Privacy Policy

Robust365 (“we”, “us”, or “our”) operates a cloud-based accounting and billing software-as-a-service (SaaS) platform for businesses. This Privacy Policy explains how we collect, use, store, and protect personal and business information when you use our website, web application, and mobile applications (collectively, the “Service”).

By accessing or using Robust365, you agree to the practices described in this policy. If you do not agree, please discontinue use of the Service.

1. Information We Collect

We collect information necessary to provide accounting, billing, and related business services, including:

Account and profile information

• Full name, email address, phone number, and company name
• Job title, billing address, and account preferences
• Subscription plan, payment status, and support communications

Authentication and login information

• Login credentials (passwords are stored using industry-standard hashing; we do not store plain-text passwords)
• Session tokens, IP address, browser type, device identifiers, and login timestamps
• Two-factor or security-related data if enabled on your account
• Password reset and email verification activity

Invoices, accounting, and business records

• Customer, vendor, and employee records you enter into the platform
• Invoices, bills, proposals, retainers, payments, expenses, and journal entries
• Tax, currency, and financial reporting data linked to your organization
• Uploaded documents, attachments, contracts, and related metadata

Payment and billing data

• Transaction references from integrated payment gateways (we do not store full card numbers on our servers when processing is handled by third-party providers)
• Billing history related to your Robust365 subscription

Analytics and usage data

• Pages visited, features used, clicks, and session duration within the application
• Error logs, performance metrics, and diagnostic data to improve reliability
• Aggregated or anonymized analytics where individual identification is not required

Communications

• Support tickets, emails, chat messages, and feedback you send to us
• Marketing preferences where applicable and permitted by law

2. How We Use Your Information

We use collected information to:

• Provide, operate, and maintain the Robust365 platform
• Authenticate users and secure accounts
• Process invoices, payments, accounting workflows, and reports you request
• Send service-related notices (e.g., security alerts, billing, product updates)
• Improve performance, fix bugs, and develop new features
• Comply with legal, tax, and regulatory obligations
• Respond to support requests and enforce our terms of use

3. Cloud Storage and Security

Robust365 is hosted on secure cloud infrastructure. We implement technical and organizational measures designed to protect your data, including:

• Encryption in transit (HTTPS/TLS) for data transmitted between your device and our servers
• Access controls, role-based permissions, and authentication safeguards within the application
• Regular backups and monitoring to support availability and recovery
• Restricted internal access to production systems on a need-to-know basis

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your login credentials.

4. Data Sharing and Third Parties

We do not sell your personal data. We may share information only when necessary:

• Service providers: Hosting, email delivery, analytics, payment processors, and support tools that help us operate the Service
• Legal requirements: When required by law, court order, or governmental authority
• Business transfers: In connection with a merger, acquisition, or sale of assets, subject to appropriate safeguards
• With your consent: When you explicitly authorize a specific disclosure

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. After account closure or deletion request, we may retain certain records (including invoices, payments, and audit logs) where required for legal, tax, accounting, or fraud-prevention purposes.

For details on requesting account deletion, see our Account Deletion Policy.

6. Your Rights

Depending on your location, you may have the right to:

• Access and receive a copy of personal data we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your account, subject to legal retention requirements
• Object to or restrict certain processing activities
• Withdraw consent where processing is based on consent
• Lodge a complaint with a relevant data protection authority

To exercise these rights, contact us using the details below. We will respond within a reasonable timeframe.

7. Cookies and Similar Technologies

We use cookies and similar technologies to maintain sessions, remember preferences, and analyze usage. You can control cookies through your browser settings; disabling cookies may affect some features of the Service.

8. International Data Transfers

Your data may be processed in countries other than your own. Where transfers occur, we take steps to ensure appropriate safeguards are in place consistent with applicable law.

9. Children’s Privacy

Robust365 is intended for business use and is not directed at children under 16. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will reflect the latest version. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

View Account Deletion Policy →