Terms of use

Staff accounts are created by an administrator. Accounts are personal: do not share your password, and do not let someone else work under your sign-in. Every action is recorded against the account that performed it, so a shared account makes the record dishonest.

When someone leaves the company, an administrator should deactivate their account rather than delete it — deactivating cuts off access immediately while keeping their name on the work they did.

Client contact details, project records, receipts and payments. This is confidential business information belonging to GIWU Systems and to the clients who trusted us with it. Do not copy it out of the system except for work you are actually doing, and do not share exports outside the company.

The CSV export exists so an accountant can do their job. Treat a downloaded export with the same care as the system itself — once a file is on a laptop or in a chat thread, the access controls here no longer apply to it.

Receipts are never deleted. A mistake is corrected by voiding the receipt with a reason, which keeps the number in the series and leaves the correction visible. An unbroken receipt series is what makes the record auditable, and deleting rows to tidy up would destroy exactly the thing an audit relies on.

Only void a receipt you recorded yourself. Voiding someone else’s requires an administrator, on purpose.

Sign-ins are recorded, and every record carries who created and last changed it. This is not surveillance of your working day — it is how a question like “who changed this amount, and when?” gets an answer. See the privacy notice for exactly what is stored.

If a figure looks incorrect, a receipt is missing, or you can see something you do not think you should, tell an administrator rather than working around it. A wrong number that gets quietly corrected is a problem; one that gets reported is a fix.