Privacy Policy for greenShare365

Last Updated: January 31, 2026

1. Introduction

Welcome to greenShare365. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application. greenShare365 is a document management application that facilitates secure document sharing and collaboration between clients, accountants, and administrators.

By using greenShare365, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our application.

2. Information We Collect

2.1 Personal Information

When you register for an account, we may collect:

Name and contact information (email address, phone number)
Account credentials (username and password)
User role (client, accountant, or administrator)
Company or organization information
Profile information you choose to provide

2.2 Document Data

We collect and process documents that you upload, scan, or share through the app, including:

Scanned documents and images
Document metadata (file name, size, date, type)
Document sharing and access logs
Document annotations and comments

2.3 Guest Mode Information

When you use Guest Mode to scan and share documents:

We temporarily process the scanned documents you create
We collect minimal device information necessary for app functionality
We do not create a permanent account or store your personal information
Documents shared in Guest Mode are processed according to your sharing preferences

2.4 Automatically Collected Information

We automatically collect certain information when you use the app:

Device information (device type, operating system, unique device identifiers)
Usage data (features used, time spent, interaction patterns)
Log data (IP address, access times, app crashes, performance data)
Camera and storage permissions (only when you initiate scanning or uploading)

3. How We Use Your Information

We use the collected information for the following purposes:

Service Provision: To provide, maintain, and improve greenShare365's document management features
Document Management: To store, organize, and facilitate sharing of documents between users
User Authentication: To verify your identity and manage your account
Communication: To send service-related notifications, updates, and security alerts
Customer Support: To respond to your inquiries and provide technical assistance
Security: To detect, prevent, and address technical issues, fraud, and security vulnerabilities
Analytics: To understand how users interact with the app and improve user experience
Legal Compliance: To comply with legal obligations and enforce our terms of service

4. Data Sharing and Disclosure

4.1 Within the App

Documents and information are shared according to your permissions:

Between Clients and Accountants: Documents you share are accessible to designated accountants
Administrator Access: Administrators have access to manage users and documents within their organization
Guest Sharing: Documents shared in Guest Mode are delivered as you specify

4.2 Third-Party Service Providers

We may share information with trusted third parties who assist us in operating the app:

Cloud storage providers for secure document storage
Authentication and security services
Analytics providers to understand app usage
Customer support tools

These third parties are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

Valid legal processes (subpoenas, court orders)
Governmental requests
Protection of our rights, property, or safety
Prevention of fraud or security threats

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

Encryption of data in transit and at rest
Secure authentication and authorization mechanisms
Regular security assessments and updates
Access controls limiting who can view your documents
Secure cloud infrastructure with redundancy and backup systems

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to:

Provide our services to you
Comply with legal obligations
Resolve disputes and enforce our agreements

Guest Mode: Documents created in Guest Mode are retained only for the duration necessary to complete the sharing action, then deleted from our servers.

Account Deletion: When you delete your account, we will delete or anonymize your personal information within 30 days, except where retention is required by law.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

Access: Request access to the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Data Portability: Request a copy of your data in a portable format
Objection: Object to certain processing of your information
Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the information provided in the Contact section.

8. Children's Privacy

greenShare365 is not intended for use by children under the age of 13 (or the minimum age in your jurisdiction). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will take steps to delete such information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Permissions

greenShare365 requests the following permissions:

Camera: To scan documents
Storage: To save and access scanned documents
Internet: To sync documents and enable sharing

You can manage these permissions in your device settings at any time.