WaterBiller Privacy Policy

Privacy Policy

This privacy policy applies to the WaterBiller app ("Application") developed by Saharasoft Solutions LTD ("Service Provider") as a water utility billing and meter reading service. This service is provided "AS IS" and is designed specifically for water utility management, billing operations, and meter reading activities.

Effective Date: January 1, 2025

Last Updated: January 1, 2025

Data Collection Summary

We collect the following types of information as required for core water utility functionality:

📞 Contact Information

• Names: First name, middle name, last name for customers and staff members
• Email Addresses: Required for customer accounts, staff authentication, and company communications
• Phone Numbers: Required for customers, staff, and SMS notifications about billing and service
• Physical Addresses: Installation addresses, company locations, apartment/unit addresses for service delivery

💰 Financial Information

• Payment References: M-Pesa transaction codes, payment references, account numbers, paybill numbers (for accounting records only)
• Financial Records: Account balances, bill amounts, consumption charges, arrears, payment history (for utility accounting purposes)
• Billing Data: Meter readings, billing cycles, consumption patterns, rate structures (for billing calculations and records)

Note: All financial data is collected solely for utility accounting, billing calculations, and record-keeping. We do not process payments, transfer money, or act as a financial intermediary.

📍 Location Data

• Precise Location: GPS coordinates (latitude/longitude) for meter locations, installation sites, and reading verification
• Anti-Fraud System: GPS verification is essential for preventing fraudulent meter readings and ensuring service accuracy
• Service Mapping: Geographic data for route optimization and service territory management

📷 User Content

• Meter Reading Photos: Images of meter readings (stored as imageUrl and base64Image) for verification and audit purposes
• Documentation: Photos for payment verification, installation documentation, and maintenance records
• Customer Support: Complaint data, comments, and support communications

🔍 Environment Scanning

• QR Code Reading: Camera scanning to read QR codes on water meters for accurate meter identification
• Image Detection: Real-time processing of camera feed to detect and scan QR codes on meters
• Scene Analysis: Environment analysis to distinguish QR codes from background objects

Note: Camera scanning is used only to read QR codes on water meters for accurate meter identification - no other environmental data is collected or stored.

🆔 Identifiers

• User IDs: Customer IDs, account numbers, meter serial numbers, staff identification numbers
• Device IDs: Collected for security, fraud prevention, and authorized device management
• Session Identifiers: For secure authentication and session management

📊 Usage Data

• App Interaction: Meter reading activities, payment processing, billing access patterns
• Consumption Patterns: Water usage data, consumption trends, billing cycle information
• Service Delivery: Reading schedules, payment behaviors, customer service interactions

🔧 Diagnostics

• Crash Data: Application crash reports for stability and performance improvement
• Performance Metrics: App performance data to optimize user experience
• Error Logs: Technical diagnostics for troubleshooting and maintenance

How We Use Your Information

📧 Email Address Usage

App Functionality: ✅ YES

• User authentication and password resets
• Automated bill delivery and payment confirmations
• Account statements and billing notifications
• System alerts for service disruptions and maintenance
• Customer support communications
• Security notifications for account changes

Developer's Advertising or Marketing: ✅ YES

• Service announcements and feature updates
• Billing reminders and overdue payment notices
• Company communications about policy changes
• New service offerings from the utility company

Third-Party Advertising: ❌ NO - We do not show ads from other companies or sell email data to advertisers

Analytics: ❌ NO - Email addresses are not used for behavioral analytics

Product Personalization: ❌ NO - Utility services are standardized for all customers

📱 Phone Number Usage

App Functionality: ✅ YES

• SMS notifications for bills, payments, and service alerts
• Two-factor authentication and account security
• Emergency communications and service disruptions
• Customer support and appointment scheduling
• Payment reminders and account verification

Developer's Advertising or Marketing: ✅ YES

• Service announcements via SMS
• Company promotions and new services
• Policy notifications and regulatory changes
• Conservation tips and maintenance schedules

Data Linking and Identity

🔗 Linked to User's Identity

All collected data types are linked to user identity because:

• Legal Requirement: Utility bills must be associated with verified account holders
• Financial Compliance: Payment tracking and accounting requires authenticated user identification
• Service Delivery: Water service must be tied to specific addresses and account holders
• Regulatory Compliance: Utility regulations require complete audit trails linked to individual accounts

🚫 Not Used for Tracking

We do NOT use any data for tracking purposes such as:

• Advertising measurement or effectiveness tracking
• Third-party advertising networks or data sharing
• Data broker relationships or email list sales
• Cross-app tracking or advertising profile building
• Targeted advertising based on user behavior

Information Sharing and Third Parties

We do NOT share your information with third parties for marketing or advertising purposes. Your data privacy is our top priority. Limited sharing occurs only in these specific circumstances:

• Legal Compliance: When explicitly required by law, court order, or regulatory mandate
• Safety and Security: When necessary to protect our rights, your safety, or investigate fraud
• Service Providers: With trusted technical service providers who assist with hosting and infrastructure (bound by strict confidentiality agreements)
• Authorized Personnel: With your organization's authorized administrators (enterprise accounts only)

Location and GPS Usage

Precise Location Collection: ✅ YES

Our application extensively uses GPS coordinates for:

• Meter Location Verification: Ensuring meter readings are taken at correct locations
• Anti-Fraud System: GPS verification prevents fraudulent meter readings and protects against billing errors
• Installation Mapping: Accurate location data for service territory management
• Route Optimization: Efficient meter reading routes for field staff
• Service Delivery: Precise location data for maintenance and emergency response

Device and Security Information

Device ID Collection: ✅ YES

We collect device identifiers for legitimate business purposes:

• Fraud Prevention: Ensuring only authorized devices submit meter readings
• Security: Tracking which devices access sensitive billing and payment data
• Staff Authentication: Ensuring only company devices can access meter reading features
• Push Notifications: Device tokens for bill notifications and service alerts
• Session Management: Secure user session tracking and management

Data Retention Policy

We retain your data as follows:

• Active Use Period: Data is retained while you actively use the Application
• Regulatory Requirements: Financial and billing records are retained as required by utility regulations
• Legal Compliance: Some data may be retained to comply with legal and regulatory obligations
• Audit Requirements: Transaction records and payment history are kept for regulatory audit purposes

Account & Data Deletion

To delete your WaterBiller account and associated data:

1. Open the WaterBiller app
2. Click the settings icon on the home page
3. Navigate to your Profile section
4. Scroll down to find the "Delete Account" button
5. Confirm your decision to delete your account

Alternative: Contact us directly at nelson@saharasoftsolutions.com to request account deletion.

Post-Deletion Retention: After account deletion, we may retain certain data as required by law, including transaction records, payment history, and regulatory compliance data related to your utility service.

Data Security

We implement enterprise-grade security measures including:

• Encryption: All data transmission and storage is encrypted
• Access Controls: Strict employee access controls and authentication
• Regular Audits: Security assessments and compliance reviews
• Secure Infrastructure: Protected hosting environments and backup systems

Financial Services Clarification

Regulated Financial Services

As a utility management and accounting system (not a financial services provider), our data collection practices follow utility regulations. Some financial data collection may qualify for regulatory exemptions when:

• Collection follows utility and accounting regulations (not financial services regulations)
• Data is not shared with unaffiliated third parties for marketing
• Information is not used for advertising or tracking purposes
• Data serves legitimate utility management, billing, and accounting functions
• No actual money processing or financial transactions occur within our system

Children's Privacy

We do not knowingly collect or solicit data from anyone under 13 years of age. If we learn we have collected personal information from a child under 13, we will delete that information immediately.

Your Rights and Choices

You have the right to:

• Access: Request a copy of all personal data we hold about you
• Deletion: Request complete removal of your personal information ("Right to be Forgotten")
• Correction: Request correction of inaccurate personal data
• Opt-Out: Unsubscribe from marketing communications (service notifications may continue)

International Users

If you are accessing our service from outside our primary service territory, please note that your data may be transferred to and processed in countries where our servers are located. We ensure appropriate safeguards are in place for international data transfers.

Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Updating this page with the new privacy policy
• Sending email notifications for material changes
• In-app notifications when you next use the service

Continued use of the Application after changes indicates acceptance of the updated policy.

Contact Information

For questions about this privacy policy, data deletion requests, or our privacy practices, please contact us:

This privacy policy is effective as of January 1, 2025.