Privacy Policy

Last Updated: November 3, 2025

1. Information We Collect

We collect information you provide directly to us, including name, email address, company information, and financial data you upload for processing.

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Process transactions and send related information
  • Send technical notices and support messages
  • Respond to your comments and questions

3. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. All data is encrypted in transit and at rest.

4. Free Tool Processing & Retention

Files uploaded to the Free Categorizer are processed transiently and deleted within 24 hours. These uploads are not associated with account-level data retention and are not used for model training unless you explicitly opt in at upload.

When you use the free tool:

  • Your file is processed in temporary storage
  • The file and all derived data are automatically deleted within 24 hours
  • You can request immediate deletion using the "Delete now" button
  • Data is excluded from model training unless you provide explicit consent

5. Model Training

We only use data for model improvement with your explicit opt-in at the time of upload. We record your consent with a timestamp, upload identifier, and a privacy-preserving hash of metadata. If you consent to training:

  • Only anonymized transaction patterns are used (amounts, dates, and account numbers are stripped)
  • Categorizations and feedback are used to improve AI accuracy
  • You can revoke consent by contacting privacy@ai-bookkeeper.app
  • Training data is stored separately with enhanced security controls

6. Account Data Retention

For registered accounts, we retain your data for as long as your account is active or as needed to provide you services. Standard retention is 12 months, with optional extended retention available.

7. Your Rights

You have the right to:

  • Access your personal information
  • Correct inaccurate data
  • Request deletion of your data
  • Export your data
  • Opt-out of marketing communications

8. Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@ai-bookkeeper.app