1. Publisher and scope
Optibill belongs to ETS EMANI STUDIO, a business based in Makepe, Douala, Cameroon. For contact data, account management and the operation of its website, ETS EMANI STUDIO is the data controller.
This policy covers the Optibill presentation website and also explains the main uses of data in the web app, Optibill GCOM for Windows and Optibill GCOM Bot on WhatsApp.
When a business uses Optibill to manage its own customers and documents, it remains responsible for the information it enters and for the purposes for which it is used. Optibill processes the data needed to provide the service according to its instructions and the applicable terms.
2. Data and uses
| Context | Data concerned | Use |
|---|---|---|
| Visiting the website | Technical connection information: IP address processed by technical services, browser, device, pages, date of visit and interactions. | Display the website, keep it running and understand how it is used. |
| Demo request or contact | Contact details, company, module of interest and the message you choose to provide. | Prepare your request, reply to you and organize a demonstration. |
| Account and organization | Name, email address, phone number, company information and authorized members. | Create and administer the account, authenticate access and provide support. |
| Business management | Customers, products, inventory, quotes, invoices, payments, expenses and the documents or photos you add. | Carry out the operations you request in the modules you use. |
| GCOM Bot | Messages, WhatsApp number and attachments needed for the requested operations. | Guide and carry out the business management actions linked to your account. |
On the presentation website, the demo form prepares an email to [email protected]. It does not send its fields to a form API: sending depends on what you then do in your email app. Your name, company, email and message are not sent to the statistics tool.
3. Purposes and legal bases
We use this information to answer your requests, provide the features you choose, manage the service relationship, provide support, prevent unauthorized access and meet applicable obligations.
Depending on the processing and the applicable law, these uses rely on steps taken at your request before a contract, the performance of the service, our legal obligations or our legitimate interest in keeping the website secure and improving how it works. Consent is collected when it is required, in particular for marketing communications that need it.
The applicable data protection rules include Cameroonian law and, where it applies, the European Union General Data Protection Regulation (GDPR). The rules on cookies and other trackers remain separate from those on data processing.
4. Cookies, storage and audience measurement
The website uses Umami, through analytics.optibill.app, to measure visits, campaigns and interactions: viewing prices, requesting a demo, exploring modules or clicking a download. These events describe an action on the website; they do not prove a purchase or that an email was actually sent.
The Umami tracker works without advertising cookies. Technical information and session identifiers may nevertheless be processed to group visits. The website does not send it any Optibill account identifier. Unneeded URL parameters and fragments are removed from the browsing information sent; the personal fields of the form are not read for statistics.
| Item | Purpose | Duration or deletion |
|---|---|---|
| Campaign attribution | Remember UTM campaign parameters and pass them to links to the app or the partner space. | Session storage, normally cleared when the tab is closed. |
| Demo counter | Keep the fictitious sales of the checkout mini demo. | Until cleared from “Demo data” in the footer, or from the browser. |
| Audience measurement choice | Remember your objection on this device, with the local key umami.disabled. | Until you change your choice or clear the website storage. |
Your choice in this browser
This setting covers the statistics sent by the Optibill website from this device. Your browser’s “Do Not Track” signal still takes priority. Disabling does not retroactively delete statistics already recorded.
Your choice will be shown here when JavaScript is available.
The web app’s authentication cookies are used to maintain a session. They are separate from the presentation website items described above. Your browser preferences also let you manage cookies and local storage.
To understand how the tool works, see the Umami privacy documentation.
5. Retention and deletion
We limit retention to what the processing requires: answering your request and following it up, maintaining the service during the contractual relationship, keeping it secure and meeting applicable obligations.
- Contact requests: while they are handled and for the necessary follow-up of our exchange. You can ask for them to be deleted.
- Account and business data: while the service is provided, then according to the justified needs of closing the account, retention obligations and any disputes.
- Accounting documents: some documents must be kept for the periods set by the law applicable to the organization concerned. Deleting an account does not remove these obligations.
- Statistics and technical logs: according to the needs of monitoring operation, security and analysis of the website. You can ask us for details on the retention that applies to your situation.
- Local data: under your control on the computer or in the browser, as described on this page.
A deletion request is reviewed taking these obligations and the rights of the people concerned into account. Contact us to find out what information is kept and the options for export or deletion.
6. Recipients and external services
We do not sell your personal data. Relevant information may be accessible to authorized members of your organization, to the people in charge of support and operations, and to the providers needed to run the service. Competent authorities may obtain it when a legal obligation requires it.
- Hosting: the website hosting and delivery services process the connection information needed to access it. For the website deployed on Vercel, see its privacy notice.
- Google: the website fonts are loaded from Google Fonts and the GCOM download opens Google Drive. Requests sent to our Gmail address are also processed in this service. See Google’s privacy policy.
- WhatsApp: using GCOM Bot and exchanging through WhatsApp involve this service. See WhatsApp’s privacy policy.
- Your email provider: when you send a request, your email provider processes the message under its own terms.
ETS EMANI STUDIO is established in Cameroon. Providers may process data in other countries depending on their infrastructure. The rules on international transfers must be taken into account; you can ask us for the information and safeguards that apply to the services you use.
7. Exercising your rights
Depending on the applicable law, you can ask to access your data, have it corrected or deleted, restrict some processing, receive it in a portable format where this applies, or object to its use in the cases provided for. You can withdraw consent without affecting processing already carried out on that basis.
Access and correct
Ask for a copy of the information about you or for an inaccurate piece of data to be corrected.
Delete or restrict
Explain which data and uses are concerned; some retention obligations may apply.
Export your data
Specify the account or organization and the information you want so we can review the export options.
Object
You can disable the website statistics above and contact us about the other processing concerned.
Send your request to [email protected], or to [email protected]. Specify the service and the data concerned. A proportionate identity check may be needed; never send your password.
If the data was entered by the business you are a customer or employee of, also contact that organization. You can contact the competent data protection authority depending on your situation and the applicable law.
8. Local version and GCOM Bot
Optibill GCOM for Windows lets you keep and use business data on your computer without a connection. Access to this device, its backups and the protection of its files are also your organization’s responsibility. If you enable a link with the cloud, information is sent according to the operations and settings you choose.
GCOM Bot on WhatsApp needs an Internet connection and a linked account. The messages and attachments needed for the requested operations go through WhatsApp and the Optibill services. Limit what you send to the information useful for your management and check the summaries before confirming.
For protection measures and good practices, see our Security page.
9. Contact and updates
For any question about this policy, write to [email protected] or [email protected]. You can also send your request to ETS EMANI STUDIO, Makepe, Douala, Cameroon.
This policy may change with the services and the applicable obligations. The date shown at the top of the page is its last update; significant changes will be communicated appropriately.
References: Cameroonian law No. 2024/017 of December 23, 2024 (in French) and GDPR text (in French), where it applies.