Privacy Policy

KPMU University College (KPMU, we, us or our) operates the KPMU AI Finance Assistant and related finance portal. This Privacy Policy explains how KPMU processes personal information when authorised users access the portal or when the portal retrieves authorised accounting data from QuickBooks Online.

This policy applies to the KPMU AI Finance Assistant. Other KPMU services may have additional privacy notices.

We may process authorised-user names, roles, contact details, login and session records, failed-login events, IP address, browser information, access decisions and audit evidence.

Through the authorised QuickBooks connection, we may process company identifiers, company information, account balances, financial statements, transactions and related customer, supplier, employee or contact information that appears in authorised accounting records and reports.

We also process report parameters, approvals, governance evidence, export records, security events, incident references and technical diagnostics needed to operate and protect the Service. OAuth connection tokens are retained to maintain the authorised QuickBooks connection and are not displayed in normal portal screens.

Information comes from authorised users, KPMU records, Intuit QuickBooks Online, the user's browser or device, and service providers that support hosting, databases, authentication, security and diagnostics.

KPMU uses information to provide read-only financial reporting; prepare management briefings, forecasts and controlled exports; maintain approvals and audit evidence; monitor access; investigate incidents; meet financial, governance, employment, tax, audit and legal obligations; and improve the security and reliability of the Service.

We process information only for legitimate KPMU purposes, with appropriate authorisation and in accordance with applicable law, contractual duties and KPMU policies.

The approved portal design does not post, edit or delete QuickBooks records; reconcile accounts; approve transactions; create invoices, bills or journals; initiate payments or bank transfers; or change QuickBooks access. Human accountants and authorised managers verify outputs and perform every accounting action in the relevant source system.

KPMU restricts access to authorised personnel with a legitimate need. We may share information with professional advisers, auditors, regulators, law-enforcement bodies or other parties when authorised or legally required.

We use service providers, including Intuit QuickBooks Online, Microsoft Azure and managed database infrastructure, to operate the Service. Providers may process information in countries outside Zambia. Where required, KPMU applies contractual, organisational and technical safeguards to protect information transferred or processed across borders.

KPMU does not sell personal information obtained through the Service.

KPMU uses role-based access, named accounts, least privilege, secure sessions, automatic timeouts, transport security, audit logging, controlled deployments, monitoring and incident-response procedures. Access credentials and connection secrets must not be shared.

No system is completely risk-free. Users must promptly report suspected loss, disclosure, unauthorised access or other security incidents.

KPMU keeps information only as long as reasonably necessary for the stated purposes, an active authorised connection, audit and evidence requirements, legal obligations, dispute resolution and security. Retention periods vary by record type. KPMU securely deletes, anonymises or archives information when it is no longer required, subject to legal and audit holds.

Subject to the Data Protection Act No. 3 of 2021 and other applicable law, a person may have rights to information, access, correction, objection and complaint. Some rights may be limited where KPMU must retain information to comply with law, protect rights or preserve audit evidence.

To exercise a right, contact KPMU using the details below. You may also contact the Data Protection Commission of Zambia.

The finance portal uses essential session technology to authenticate authorised users, maintain security and enforce inactivity timeouts. KPMU does not use the finance portal's essential session cookie for advertising.

KPMU may update this Privacy Policy when the Service, providers, controls or legal requirements change. The current version and effective date will remain available on this page.