Your data
Privacy Policy
Effective date: 30 May 2026
Last updated: 11 July 2026
1. Who we are
NXIMBI (“NXIMBI”, “we”, “us”, “our”) provides bookkeeping software for retail businesses, starting with general merchandise shops in Uganda.
NXIMBI is currently operated by FAHAD KINENE (sole proprietor), trading as NXIMBI. We are in an early pilot phase and may incorporate as a separate legal entity in the future. If that happens, we will update this policy.
Contact: dhodifahad@gmail.com
Phone / WhatsApp: +256 750 964 062
Postal address: Namuwongo, Kampala, Uganda
For questions about this policy, your personal data, or account deletion, use the contact details above.
2. Scope
This Privacy Policy explains how we collect, use, store, and share information when you:
- use the NXIMBI mobile app (Android/iOS) or web app (PWA);
- visit our marketing website at https://nximbi.com; or
- join our waitlist or contact us.
If you do not agree with this policy, please do not use our services.
3. Information we collect
We collect only what we need to run the service.
3.1 Account and authentication
When you sign up or sign in, we collect:
- Phone number (in international format, e.g. +256…) — used for sign-in and account recovery via SMS one-time codes;
- Display name — chosen by you during setup;
- Account identifiers — assigned by our authentication provider (Firebase Authentication user ID).
We do not store your 4-digit PIN in readable form. Your PIN is converted to a one-way hash and stored securely in our database. We also store failed sign-in attempt counts and temporary lockout information to protect your account.
3.2 Business and bookkeeping data
When you use NXIMBI to run your shop, you (or your staff) may enter:
- Business profile — business name, currency (e.g. UGX), and time zone;
- Product catalog — product names, prices, and units of sale;
- Product photos — optional images you choose from your photo library to show in your catalog (stored in our cloud file storage);
- Sales records — items sold, quantities, prices, payment method (cash, mobile money, or other), totals, and timestamps;
- Expense records — amounts, categories, optional notes, payment method, and timestamps;
- Daily summaries — opening cash float, expected cash, counted cash, variance, and day open/close status.
This data is business data you choose to enter. It may indirectly relate to your staff or operations. Please do not enter unnecessary personal information about third parties in notes fields.
3.3 Information stored on your device
On your phone or browser, we may store locally:
- a timestamp of your last successful PIN verification (so you are not asked for your PIN on every app open within a limited period);
- session and preference data (such as theme settings);
- cached app data so the app can work offline and sync when you are back online.
You can remove much of this by signing out or clearing app/browser storage.
3.4 Website and waitlist
Our marketing website (https://nximbi.com) is mostly informational. If you click Get Started or join our waitlist via a third-party form (waitlist form), that provider may collect information you submit there (such as your name and email). That collection is governed by the form provider’s own terms and privacy policy.
Our website may store a theme preference (light/dark mode) in your browser.
We use Google Analytics 4 on the marketing website to understand how visitors use our pages (for example, which pages are viewed and how users navigate the site). Google may collect information such as your IP address, browser type, device type, approximate location, and interaction events. This helps us improve the website. Google processes this data on our behalf as described in Section 5. You can learn more in Google’s Privacy Policy. We do not use advertising trackers on the marketing website.
3.5 Usage analytics and diagnostics
When you use the NXIMBI app (mobile or web), we collect information about how the service is used so we can understand what works, improve features, and fix problems. This may include:
- screens or areas of the app you open;
- actions you take in the app (for example, completing sign-in, recording a sale or expense, or adding a catalog item);
- your account and shop identifiers, your role in the shop, device type, operating system, and app version;
- on mobile, crash reports and diagnostic data when the app stops working unexpectedly.
We use this to improve NXIMBI during our pilot — not to show you ads and not to sell your data. We do not send your phone number or exact sale and expense amounts to our usage analytics; those stay in your bookkeeping records as described in Section 3.2.
Our service providers (including Google, as described in Section 5) process this information on our behalf.
When you use the app, our infrastructure providers may also automatically process device and app information, log and security data, and network metadata needed to operate and protect the service.
Our marketing website (https://nximbi.com) uses similar usage analytics — see Section 3.4.
3.6 Web sign-in security
When you sign in on the web app, we use Google reCAPTCHA to reduce abuse. Google may collect device and interaction signals as part of that service.
3.7 Shop Assistant (optional)
If you use the in-app Shop Assistant, we send your messages (and a short conversation history) to our servers so we can generate replies. Our service may also read your shop’s catalog, sales, and expense data to answer questions accurately. We do not use the assistant to train advertising profiles.
Assistant requests are processed using Google’s Gemini AI service on our behalf. Do not enter sensitive personal information about third parties in assistant chat.
3.8 Push notifications (optional)
If you turn on notifications (for example, daily summaries or sale alerts), we store a push notification token for your device, your device platform (Android, iOS, or web), and a device identifier we generate. This lets us deliver notifications to the right device. You can turn notifications off in app settings; we remove the token when you disable all notification types or sign out.
4. How we use your information
We use information to:
- create and manage your account;
- authenticate you (SMS codes and PIN verification);
- provide bookkeeping features (sales, expenses, daily cash summaries);
- power the optional Shop Assistant (catalog help, sales and expense questions);
- send optional push notifications you have enabled;
- store and display product photos you upload;
- sync data across your devices via our cloud database;
- secure the service, prevent abuse, and enforce access controls;
- respond to support requests;
- understand how the app is used and where it fails, so we can improve features and fix problems;
- improve reliability and fix errors;
- comply with legal obligations.
We do not sell your personal data. We do not use your shop’s sales or expense records for advertising.
6. International data transfers
Our service uses Google Cloud infrastructure, which may process and store data on servers outside Uganda, including in the United States and other countries where Google operates data centres.
Where required, we rely on appropriate safeguards provided by our processors and applicable law. By using NXIMBI, you understand that your data may be processed in these locations.
7. Storage, security, and retention
Security. We use industry-standard measures including encrypted connections (HTTPS/TLS), authenticated access, and database security rules so users can only access businesses they belong to. No method of transmission or storage is 100% secure.
Retention. We keep your information while your account is active and as needed to provide the service, resolve disputes, enforce our terms, and comply with law.
See Account and data deletion for how to request removal of your account and associated data.
Business records you entered (sales, expenses, etc.) are deleted along with your account unless we must retain certain records for legal or security reasons.
Usage analytics and diagnostic data may be kept for a limited period according to our service providers’ settings, including in aggregated form after your account is deleted.
8. Account and data deletion
You can request deletion of your NXIMBI account and the personal and business data linked to it (including your phone number, shop profile, sales, expenses, catalog, product photos, push notification tokens, assistant conversation history on our servers, and usage or diagnostic data linked to your account).
In-app (fastest). Open the app and go to Settings → Delete account. To confirm it’s you, we send a one-time code by SMS to your phone number; once you enter it, your account and data are deleted right away.
If you are a shop owner, deleting your account permanently removes the shop and all of its data (catalog, product photos, sales, expenses, customers, and daily records), and any attendants you invited lose access. If you are an attendant, deleting your account removes only your access; the shop and its records remain with the owner.
Or ask us to do it.If you’d rather, contact us using any of the following and we’ll delete it for you. We may verify that you own the account (for example, using the phone number on file):
- Email: dhodifahad@gmail.com
- WhatsApp: +256 750 964 062
- Phone: +256 750 964 062
Timing. When you delete your account in the app, it is removed immediately. If you ask us to delete it on your behalf, we aim to complete deletion within 30 days of verifying your request, subject to backup retention and legal requirements.
Local data on your device (cached records, PIN freshness, theme) can be cleared by signing out or uninstalling the app.
Some usage or diagnostic information held by our service providers may persist for a limited time in backups or aggregated reports, as allowed by their policies and applicable law.
9. Your rights and choices
Under Uganda’s Data Protection and Privacy Act, 2019 and applicable principles of fair processing, you may have the right to:
- Access personal data we hold about you;
- Correct inaccurate information (you can update much of this in the app);
- Request deletion of your account and associated personal data;
- Object to or restrict certain processing, where applicable;
- Withdraw consent where processing is based on consent (without affecting prior lawful processing);
- Lodge a complaint with the Personal Data Protection Office (PDPO) in Uganda if you believe your rights have been violated.
To exercise these rights, contact us by email, WhatsApp, or phone (see Account and data deletion). We may need to verify your identity (e.g. from the phone number on your account) before fulfilling a request.
You can also:
- Sign out of the app on shared devices;
- Stop using the service at any time;
- Manage SMS codes through your mobile network provider as usual for authentication messages.
10. Children’s privacy
NXIMBI is intended for business owners and staff aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has provided us data, contact us and we will delete it.
12. Pilot phase
NXIMBI is in an early pilot. Features, data practices, and subprocessors may change as we improve the product. We will update this policy when we make material changes. Continued use after an update means you accept the revised policy.
During pilot, the service is provided free of charge. We do not process payment card data.
13. Changes to this policy
We may update this Privacy Policy from time to time. We will post the new version at https://nximbi.com/privacy and change the “Last updated” date at the top. For significant changes, we may also notify you in the app or by email where appropriate.
14. Contact us
NXIMBI (operated by FAHAD KINENE)
Email: dhodifahad@gmail.com
Phone / WhatsApp: +256 750 964 062
Address: Namuwongo, Kampala, Uganda