Privacy Policy

1. Who we are

StokSource operates the platform at stoksource.com — inventory and procurement software for companies, and a portal and community for their suppliers. This policy explains what personal data we process, why, and the choices you have. It applies to both companies and suppliers using the platform.

2. What we collect

Account data: your name, work email, password (stored only as a secure hash), preferred language, and the organisation you belong to.

Business records your organisation creates on the platform: items, stock, suppliers, purchase documents, invoices, messages, and uploaded files. For suppliers this includes your company profile, catalogue, quotations, and the documents you file with buyers.

Payment data: processed by MyFatoorah. We store only a tokenised reference to a card and its brand/last-four digits — never the card number.

Technical data: sign-in timestamps, IP addresses recorded in audit trails, and basic logs needed to run and secure the service.

3. How we use it

To provide the service: authenticate you, store and display your records, generate documents, and send the transactional emails the platform depends on (verification codes, notifications, billing receipts) via our email provider.

To bill subscriptions and, where applicable, community membership.

To keep the platform secure — audit trails, abuse prevention, and rate limiting.

We do not sell personal data, and we do not use your business records for advertising or to compete with you. We may use the account and profile details you registered to send you information about StokSource; every such message carries an unsubscribe link.

4. Tenant isolation and visibility

Each company's data lives in a database dedicated to that company. Suppliers see only the documents addressed to them; a supplier's prices and documents with one buyer are never visible to another. A supplier's community profile is visible to buyer organisations only while the supplier chooses to be listed.

5. Processors we rely on

We share data only with the processors needed to run the service: our hosting provider (servers and storage), MyFatoorah (payments), and Resend (transactional email). Each receives only what its function requires and may not use it for anything else.

6. Connected accounting software

If your organisation connects StokSource to accounting software such as QuickBooks Online, we read your chart of accounts, your tax codes, and the vendor records needed to match your suppliers. We write vendor records, bills, and bill payments that correspond to supplier invoices you have approved and payments you have recorded. We do not read your bank feeds, your payroll, your customer invoices, or your financial statements, and we do not copy your ledger into StokSource.

We store the access and refresh tokens for the connection, encrypted at rest with a key held outside the database, together with the identifiers linking a StokSource record to its counterpart in your accounting software. Data obtained from your accounting software is never sold, rented, or shared, and is not used for advertising or to train models.

You may disconnect at any time, from StokSource or from within the accounting software itself. On disconnection we delete the stored tokens; the linking identifiers are retained so that reconnecting the same company does not duplicate documents already posted. Deletion of those identifiers can be requested at privacy@stoksource.com.

7. Retention

We keep data for as long as the account it belongs to is active. When a company account is terminated, its data is deleted after a winding-down period during which an export can be requested (see the Terms). Audit records and billing records are kept as long as the law requires.

8. Your rights

You may access and correct your account data from the platform itself. You may request a copy or deletion of your personal data by writing to privacy@stoksource.com — note that data belonging to your organisation's business records is controlled by that organisation, and requests concerning it are referred there.

9. Contact and changes

Questions about this policy: privacy@stoksource.com. We may update this policy; material changes will be notified inside the platform or by email before they take effect. This policy is governed by the laws of the State of Qatar.

Last updated 12 September 2026.