis for Processing (for GDPR compliance)

For individuals protected by the General Data Protection Regulation (GDPR), our legal bases for processing your personal data (where Adekoo Billing is a Data Controller) are:

  • Performance of a contract: When processing is necessary to provide the Adekoo Billing services as per our Terms of Use (e.g., managing your account, processing your payments).
  • Legitimate interests: When processing is necessary for our legitimate business interests, provided these interests do not override your fundamental rights and freedoms (e.g., improving our services, preventing fraud, direct marketing where consent is not required).
  • Consent: Where you have given clear and unambiguous consent for specific processing activities (e.g., for certain marketing communications, certain cookie usage). You have the right to withdraw your consent at any time.
  • Legal obligation: When processing is necessary to comply with a legal or regulatory obligation (e.g., tax, accounting, or security laws).

6. Cookies and Tracking Technologies

Adekoo Billing uses “cookies” and similar tracking technologies to enhance your experience and analyze website and platform usage.

  • Cookies: Small text files placed on your device by a website. We use cookies for:
    • Essential functionality: To enable secure login, session management, and other basic features.
    • Preferences: To remember your settings and preferences.
    • Analytics: To understand how users interact with our website and platform, helping us identify areas for improvement.
    • Marketing/Advertising: To deliver relevant marketing messages and measure the effectiveness of our campaigns.
  • Analytics Tools: We use third-party analytics services (e.g., Google Analytics) to collect and analyze non-personal and aggregated data about usage patterns.
  • Your Choices: Most web browsers allow you to control cookies through their settings. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. If you disable or refuse cookies, please note that some parts of our services may then be inaccessible or not function properly.

7. Disclosure and Sharing of Information

Adekoo Billing will not sell, rent, or lease your personal information (or the personal information you input as a Data Processor) to third parties. We may share information only in the following circumstances:

  • Service Providers: We share information with trusted third-party service providers who perform functions on our behalf. These include:
    • Payment Processors: To securely process subscription payments (for Adekoo Billing’s services) and to facilitate payments for invoices sent by our agency clients.
    • Cloud Hosting Providers: To store and manage our data securely.
    • Email and Communication Platforms: To send transactional and marketing emails.
    • Analytics Providers: To analyze platform usage and improve services.
    • Customer Support Software: To manage and respond to your inquiries.
    • These service providers are contractually obligated to protect your information and are only permitted to use it for the specific purposes for which we provide it to them.
  • Third-Party Integrations Chosen by You: If you choose to integrate Adekoo Billing with other third-party services (e.g., CRM systems, accounting software, specific payment gateways), you consent to our sharing of relevant data for the purpose of enabling that integration.
  • Legal Compliance and Protection: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:
    • Comply with a legal obligation or valid governmental request.
    • Protect and defend the rights or property of Adekoo Billing.
    • Act in urgent circumstances to protect the personal safety of users or the public.
    • Protect against legal liability.
  • Business Transfers: In the event of a merger, acquisition, restructuring, or sale of all or a portion of Adekoo Billing’s assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.
  • With Your Consent: We may share your information with third parties when we have your explicit consent to do so.
  • Aggregated/Anonymized Data: We may share aggregated or anonymized information that cannot reasonably be used to identify you or your clients for research, performance analysis, or marketing purposes.

8. International Data Transfers

Adekoo Billing is a global service provider. Your personal data and the data you submit to us may be transferred to, and processed in, countries other than your country of residence, including the United States, where our servers or some of our service providers may be located. These countries may have data protection laws that are different from those in your country.

When we transfer personal data internationally, we implement appropriate safeguards to ensure that your data is protected in accordance with this Privacy Policy and applicable data protection laws. These safeguards may include:

  • Transferring data to countries that have been deemed to provide an adequate level of protection for personal data by relevant authorities (e.g., the European Commission for GDPR purposes).
  • Using specific contracts approved by relevant authorities (e.g., Standard Contractual Clauses for GDPR) which aim to give personal data the same protection it has in its origin jurisdiction.

By using our services, you consent to the transfer of your information to countries outside your country of residence.

9. Your Data Protection Rights

Where Adekoo Billing is the Data Controller for your personal information, you have certain rights subject to applicable law. To exercise any of these rights, please contact us at [email protected]. We will respond to your request within the timeframe required by applicable law.

  • Right of Access: You have the right to request a copy of the personal information we hold about you.
  • Right to Rectification (Correction): You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.
  • Right to Erasure (Deletion/“Right to be Forgotten”): You have the right to request that we delete your personal information in certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected.
  • Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal information in certain circumstances, for example, if you contest the accuracy of the data.
  • Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format, and to transmit that data to another controller, where technically feasible.
  • Right to Object to Processing: You have the right to object to the processing of your personal information in certain circumstances, particularly where we are processing based on legitimate interests or for direct marketing purposes.
  • Right to Withdraw Consent: If we are relying on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
  • Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been violated. (For GDPR, this refers to the data protection authority in your country).

For Data You Input (where Adekoo Billing is Data Processor): If you are an invoice recipient (a client of an Adekoo Billing agency client) and wish to exercise your data rights, please contact the agency that sent you the invoice directly. That agency is the Data Controller responsible for your data. Adekoo Billing will assist its agency clients in fulfilling such requests in accordance with our data processing agreements.

10. Data Retention Periods

We retain your personal information (where Adekoo Billing is Data Controller) only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • Account Data: We retain your account information for the duration of your active subscription and for a reasonable period thereafter to comply with legal obligations, enforce agreements, or facilitate account reactivation.
  • Usage and Analytics Data: Non-personal data collected through analytics tools is typically retained for a period set by the analytics provider.
  • Legal/Regulatory Obligations: In some cases, we may be required to retain data for longer periods due to legal or regulatory requirements.

For Data You Input (where Adekoo Billing is Data Processor): We retain this data as long as your agency account is active with us, and for a reasonable period thereafter as outlined in our Terms of Use and any separate Data Processing Addendum (DPA) we may have with you. Upon termination, data deletion protocols will be initiated.

11. Data Security Measures

Adekoo Billing is committed to protecting the security of your information. We implement a variety of technical and organizational security measures to protect your data from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

  • Encryption: Using Secure Socket Layer (SSL)/Transport Layer Security (TLS) technology to encrypt data in transit over the internet.
  • Access Controls: Restricting access to personal information to only employees, contractors, and agents who need to know that information for specific business purposes and who are subject to strict confidentiality obligations.
  • Firewalls and Network Security: Implementing robust firewalls and other network security measures.
  • Regular Security Audits and Penetration Testing: To identify and address potential vulnerabilities.
  • Data Minimization: Collecting only the information that is strictly necessary for the purposes outlined.
  • Employee Training: Training our employees on data protection best practices and security awareness.

While we strive to use commercially acceptable means to protect your information, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.

12. Children’s Privacy

Adekoo Billing services are not intended for individuals under the age of 18 (“Children”). We do not knowingly collect personally identifiable information from children directly or through the data our agency clients process unless that data is specifically an invoice to a legal guardian who happens to be under 18 (which is highly unlikely for B2B services). If you are a parent or guardian and you become aware that your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from a child without verification of parental consent, we will take steps to remove that information from our servers.

13. Links to Other Websites

Our website may contain links to other websites that are not operated by us (e.g., payment gateway sites). If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

14. Changes to This Privacy Policy

We may update our Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, and other factors. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the “Effective Date” at the top of this policy. We may also notify you via email or through a prominent notice on our service before the change becomes effective. Your continued use of our services after any modifications to this policy will constitute your acknowledgment and acceptance of the changes.

15. Contact Us

If you have any questions or concerns about this Privacy Policy, our data practices, or if you wish to exercise your data protection rights, please contact us:

Adekoo Billing

Email: [email protected]

For individuals within the EU/EEA: If you are not satisfied with our response or believe we are processing your personal data unlawfully, you have the right to lodge a complaint with your local Data Protection Supervisory Authority.