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Privacy Policy

Effective 13 October 2026

This policy explains what the TallyMate app collects, why, where it is kept, who else handles it, and the choices you have. It covers TallyMate for Mac, Windows, iPhone and Android, and this website. “TallyMate”, “we” and “us” mean the makers of the TallyMate app. “You” means the person using the app.

In short

  • We keep your business's book so it works on all your devices. It is yours, and we do not sell it.
  • No ads, no tracking across other apps or websites, no selling or sharing data with data brokers.
  • We do not collect your location, your contacts, or your device's advertising ID.
  • The app sends small anonymous usage statistics and crash reports. You can turn this off.
  • You can delete your account and its cloud data yourself, in the app.

1. Your account

To use TallyMate you create an account with your email address and a password. Accounts are handled by Google Firebase Authentication. We never see your password; Firebase stores it in a protected form. We use your email address to sign you in and to send you the emails listed in section 5. We do not send marketing emails.

2. Your business's book

The records you and your staff enter are kept on your device and synced to Google Firebase (Cloud Firestore), so the book is the same on every device you sign in on. This can include:

  • your business's profile and settings (for example the business name, phone number, address, and any payment details you choose to print on receipts);
  • customers and suppliers you add, with the details you enter (such as name, phone number, email, address and notes);
  • sales, payments, receipts, credit, expenses, capital, products, stock, prices, online orders, couriers, cheques, quotations and other records you create;
  • staff you add, their permissions, and who entered or edited each record.

The business is responsible for its customers' data. When a business enters information about its own customers, suppliers or staff, the business decides what to enter and why (it is the “controller” of that data). TallyMate only stores and syncs it for the business, on the business's instructions (we are its “processor”). We do not use it for anything else, we do not contact your customers, and we do not sell it. If you are a business's customer and want your data changed or removed, please ask the business; we will help the business where we can.

Pictures you pick (for example for a product or your business, or a photo of a list to import) are used inside the app on your device. Reading a picture or a QR code for an import is done on your device.

3. Staff and invited people

A business owner can invite someone by email. We store the invited email address with the invite and send that person an invitation email that includes the business's name. Staff accounts are ordinary TallyMate accounts (section 1). A staff member's password or PIN for the business's lock screen is stored only as a one-way digest, not in readable form.

4. Devices you sign in on

To show you where your account is open, and to let the owner allow a staff member on one device at a time, the app stores for each signed-in device: the device name (for example “Ali's MacBook”), the kind of device and system version, the app version, and when it was last used. The business owner can see this list in the app.

5. Emails we send

We send only service emails: sign-up verification codes, password reset codes or links, staff invitations, and the code that confirms deleting an account. They are sent from noreply@tallymateapp.com through Zoho ZeptoMail, an email delivery service, which receives the recipient's address and the content of that email in order to deliver it.

6. Messages and receipts to your customers

When you send a receipt, reminder or statement, TallyMate opens your own WhatsApp, Messages or email app with the message ready. Nothing is sent until you press Send there, and it is sent from your own account by that app's provider, under their privacy policy. TallyMate does not send these messages and does not see the reply.

7. Backups

If you turn on backups, the app saves copies of your book to your own storage: iCloud Drive (Mac and iPhone), Google Drive (Android), OneDrive or a folder you choose (Windows). The files are locked so that only the TallyMate app can open them. On Android the app asks Google Drive only for access to files the app itself created (the “drive.file” permission); it cannot see your other files. These copies are stored by Apple, Google or Microsoft under your account with them. We cannot see or open them, and they stay until you delete them.

8. Anonymous usage statistics and crash reports

To learn how many people use TallyMate, where, and which parts of the app need work, the app sends a small amount of information. It is on by default and you can turn it off at any time with Share anonymous usage statistics in the app's settings. When it is off, nothing of this kind is sent from that device. It is sent in the background and never slows the app.

What is sent (at most about once a day):

  • a random install number made by the app when it is first installed (not taken from your device's hardware, and not your account);
  • the kind of device (Mac, Windows, iPhone or Android), the app version, and the system version (for example “Windows 11”);
  • the country or region chosen in your device's settings, and the app's language;
  • whether you are signed in as a business owner or as staff, the kind of business (for example cash only) and the business's country if set, and a one-way code made from the business's internal number, so we can count businesses without knowing which business it is;
  • during sign-up, how far sign-up got (a step number), and whether it was finished;
  • the date, and the date of the first check-in;
  • how many times each main screen was opened that day (for example Entries, Customers, Reports) and how many times some actions happened (for example a sale saved, a payment saved, a receipt sent, a backup made) — numbers only.

Crash reports: after the app closes unexpectedly, it sends the kind of problem, the app and system version, the country or region setting, and the place in the app's code where it happened (code file names and line numbers and the error type). Numbers, email addresses and names are removed first. At most three a day.

What is never sent: your name, email address or password; your business's name; your customers' or suppliers' names, phone numbers or details; amounts, products, prices, receipts or any other record; your location. Like any internet service, Google's servers receive your device's internet (IP) address when the app connects; it is not stored in the statistics and we do not use it to work out where you are.

Only the TallyMate team can read these statistics, and only as totals in a private dashboard. We do not try to link them to an account, a business or a person.

9. Device features the app uses

  • Face ID, Touch ID or fingerprint (optional, to unlock the app): checked by your device. The app only learns “yes” or “no”; we never receive biometric data.
  • Microphone and speech recognition (phones only, optional, for voice search): when you tap the microphone, your device's speech service (Apple or Google) turns what you say into search text and may process the audio on its servers under its own privacy policy. TallyMate does not record or keep the audio.
  • Photos (optional): only a picture you choose, used as described in section 2; saving a receipt picture to your photos only when you ask.
  • Notifications (optional): made by the app on your device; we do not use a push-notification service.

10. What we do not do

  • No advertising, and no advertising or tracking tools in the app.
  • No tracking you across other companies' apps or websites.
  • No selling, renting or trading of personal data, and no sharing with data brokers.
  • No collection of your location, contacts, calendar or browsing history.

11. Companies that handle data for us

  • Google (Firebase and Google Cloud): accounts, the synced business book, server functions, the usage statistics, and this website.
  • Zoho (ZeptoMail): delivery of the service emails in section 5.

They may use the data only to provide their service to us. Backups (section 7), messages (section 6) and speech recognition (section 9) are handled by Apple, Google or Microsoft as your own providers, under your agreement with them.

12. Where data is stored

Data is stored on Google Cloud servers. The business book's database is currently in Google's Middle East data centre, and some server functions run in the United States, so your data may be stored and processed outside your country. Google protects it with the same safeguards wherever it is kept. By using TallyMate you understand that your data may be transferred this way.

13. How long we keep data, and deleting it

We keep your account and your business's book for as long as the account exists. Records you delete go to the Trash in the app and are removed for good after 40 days.

Delete my account. In the app open Settings › Account › Delete my account. You confirm with your password and a 6-digit code we email you. Then:

  • If you own a business: the whole business book is deleted from the cloud (every customer, supplier, entry, product, staff record, setting, device and other record in it); every staff member is removed from the business and signed out; and the business's open invitations are deleted.
  • If you are staff in someone else's business: your access to that business is removed. The records you entered stay in that business's book, because they belong to the business.
  • In both cases your sign-in account is deleted, together with its verification, password-reset and invitation records.

This cannot be undone. Copies on your devices and in your own backups (section 7) are not touched; delete those yourself if you want them gone. The anonymous statistics in section 8 are not linked to your account, so they are not affected. If you cannot use the app, email privacy@tallymateapp.com from your account's email address and we will delete the account for you.

Anonymous statistics and crash reports are kept only while they are useful for improving the app.

14. Security

All data between the app and our servers travels over encrypted connections (HTTPS). Firebase security rules let each account reach only its own business, with the permissions the owner gives; staff lock-screen passwords are stored as one-way digests; and backup files are locked. No system is perfectly secure, so please use a strong password, keep your codes private, and keep your own backups.

15. Your rights and choices

  • See and correct your data: everything in your book is visible and editable in the app.
  • Take a copy: make a backup, or export reports from the app.
  • Delete: delete records, or your whole account, as in section 13.
  • Stop statistics: turn off Share anonymous usage statistics.
  • Ask us: for anything else, including a copy of the data we hold about you, email privacy@tallymateapp.com. Depending on where you live you may have further rights, such as to object or to complain to a data protection authority. We answer within 30 days.

16. Children

TallyMate is a business tool for adults. It is not directed at children, and it is not for anyone under 13. We do not knowingly collect data from children under 13; if you think a child has given us data, email us and we will delete it.

17. Changes to this policy

If we change this policy we will publish the new version on this page with a new effective date. If the change is important we will also tell you in the app.

18. Contact

Questions or requests about privacy: privacy@tallymateapp.com.
Other help: support@tallymateapp.com.