Privacy Policy

1. Who we are

aiCountant is a cloud accounting, point of sale, inventory and online sales service operated by Alpha X ("Alpha X", "we", "us"). This Privacy Policy explains what personal data we collect when you use aiCountant, our website at https://aicountant.asia, and the sales channels that businesses connect to aiCountant, including Facebook Messenger and Telegram. It also explains how we use, share and protect that data, and the choices you have.

aiCountant is used by businesses ("Merchants"). When a Merchant uses aiCountant to manage its own customers, orders and chats, the Merchant decides why and how that customer data is used, and Alpha X processes it on the Merchant's behalf to provide the service. For data about Merchant accounts and our own website, Alpha X decides how the data is used.

2. Data we collect

Account data

When a Merchant or its staff sign up or are invited, we collect name, email address, phone number (if provided), business name, role, password (stored only as a secure hash) and sign-in records such as dates, IP address and device or browser information.

Business data

Information a Merchant enters or generates in aiCountant, such as the chart of accounts, journals, invoices, vendor bills, payments, products, prices, stock levels, POS sales and shifts, online shop orders, delivery settings and customer and supplier records. Customer and supplier records can include names, phone numbers, email addresses and delivery addresses.

Channel connection data

When a Merchant connects a sales channel, we store the details needed to operate it, such as a Facebook Page ID, a Page Access Token, an app secret or a Telegram bot token. These credentials are stored encrypted or otherwise protected and are only used to send and receive messages for that Merchant.

Website data

Our marketing website does not use advertising or analytics cookies. Our hosting provider may keep standard server logs (such as IP address, browser type and the pages requested) for security and reliability.

3. Facebook Messenger and Telegram data

If you message a Merchant's Facebook Page or Telegram bot that is connected to aiCountant, we receive and process the following on the Merchant's behalf:

We only receive data that you send to the Page or bot, or that Meta or Telegram provides through their platforms for that conversation. We do not access your friends list, your other conversations or other Facebook or Telegram data.

4. How we use data

• To reply to you in Messenger or Telegram, including automated replies generated by our AI assistant using the Merchant's product, price and stock information.
• To process orders: create carts and orders, check and reserve stock, calculate delivery fees, show payment instructions such as a KPay QR code, confirm payments and arrange delivery.
• To provide aiCountant to Merchants: accounting, POS, inventory, reporting, user management and customer support.
• To keep the service secure and reliable: authentication, fraud and abuse prevention, troubleshooting, backups and audit logs.
• To communicate with Merchants about their account, service changes and support requests.
• To meet legal obligations, such as record-keeping and responding to lawful requests.

We do not use Messenger or Telegram data for advertising, and we do not sell personal data. We do not use one Merchant's customer data to serve another Merchant.

5. Legal bases

Where the law requires a legal basis, we rely on: performing a contract (providing aiCountant to Merchants and processing the orders you place); our legitimate interests (keeping the service secure and improving it in ways you would expect); compliance with legal obligations; and your consent where it is required. You start a conversation with a Merchant voluntarily and can stop at any time.

6. How we share data

We share personal data only as needed to run the service:

• The Merchant you are dealing with, which can see your conversations, orders and delivery details in its aiCountant workspace.
• Meta Platforms (for Facebook Messenger) and Telegram, to send and receive messages. Their own privacy policies apply to how they handle your data.
• Payment providers, such as KBZPay (KPay), when a payment is made or confirmed.
• Service providers that help us operate aiCountant, such as cloud hosting, database, email and AI language model providers that generate chat replies. They may only process data on our instructions and must protect it.
• Delivery partners chosen by the Merchant, to deliver your order.
• Authorities, when required by law or to protect the rights, property or safety of users, Merchants or the public.
• A successor, if Alpha X is involved in a merger, acquisition or sale of assets, subject to this Policy.

We do not sell or rent personal data, and we do not share it with data brokers or advertisers.

7. Storage and security

Data is stored on secure cloud infrastructure. We use encryption in transit (HTTPS/TLS), access controls based on roles, separation of each Merchant's data, hashed passwords, protected storage of channel tokens, verification of incoming webhook requests from Meta and Telegram, and regular backups. Only authorised Alpha X staff who need access to support or operate the service can access data. No system is completely secure, but we work to protect data and will notify affected Merchants of a security incident as required by law.

8. Retention

• Account and business data is kept while the Merchant's account is active. After an account is closed, we delete or anonymise it within 90 days, unless the Merchant asks for an export first or we must keep it longer by law.
• Messenger and Telegram conversation data is kept while the Merchant's channel is connected and as long as the Merchant needs it to handle orders, returns and support, unless deletion is requested sooner.
• Order and accounting records may be kept for longer where tax or accounting law requires the Merchant to keep them.
• Backups are overwritten on a rolling basis, and deleted data is removed from them as the backups expire.

9. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict certain processing, and to withdraw consent. To use these rights, contact us at sithu@alphax.biz. If you are a customer of a Merchant, you can also contact the Merchant directly, and we will help them respond. We may need to verify your identity before acting on a request. We will not treat you differently for using your rights.

10. Data deletion

You can ask us to delete the data we hold about you, including Messenger and Telegram data. See our User Data Deletion instructions for how to make a request and what happens next.

11. Cookies

The aiCountant application uses essential cookies and browser storage to keep you signed in, remember preferences such as light or dark theme, and protect against attacks. We do not use advertising cookies. Our marketing website does not set tracking cookies.

12. Children

aiCountant is a business service and is not directed to children under 13 (or the minimum age required in your country). We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

13. International transfers

Our service providers, including Meta, Telegram and cloud hosting providers, may process data outside Myanmar. When data is transferred, we take reasonable steps to make sure it stays protected as described in this Policy.

14. Changes to this Policy

We may update this Policy from time to time. We will post the new version on this page with a new effective date and, if the changes are significant, notify Merchants by email or in the app. Please review this page regularly.

15. Contact us

If you have questions about this Policy or how we handle personal data, contact: