Privacy policy

Suite is operated by Copper Ledger LTD (RC 9819163), Lagos, Nigeria. Copper Ledger is responsible for account, subscription, website, support and security information that it decides how to use.

For business records entered into a Suite workspace—such as customer, supplier, employee, student or patient records—the organisation using Suite normally decides why the information is collected and how it is used. That organisation is responsible for its notices, permissions and lawful use; Copper Ledger processes those records to provide the service and on the organisation’s instructions.

Schools and hospitals must complete guided setup and any required data-processing and security arrangements before placing children’s information, health information or other sensitive personal data in Suite.

• Identity and contact information: names, business names, email addresses, phone numbers, addresses and the details used on receipts, invoices and public business profiles.
• Account and access information: invitations, authentication records, staff roles, permissions, account status and security logs.
• Business records: catalogue and inventory data, IMEI or serial numbers, prices, suppliers, customers, sales, receipts, invoices, debts, repayments, expenses, trade-ins, transfers, audit history, documents and images entered by an authorised user.
• Subscription and payment information: plan, billing status, payment references and records of bank transfers. Suite subscriptions do not require us to store card details. A separate payment provider may process payment information when a customer enables a storefront payment integration.
• Enquiries and onboarding information: information submitted through contact, trial, setup and support forms, including the contents of a message.
• Technical information: IP address, browser and device information, timestamps, requested pages, session and security information, error records and general usage information.

We receive information directly from people who complete a form, accept an invitation, use a Suite workspace or contact support. Workspace owners and authorised staff may also enter information about their customers, suppliers, employees and other people. Technical information is generated when a browser or application communicates with our systems.

• To respond to enquiries, verify an email address, create and administer a workspace, and provide requested support.
• To authenticate users, apply roles and permissions, synchronise records, create receipts and reports, and provide the features selected by a customer.
• To administer trials, subscriptions, payments and account status.
• To secure the service, prevent abuse and fraud, investigate errors, keep audit records and recover from incidents.
• To maintain and improve Suite using aggregated usage information and feedback.
• To comply with legal, regulatory, tax, accounting and dispute-resolution obligations.

Depending on the activity, our lawful basis under applicable data-protection law is performance of a contract or steps requested before a contract, compliance with a legal obligation, consent, or a legitimate interest such as securing and improving the service. Where consent is the basis, it may be withdrawn without affecting earlier lawful processing.

We do not sell personal information. We share it only where needed to operate Suite, follow a customer’s instruction, complete a transaction, obtain professional advice, comply with law or protect legal rights.

Service providers currently include Cloudflare for website delivery, security, public-site data storage, file storage and web analytics; Amazon Web Services for application hosting and email delivery; and infrastructure used to operate Suite’s PostgreSQL database. A business may separately connect its chosen payment, messaging, insurance or other integration. Those providers process information under their own terms as well as any arrangements with the business.

We may disclose information to regulators, courts, law enforcement or professional advisers where authorised or required, and as part of a corporate restructuring or sale subject to appropriate confidentiality and legal safeguards.

Our service providers may process or store information in Nigeria and other countries. Where personal data is transferred across borders, we assess the transfer and use contractual, technical and organisational safeguards required by applicable law.

We retain information for as long as reasonably necessary for the purpose for which it was collected, to provide an active or read-only account, to preserve transaction and audit history, and to meet legal, accounting, security and dispute-resolution requirements. Retention depends on the record type, account status and applicable law.

Archived records and backups are access-restricted and may remain after an item disappears from an ordinary user view. When an account is closing, the workspace owner should request an export and confirm the applicable retention and deletion arrangements by contacting hello@suite.ng. We may keep limited records where the law requires it or where they are needed to establish or defend a legal claim.

We use measures designed to protect confidentiality, integrity and availability, including encrypted network connections, access controls, separate staff accounts and roles, audit records, backups and service monitoring. No internet service can promise absolute security. Workspace owners must protect their credentials, give access only to authorised people and remove access when it is no longer needed.

Suite uses browser storage or cookies where needed to keep a user signed in, remember essential choices and secure the service. Cloudflare may also process request, security and website-usage information to deliver and protect the site and provide web analytics. We do not use this information to sell personal profiles.

Subject to the Nigeria Data Protection Act 2023 and other applicable law, you may ask to be informed about processing, access your personal data, correct it, erase it where the law permits, restrict or object to processing, receive portable data where applicable, withdraw consent, and object to a decision based solely on automated processing that has a legal or similarly significant effect.

Email hello@suite.ng with the subject “Privacy request”. We may verify your identity and authority before acting. If the information is controlled by a business using Suite, we may direct the request to that business and assist it where appropriate. You may also complain to the Nigeria Data Protection Commission.

Suite’s website and self-serve store product are intended for adults acting for a business. Children should not create accounts or submit information directly. A school that uses Suite remains responsible for the lawful collection and use of student and family information and for any consent or authorisation required by law.

We may update this policy when the service, our providers or the law changes. We will change the effective date and provide additional notice where a change materially affects how personal information is used.

Questions, complaints and privacy requests should be sent to hello@suite.ng. Copper Ledger LTD is registered in Nigeria as RC 9819163 and operates from Lagos, Nigeria.