Privacy Policy

What we collect

• Your account: your name, company or firm name, email address and a hashed form of your password. We never see or store your password itself.
• Documents you upload on the website, or that are emailed to your inbox addresses: PDFs, photos and the email they came with.
• Data read from them: vendor names, invoice numbers, dates, amounts, line items, and your edits and approvals.
• Your setup: clients, vendor rules, account mappings and templates.
• The QuickBooks connection, if you connect: your company ID and the access tokens Intuit gives us, plus the vendors, accounts, classes and locations we read to code your bills.
• Billing: your plan, page usage and payment status. Card details go to our payment provider, not to us.
• Technical data: IP address, browser type and request logs, kept for security and to fix errors.

How long we keep it

• Uploaded files are deleted as soon as they are processed if you choose so at upload, and otherwise within 24 hours.
• Download files we make for you (CSV, Excel) are deleted within an hour.
• Data read from your documents, your setup and your account are kept while your account is open, and deleted within 30 days after you ask us to close it. Copies in backups expire within a further 30 days.
• Billing records are kept as long as tax law requires.

The Windows app

The Windows app reads your files on your own PC; the files themselves are never uploaded to us. The app sends us only what it needs to work: your sign-in, how many pages you process, and your vendor rules and templates so they stay the same on every device.

How we use it

Only to run the service: to read your documents, show them to you for review, send them to QuickBooks when you ask, bill you, send you account emails, keep the service secure and answer you when you write to us. We do not sell your data, we do not show you ads, and we do not use your documents to train AI models. Our legal bases, where the GDPR applies, are performing our contract with you, our legitimate interest in keeping the service secure, and our legal obligations for billing records.

Who else handles it

We read your documents on our own servers. These companies help us run the service, and each gets only what its job needs:

• Cloudflare: delivers our website and protects it from attacks. Its web analytics count visits without cookies.
• Resend: sends our account emails, such as sign-up links and password resets.
• Lemon Squeezy: takes payments as the seller of record. Its own privacy policy covers your card details.
• Intuit: receives the bills and expenses you choose to send to your QuickBooks Online company.

When you share an approval link with a client, anyone with that link sees the documents in that request. We share data with authorities only when the law requires it. Some of these companies process data outside your country, under safeguards such as the EU Standard Contractual Clauses.

Cookies

We set one cookie: the login cookie that keeps you signed in. It is needed for the service to work, so we do not ask for consent. We use no advertising or tracking cookies.

Security

All traffic is encrypted with HTTPS. QuickBooks tokens are stored encrypted, and you can disconnect QuickBooks at any time, which revokes them at Intuit. No system is perfectly secure; if a breach affects your data, we will tell you without undue delay.

Your rights

You can ask us for a copy of your data, to correct it, to delete it, or to stop or limit how we use it. Write to [email protected] from your account’s email address and we will answer within 30 days. If you are in the EU or UK, you can also complain to your data protection authority. California residents: we do not sell or share personal information as the CCPA defines it.

Your clients’ data

If you are a bookkeeper or accountant, the documents you upload belong to your clients and you decide what is processed. For that data we act on your behalf, as your processor.

Children

The service is for businesses and is not meant for anyone under 16.

Changes

If we change this policy in a way that matters, we will email you before the change applies. The date at the top always shows the latest version.

Contact

Questions about privacy: [email protected].