Security & Privacy

1. Information We Collect

We collect only the information necessary to provide CoHelper's household management services. This includes:

• Account Information: Your name, email address, and password. Passwords are hashed using bcrypt and are never stored in plaintext — not even our engineers can read them.
• Profile Information: Optional details such as nationality and gender, used to personalise your helper management experience.
• Usage Data: Tasks, household expenses, payroll records, and receipts you create within the app.
• Uploaded Files: Receipt images, payslip documents, and other files you upload. These are stored on Tencent Cloud Object Storage (COS) in encrypted buckets.
• Device Information: Device type and operating system version, collected solely to enable push notifications and ensure app compatibility.

2. How We Use Your Information

We use your data exclusively to provide and improve the Service:

• Core Service Delivery: Processing tasks, payroll, receipts, and enabling communication between you and your helper.
• AI OCR Processing: When you use the AI Scan feature (available on Pro and Elite plans), receipt images are temporarily transmitted to our AI provider (Novita/Deepseek) for text extraction. Images are processed for this specific request only and are not stored by the AI provider beyond the immediate inference operation.
• Service Improvement: Aggregated, anonymised usage patterns help us improve app performance and features. No personally identifiable information is used for this purpose.
• Security & Fraud Prevention: Login activity and session data are monitored to detect and prevent unauthorised access.
• Push Notifications: Task updates, payroll reminders, and important account alerts delivered via Firebase Cloud Messaging.

3. Data Sharing

We do not sell, rent, or trade your personal data to any third party. We share data only with the following service providers who process it on our behalf, under strict data processing agreements:

• Tencent Cloud COS — Encrypted file storage for receipts, payslips, and documents. Data may be stored in Hong Kong or Mainland China regions depending on bucket configuration.
• Novita AI / Deepseek — AI OCR provider (US-based). Receipt images are transmitted only when you explicitly trigger an AI scan. Images are used solely for text extraction and are not retained.
• Firebase (Google) — Push notification delivery. Device tokens are shared with Firebase solely to route notifications to your device.
• Legal Disclosure: We may disclose your data if required to do so by a court order or applicable Hong Kong law. We will notify you where legally permissible.

4. Data Retention

CoHelper retains uploaded files (receipts, payslips, and documents) for a limited period that varies by subscription tier. Retention periods are determined at our discretion, may differ between plans, and are subject to change without notice.

• No Guaranteed Duration: We do not promise or guarantee any specific retention period for uploaded files. Higher-tier plans generally receive longer retention as a convenience, but this is not a contractual commitment.
• Automatic Deletion: Files may be automatically and permanently deleted at any time in accordance with our operational policies. No recovery is possible after deletion.
• Account Deletion: Upon account closure, all personal data associated with your account will be permanently deleted within 30 days, subject to any mandatory legal retention obligations. It is the User's responsibility to export all records prior to account closure.

4A. Data Portability & Export

CoHelper provides data export tools so you can download copies of your household records at any time. We recommend exporting your data at least once per month.

• Export Available: You may request a complete export of your account data (profile, tasks, receipts, expenses, payroll records, and uploaded documents) through the app's Settings menu.
• Annual Report Download: Paid subscribers (Pro and Elite) can generate and download a structured annual report containing their uploaded documents, payroll records, receipts, and expenses for any calendar year. Once downloaded, the report is your responsibility to store securely.
• Format: Exported data is provided as a downloadable archive. Download links expire after 48 hours for security.
• Backup Reminders: CoHelper periodically sends email reminders encouraging you to export and back up your data. These reminders are provided as a courtesy to help you maintain independent records.
• No Bailment: CoHelper is a SaaS management tool, not a professional data storage or backup service. No bailment relationship is created by your use of the Service. You are solely responsible for maintaining independent, permanent copies of all documents you upload. The Company shall not be liable for any data loss, regardless of cause.
• Compliance Note: Hong Kong law may require employers to maintain certain employment records for up to 7 years. The legal burden of record retention remains entirely with you. CoHelper does not guarantee any specific file retention duration and does not serve as a records custodian.

5. Security Measures

We have implemented comprehensive technical and organisational security measures to protect your data:

• TLS Encryption in Transit: All communications between your device and our servers use TLS (256-bit) encryption.
• bcrypt Password Hashing: All passwords are hashed with bcrypt (with salt) before storage. Plaintext passwords are never written to disk or logged.
• JWT with Token Rotation: We use short-lived JWT access tokens with secure refresh token rotation. Compromised refresh tokens are invalidated automatically.
• Two-Factor Authentication (TOTP): Optional TOTP-based 2FA is available for admin accounts, adding a second layer of login protection.
• Biometric Authentication: Fingerprint and Face ID login use your device's secure enclave (iOS Keychain / Android Keystore). No biometric data is ever transmitted to our servers.
• Minimal Attack Surface: Our servers expose only ports 80 and 443. All administrative access is restricted by IP allowlist and requires multi-factor authentication.
• Automated TLS Renewal: SSL/TLS certificates are automatically renewed to prevent lapses in encryption coverage.

6. Your Rights Under PDPO (Hong Kong)

Under the Personal Data (Privacy) Ordinance (Cap. 486) of Hong Kong, you have the following rights:

• Right of Access: You may request a copy of all personal data we hold about you. We will respond within 40 days as required by law.
• Right to Correction: You may request correction of any inaccurate personal data. Corrections will be made promptly.
• Right to Erasure: You may request deletion of your personal data. Requests are processed within 30 days, subject to any mandatory legal retention requirements.
• Data Access Request Officer: To exercise your rights, contact our designated Data Access Request Officer at privacy@cohelper.hk.

7. Cookies and Local Storage

We do not use third-party tracking cookies or advertising cookies. Our data storage practices are as follows:

• Web App (PWA): The Progressive Web App at app.cohelper.hk uses localStorage to store your session token locally on your browser. No third-party cookies are set.
• iOS App: Session tokens and credentials are stored securely in the iOS Keychain — an encrypted, hardware-backed secure storage system.
• Android App: Session tokens are stored using EncryptedSharedPreferences, backed by the Android Keystore system.
• No cross-site tracking, no advertising pixels, no analytics SDKs beyond what is necessary for push notifications (Firebase).

8. Children's Privacy

CoHelper is intended for use by adults aged 18 and over. We do not knowingly collect personal data from persons under the age of 18. If you believe a minor has registered an account, please contact us at privacy@cohelper.hk and we will promptly delete the relevant account and associated data.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will:

• Send a notification email to your registered email address at least 14 days before the changes take effect.
• Display an in-app notification informing you of the update.
• Update the "Effective Date" at the top of this page.

Your continued use of CoHelper after the effective date of any changes constitutes your acceptance of the revised policy.

10. Contact Us

For all privacy-related enquiries, data access requests, or concerns, please contact our Data Access Request Officer:

• Email: privacy@cohelper.hk
• Company: EveryLittleThoughts Limited
• Location: Hong Kong Special Administrative Region
• Response time: We aim to respond within 5 business days, and no later than 40 days as required by PDPO.