Privacy Policy

Who is responsible for your data? Kality Ltd, the company that operates Estatitfy, is responsible for your account data. For the records that people keep inside an estate, the estate decides what is recorded, and Kality Ltd stores and processes those records on the estate’s behalf. The section “Our two roles” explains the difference.

1. Scope

This Privacy Policy explains how Kality Ltd (“we”, “us”, “our”), the company that operates Estatitfy, collects, uses, shares, protects and keeps personal data when you visit estatitfy.com, use the web app at app.estatitfy.com or the Estatitfy iPhone or Android app, or contact us (together, the “Service”).

Kality Ltd is a private company limited by shares, registered in the Republic of Ghana under company number CS226722016, with its registered office at House No. F15, Manet Ville, Spintex, Accra, Greater Accra Region, Ghana. It processes personal data in accordance with the Data Protection Act, 2012 (Act 843). Wherever you live, we also give you the rights described in “Your rights”, which follow the standard set by the European Union’s General Data Protection Regulation (GDPR). Where a data protection law that applies to you gives you more protection, that law applies.

This Policy should be read together with our Terms of Service.

2. At a glance

• We collect the data needed to run your account and the estates you belong to.
• We do not sell personal data, show advertising, or track you across other websites and apps. We count visits with Cloudflare Web Analytics, which uses no cookies.
• We use only strictly necessary cookies.
• Estatitfy does not connect to banks and does not collect payment card details.
• Journal entries are a permanent record of an estate. Deleting your account removes your login and account data; deleting an estate erases the estate.
• You can export, correct and delete data as described below, and contact us at hello@estatitfy.com at any time.

3. Our two roles

Your account data — we decide

For data about you as a user of Estatitfy — your name, email address, sign-in and security data, and our communications with you — Kality Ltd is the data controller. We decide why and how this data is used, and we are responsible to you for it.

Estate content — the estate decides

When people record information inside an estate — journal entries, descriptions, beneficiaries, accounts, assets and proof documents — it is the estate, acting through its Owner and the members the Owner authorises, that decides what is recorded, why, and who can see it. For this content Kality Ltd acts on the estate’s behalf as a data processor: we store it, protect it, show it to the estate’s members according to their roles, and carry out the instructions the estate gives through the Service.

We do not use estate content for our own purposes, except where necessary to keep the Service secure, to deal with a support request, or to comply with the law.

In practice, questions about why a person’s information appears in an estate’s records, or requests to change or remove it, are decided by that estate’s Owner and Administrators. See “Information about people recorded in an estate”.

4. Information we collect

Account information

• Your name.
• Your email address, which is also your username.
• Your preferred language, which we use for the app and for the emails we send you.
• Your preferred date format (day first or month first).
• If you choose to add one, your profile photo. It is optional. Before storing it we crop it to a square, re-encode it and remove its metadata (such as location and camera details); a photo uploaded in WebP format is kept as uploaded, with its metadata removed. You can replace or remove it at any time in My account.

Sign-in and security information

• A salted hash of your password — never the password itself.
• One-time sign-in codes that we send to your email address.
• For each passkey you add, its public key and the technical information needed to verify it. The private key stays on your device. Face ID and Touch ID are handled entirely by your device: we never receive your fingerprint, face or other biometric data.
• Session information, including whether you chose “stay signed in”.
• An activity log of security events and changes, such as sign-ins, invitations and role changes, including the date, time and IP address.

Estates and memberships

• The estates you belong to and your role in each.
• Invitations: the email address of the person invited, the estate, the role offered and whether the invitation has been accepted.

Estate content

Members of an estate may record:

• journal entries — income, transfers between accounts, payouts, expenses, asset purchases and sales, opening balances, and loans with their repayments, late fees and write-offs — with amounts, dates, descriptions and the member who recorded them;
• names and other details of beneficiaries, who may not have an Estatitfy account;
• names and contact details of third parties — people outside the beneficiary list, such as someone who borrows money from the estate — which can include a phone number, an email address and a postal address;
• the terms of loans the estate makes: who borrowed, how much, the interest, the repayment plan and whether reminders are sent;
• values of custom fields that the estate adds to its forms, such as a plot number or an identity card number;
• names of accounts and assets, and the estate’s currency; and
• proof documents such as PDFs and photos, which may contain any information shown in them, for example on a receipt, invoice, statement or deed.

Estate content may therefore include information about you even if you are not a member, for example if you are a beneficiary or have borrowed money from the estate. Estatitfy does not ask for sensitive information such as health, religious or biometric data, and members should not record it unless doing so is necessary and lawful.

Technical information

• Server logs created when you use the Service, containing your IP address, the date and time, the page or function requested, and the information your browser or app sends automatically, such as its type and version.
• Connection data, such as IP addresses, that Cloudflare processes to route traffic to the Service and protect it against attacks.

Preferences

• Your display theme, and a copy of your language choice, stored in your browser or on your device.
• The last filters you used on each page of the web app (for example a date range in the journal), stored in your browser so the page opens the way you left it.

When you contact us

• Your messages and contact details when you write to us by email or contact us by phone or WhatsApp, and our replies.

5. Information we do not collect

We do not collect:

• payment card details or bank credentials — Estatitfy does not process payments or connect to banks;
• your contacts, location, or health and fitness data;
• advertising identifiers, or any data used to track you across other companies’ apps and websites;
• data from advertising or social-media tools, because we do not use them; or
• data from Google, Apple or social-media accounts, because we do not offer sign-in with them.

The iPhone and Android apps access your photos, files or camera only when you choose to attach a proof document, and upload only the items you select.

6. How we use information and our legal bases

We use personal data only for the purposes below. Data protection law requires a legal basis for each purpose; ours are shown alongside.

Where we rely on legitimate interests, we have considered that they are not overridden by your rights and interests. You can object to this processing; see “Your rights”.

We do not build profiles of users, and we do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.

7. Who can see your information

Members of your estates

Every member of an estate you belong to can see your name, your email address, your profile photo if you added one, your role and the entries you record in that estate. Pending invitations, including the invited email addresses, are visible only to the Owner and Administrators. Your membership of one estate is not visible to members of another estate unless they also belong to it.

Beneficiaries and third parties

Beneficiaries and third parties who do not have an Estatitfy account cannot see anything in the Service. A borrower whose loan has reminders turned on receives reminder emails, which show the name of the estate, the amount due, the due date and what is still owed. What an estate shares with them outside Estatitfy is the estate’s decision.

Kality Ltd

A limited number of authorised people at Kality Ltd can access personal data where necessary to operate, secure and support the Service, to deal with your requests or to comply with the law. They are required to keep it confidential. We do not look at estate content except for those purposes.

8. Service providers and other disclosures

We use a small number of service providers who process personal data on our behalf and only on our instructions:

Apple distributes the iPhone app through the App Store and processes data about your Apple Account and downloads under Apple’s own privacy policy. Google distributes the Android app through Google Play and processes data about your Google Account and downloads under Google’s own privacy policy. If your passkeys are synced by your device’s password manager, such as iCloud Keychain, that is governed by that provider’s terms.

We may also disclose personal data:

• to professional advisers, such as lawyers, accountants and auditors, who are bound by duties of confidentiality;
• to courts, law-enforcement agencies, regulators or other public authorities where the law requires it, or where we believe in good faith that disclosure is necessary to protect someone’s safety or rights or to prevent fraud or abuse — in each case limited to what is necessary; and
• to a buyer or successor if all or part of our business is reorganised, merged or sold, on condition that it protects personal data in line with this Policy. We will tell you before your data becomes subject to a different privacy policy.

We do not sell personal data, share it for advertising, or allow third parties to track you.

9. Cookies and local storage

We do not use advertising, analytics or tracking cookies. We use only what is strictly necessary for the Service to work:

Because these are strictly necessary, we do not ask for consent to use them. You can delete them in your browser settings; you will then be signed out and your preferences reset. If we ever introduce non-essential cookies, we will update this Policy and ask for your consent first where the law requires it.

10. International transfers

Kality Ltd is based in Ghana, and Estatitfy is used by people in many countries. Your data is stored on servers located in the United States, with backup copies on servers in Ghana. Cloudflare operates a global network, so your traffic may be processed in a data centre near you, and our email provider, Resend, processes data in the European Union (Ireland) and the United States. Your personal data may therefore be transferred to and processed in countries other than the one where you live, whose data protection laws may differ from yours.

When we transfer personal data internationally, we use providers that commit to protecting it, and we put in place the safeguards that the applicable law requires, such as standard contractual clauses approved by the relevant authorities. You can ask us for information about these safeguards.

11. Security

We protect personal data with technical and organisational measures appropriate to its sensitivity, including:

• encryption of data in transit using HTTPS (TLS);
• passwords stored only as salted hashes;
• a one-time email code for every password sign-in, and support for passkeys, whose private keys never leave your device;
• role-based access, so that members of an estate can only see and do what their role allows;
• an immutable journal protected by a hash chain, which makes tampering with records detectable;
• an activity log of security events and changes;
• network protection provided by Cloudflare; and
• backups, so that data can be recovered after a failure.

No system is completely secure. If a personal data breach is likely to put your rights at risk, we will inform you and the relevant authorities without undue delay, as the law requires.

You can help protect your account: use a strong, unique password, add a passkey, secure your email account, and tell us at hello@estatitfy.com if you suspect unauthorised access.

12. How long we keep information

We keep personal data only for as long as it is needed for the purposes described in this Policy.

We may keep specific data for longer where the law requires it or where it is needed to establish, exercise or defend legal claims, and only for as long as that need lasts.

13. Deleting your account or an estate

Your account

You can delete your account at any time in My account (called Settings in the iPhone and Android apps), in the web app or the iPhone or Android app. You do not need to contact us.

• Deletion removes your login and personal account data: your name, email address, profile photo, password hash, passkeys and sessions.
• If you are the Owner of an estate, deleting your account also deletes that estate. You are shown the estates concerned and must type each one's name to confirm. Their members lose access immediately and are told by email; such an estate cannot be restored and is permanently erased after 30 days, and backup copies are deleted within 3 years. To keep an estate going, transfer ownership before deleting your account.
• Entries you recorded remain in the permanent records of the estates concerned and are shown as recorded by “Former member”.
• Information that an estate recorded about you, for example as a beneficiary, is controlled by that estate and is not removed when you delete your account.
• Limited data, such as activity-log entries and server logs, is kept for the periods shown above, and backup copies are deleted within 3 years.

An estate

An estate’s Owner can export its data, transfer ownership or delete it. When an estate is deleted, all members lose access immediately. The Owner can restore it within 30 days, except when it was deleted because its Owner deleted their account. After that, the estate’s data and uploaded files are permanently erased from our systems, and backup copies are deleted within 3 years.

14. Your rights

Wherever you live, you have the following rights over your personal data, subject to the exceptions allowed by law:

• Access — to ask whether we hold personal data about you and to receive a copy of it.
• Rectification — to have inaccurate or incomplete data corrected.
• Erasure — to have your data deleted. You can delete your account yourself in My account.
• Restriction — to ask us to limit how we use your data, for example while we check whether it is accurate.
• Portability — to receive the data you provided to us in a structured, commonly used and machine-readable format. The Owner of an estate can export all of its data from the Service as a zip file, including its proof documents, and every member can download the journal as a spreadsheet (CSV).
• Objection — to object to processing based on our legitimate interests. We will stop unless we have compelling legitimate grounds that override your interests, or we need the data to establish, exercise or defend legal claims.
• Withdrawal of consent — where we rely on your consent, to withdraw it at any time, without affecting processing carried out before you withdrew it.
• Complaint — to complain to a data protection supervisory authority; see “Contact and complaints”.

To exercise a right, email hello@estatitfy.com from the email address linked to your account, or explain how we can verify your identity. We may need to confirm who you are before acting. We will respond without undue delay and within the time required by law — normally within one month. If a request is complex, we may extend this by up to two further months, and we will tell you why.

Exercising your rights is free, unless a request is clearly unfounded or excessive. We will not treat you less favourably for exercising them.

15. Information about people recorded in an estate

Because estate content is controlled by the estate, requests about it are decided by the estate’s Owner and Administrators, who are responsible for having a lawful reason to record information about other people and for giving those people any information the law requires.

The journal is designed to be permanent: entries cannot be edited or deleted, only reversed by a new entry. This affects how rights work for estate content:

• Correction. If an entry about you is wrong, the estate can record a reversal and a corrected entry. The original entry remains visible, marked as reversed.
• Erasure. A single entry cannot be erased on its own. The Owner can delete the whole estate, which permanently erases all of its data after the 30-day restoration period. The Owner and Administrators decide whether that is appropriate, taking into account any legal duty to keep the estate’s records.
• Access. The Owner can export the estate’s data and provide you with the information about you that it contains. Members can also download the journal as a spreadsheet (CSV).

If you want to exercise a right over information about you in an estate — including if you are a beneficiary, a borrower or another person without an Estatitfy account — please contact the estate’s Owner or Administrators. If you cannot reach them, contact us at hello@estatitfy.com with as much detail as you can about the estate. We will pass your request to the estate’s Owner and, where appropriate, help them respond. Where the law requires us to act ourselves, for example because content is clearly unlawful, we may restrict access to it or take other steps the law requires.

16. Children

Estatitfy is not directed at children. You must be at least 16 years old to create an account, and we do not knowingly allow anyone younger to do so. If we learn that an account belongs to someone under 16, we will close it and delete its account data. If you believe a child under 16 has created an account, please contact us at hello@estatitfy.com.

Estate content may include information about children, for example where a child is a beneficiary. That information is recorded and controlled by the estate, which is responsible for having a lawful basis to record it and for protecting the child’s interests.

17. Emails we send

We send emails that are needed for the Service: one-time sign-in codes, invitations, security alerts and important notices about your account, the estates you belong to, our policies or the Service. When a member invites someone, we send the invitation to the address the member provided.

We do not currently send marketing emails. If we introduce them, we will send them only with your consent or where the law otherwise allows, and every marketing email will include a way to unsubscribe.

18. App Store privacy information

The privacy information shown for the Estatitfy app on the App Store summarises this Policy. The app collects contact information (your name and email address), user content (the financial records and documents recorded in estates) and an identifier (your user ID). This data is linked to your account, used only to provide the Service, and never used for tracking. We do not include third-party analytics, advertising or crash-reporting tools in the app; our servers keep the technical logs described above for security and troubleshooting.

19. Third-party links

The Service may link to third-party websites or services. Their privacy practices are governed by their own policies, not this one.

20. Changes to this Policy

We may update this Policy when the Service, our providers or the law change. The date at the top shows when it was last updated.

If we make a material change — for example collecting a new category of data or using data for a new purpose — we will tell you by email or in the Service before the change takes effect, and ask for your consent where the law requires it.

21. Contact and complaints

Kality Ltd
Private company limited by shares, company number CS226722016
Registered office: House No. F15, Manet Ville, Spintex, Accra, Greater Accra Region, Ghana
Email: hello@estatitfy.com
Phone/WhatsApp: 024 139 2599
Data protection contact: Data Protection Officer, Kality Ltd (hello@estatitfy.com)

For privacy questions and requests, write to hello@estatitfy.com with “Privacy” in the subject line.

If you are not satisfied with our response, you can complain to the Data Protection Commission of Ghana, or to the data protection authority of the country where you live or work or where you believe an infringement took place. We would appreciate the chance to address your concern first, but you do not have to contact us before complaining to an authority.