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KoopManager

Privacy Policy

Effective date: September 24, 2026 · Last updated: September 24, 2026

This Privacy Policy explains how Koop Software Limited (RC 9394956), a company incorporated in Nigeria, trading as “KoopManager” (“we”, “us”, or “our”), collects, uses, discloses, and protects personal information when a cooperative society (“Society”) and its members use the KoopManager platform (the “Service”).

1. Who This Policy Covers

KoopManager is a business-to-business platform: a Society signs up as our customer, and its Exco (executive committee) administrators and members use the Service under that Society's account. For most personal data submitted by members (names, contact details, savings and loan records), the Society is the data controller and KoopManager acts as a data processor on the Society's instructions. For account-level data we collect directly (such as login credentials and platform usage), KoopManager acts as the data controller.

2. Information We Collect

We collect the following categories of information through the Service:

  • Account and identity information: display name, email address, phone number, and password (stored as a salted hash, never in plain text).
  • Society information: society name, registered address, contact phone number, and logo, provided at registration.
  • Member and financial records: membership details, savings balances, contribution history, loan applications, loan repayment and guarantee records, and transaction history, entered by the Society's administrators or generated by the Service.
  • Bank and payment information: bank account details entered for deposits and disbursements, resolved and verified through our payment processor. KoopManager does not collect or store full card numbers; card payments are handled directly by our payment processor's own hosted checkout.
  • Session and authentication data: a single HTTP-only session cookie used to keep you signed in. We do not use third-party advertising or analytics tracking cookies.
  • Push notification tokens: if you opt in to browser notifications, we store a device subscription token so we can deliver alerts you request (for example, contribution or loan updates).

3. How We Use Information

We use the information described above to:

  • Provide and operate the Service for your Society, including member records, savings, loans, payments, and financial reporting;
  • Process deposits, disbursements, and recurring contribution mandates through our payment processor;
  • Send account, transaction, and password-related emails through our email delivery provider;
  • Maintain the security and integrity of your Society's account, including audit trails for approvals and reversals;
  • Respond to support requests and communicate with you about the Service; and
  • Meet our legal, regulatory, and accounting obligations.

4. Third-Party Processors

We share information with a limited number of service providers who process data on our behalf, strictly to operate the Service:

  • Payment processor — payment processing, bank account verification, and card checkout.
  • Email delivery provider — delivery of transactional emails (welcome messages, verification, password resets, notifications).
  • Cloud hosting provider — storage and delivery of the application and uploaded files.

We do not sell personal information, and we do not share it with third parties for their own marketing purposes.

5. Data Retention

We retain member and financial records for as long as a Society's account remains active, and afterward for as long as required to meet our legal, accounting, and audit-trail obligations.

6. Data Security

We use industry-standard measures to protect personal information, including encrypted connections (HTTPS), hashed passwords, and access controls that restrict Society data to that Society's authorized administrators and members. No system is completely secure, and we encourage Societies to use strong, unique passwords and to promptly remove access for former administrators.

7. Your Rights

Depending on applicable law, including Nigeria's Data Protection Act 2023 (NDPA), you may have rights to access, correct, or request deletion of your personal information, to object to certain processing, and to lodge a complaint with the Nigeria Data Protection Commission (NDPC). If you are a member of a Society, please contact your Society's administrator first, as they control your membership records; for account-level requests, contact us using the details below. To ask us to delete your account and data, see Request account and data deletion.

8. Children's Privacy

The Service is intended for use by adults administering or participating in a cooperative society and is not directed at children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the “Last updated” date above when we do, and material changes will be communicated to Society administrators.

10. Contact Us

Questions about this policy or how we handle personal information can be sent to admin@koopmanager.com.