KeyBiz App Privacy Policy

KeyBiz Consultancy OPC (“KeyBiz,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal and business information you provide through the KeyBiz Consultancy mobile application, client portal, and related services.

This Privacy Policy explains what information we access or collect, how it is used, when it may be shared, how it is protected, and the choices available to you.

For purposes of Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, KeyBiz Consultancy OPC acts as the personal information controller for personal data processed through the KeyBiz app and services, except where another organization independently determines the purposes and means of processing.

1. Information We May Collect

Account Information

• Name, email address, username, and mobile number
• Login and account-security information
• Client identification number

Business and Tax Information

• Registered business name, business address, TIN, and RDO information
• Tax type and registration details
• Filing schedules, BIR forms, compliance records, and related documents

Financial and Service Records

• Reported sales and expenses
• Retainer fees, outstanding balances, and tax-due estimates
• Payment status and transaction references
• Filing, registration, document, and service-request status

Documents and User-Submitted Content

• Receipts, invoices, tax documents, and other files you intentionally select or upload
• Information extracted from scanned documents
• Messages, support requests, and service instructions

App and Device Information

• Push-notification token
• App version and basic device information needed for compatibility and security
• Login-session information, security tokens, and technical logs

2. Device Permissions

The KeyBiz app may request the following permissions only when needed for a related feature:

Camera

Used to scan or capture client-selected receipts, invoices, and documents.

Photos, Videos, and Storage

Used to allow you to select files, receipts, images, videos, or supporting documents from your device. The app does not request unrestricted access to all files on your device.

Notifications

Used to send payment, filing, document, account, security, and service-status updates.

Location

Used only for location-assisted services, such as nearby service information or RDO-related assistance, when this feature is available and you provide permission.

Calendar

Used only when you choose to synchronize a KeyBiz or BIR deadline with your device calendar.

Contacts

Used only when you intentionally select a contact for an available referral or contact-related feature.

Microphone

Used only for an available voice-note, audio, or communication feature that you choose to use.

Nearby Devices

Used only for an available Bluetooth or nearby-device feature that you choose to use.

Biometrics

Fingerprint or device authentication is handled by Android’s secure biometric system. KeyBiz does not receive or store your fingerprint or biometric template.

3. Purposes and Legal Bases for Processing

We process personal data only when there is an appropriate legal basis, including your consent, performance of a service agreement, compliance with a legal obligation, or a legitimate business interest that does not override your rights and freedoms.

Personal data may be processed for the following purposes:

• Create and manage client accounts
• Authenticate users and protect account access
• Provide bookkeeping, registration, tax, payment, and compliance services
• Display client records, balances, deadlines, and service statuses
• Process user-requested uploads, scans, and service transactions
• Send relevant notifications and account updates
• Respond to support and service requests
• Improve app reliability, security, and performance
• Meet legal, tax, accounting, regulatory, and recordkeeping obligations
• Prevent fraud, misuse, and unauthorized account access

4. Disclosure and Authorized Data Sharing

KeyBiz does not sell personal information.

Information may be accessed or shared only when reasonably necessary with:

• Authorized KeyBiz staff who provide services to the client
• Hosting, email, notification, security, and technical-service providers
• Payment-service providers selected for a transaction, such as Payloro, Paynamics, or Dragonpay
• Government agencies or authorized platforms when required for a client-requested filing, registration, payment, or compliance service
• Legal or regulatory authorities when required by law

Third-party services have their own privacy policies and data-handling practices.

5. WordPress, Cookies, and App Sessions

Some KeyBiz services are connected to the KeyBiz WordPress client portal. The app or an embedded web session may use essential cookies and secure session identifiers to maintain login status, protect accounts, and provide requested client functions.

These essential technologies are not used by KeyBiz to sell personal information.

6. Push Notifications

The app uses Firebase Cloud Messaging to deliver notifications. A device notification token may be processed to send messages to the correct device. You may disable notifications through your device settings.

7. Data Retention

We retain personal, business, financial, tax, and service information only for as long as reasonably necessary to:

• Maintain and service the client account
• Complete requested services
• Meet accounting, tax, legal, fraud-prevention, and regulatory obligations
• Resolve disputes and maintain legitimate business records

Certain records may need to be retained after an account-deletion request when retention is required by law, tax regulations, accounting requirements, fraud prevention, or an existing legal obligation.

8. Data Security

KeyBiz uses reasonable administrative, organizational, and technical safeguards designed to protect information against unauthorized access, disclosure, alteration, misuse, or loss.

These safeguards may include HTTPS transmission, access controls, authentication, restricted staff access, secure login tokens, and account-security monitoring.

No electronic system can guarantee absolute security. Users are responsible for protecting their passwords and device access.

9. Account and Data Deletion

You may request deletion of your KeyBiz app account and associated personal data through the Account Deletion option in the app or through the public KeyBiz Account Deletion page.

You may also email admin@keybizconsultancy.com using the subject “KeyBiz Account Deletion Request.”

We may verify the requester’s identity before processing the request. Data that must be retained for legal, tax, accounting, security, fraud-prevention, or regulatory reasons may be retained only as required and will no longer be used for unrelated purposes.

10. Your Rights as a Data Subject

Subject to applicable Philippine law, you may request to:

• Access your personal data
• Correct inaccurate or incomplete information
• Withdraw consent for optional processing
• Object to certain processing
• Request deletion or restriction of eligible data
• Request a portable copy of eligible personal data
• File a complaint with the National Privacy Commission
• Ask questions about how your information is handled

Requests may be sent to admin@keybizconsultancy.com.

11. Children’s Privacy

The KeyBiz app and its business-compliance services are not directed to children under 18 years old. We do not knowingly create client accounts for children without appropriate lawful authorization.

12. Third-Party and Government Links

The app may display links, names, or logos belonging to DTI, BIR, SEC, payment providers, or other third parties for official reference or user-requested services.

KeyBiz Consultancy OPC is an independent service provider. Displaying government names, logos, or links does not imply government affiliation, endorsement, or ownership.

13. Changes to This Privacy Policy

We may update this Privacy Policy when the app, services, permissions, legal requirements, or data practices change. The updated effective date will appear at the top of this page. Material changes may also be communicated through the app, website, or other appropriate means.

14. Privacy Contact Information