Privacy Policy

Last updated 29 October 2026. Draft: have it reviewed by a lawyer before relying on it.

This policy explains how [Legal entity name] ("we") handles personal data. There are two very different groups of people, and we treat them differently.

1. Firm users and website visitors (we are the controller)

• Account data: name, email, password (stored hashed), firm name, two-factor settings, and team membership. Used to run your account.
• Billing data: handled by Dodo Payments as merchant of record. We receive your customer ID, plan and subscription status, never your card number.
• Usage and security logs: IP address, sign-ins, and actions such as downloads and approvals. Used for security, troubleshooting and the audit log.
• Free statement checker: the file you upload is read in memory and deleted as soon as the check finishes. We keep a per-IP counter for rate limiting.
• Emails: service emails (invitations, receipts, account notices). We don't sell your data or run advertising trackers.

Legal bases: performing our contract with you, our legitimate interest in running a secure service, and legal obligations (for example tax records).

2. Firms' clients (the firm is the controller, we are the processor)

If a bookkeeping firm sent you a document request, that firm decides what is collected and why. We process your name, email, uploaded documents and answers only on the firm's instructions, under our Data Processing Agreement. To use your privacy rights, contact the firm directly. We'll help them respond.

We record when you open your upload link and when you upload, so the firm can see progress. If emails to you bounce or you mark one as spam, we stop emailing you and tell the firm.

3. Who we share data with

Only the service providers listed on our Security page (hosting, storage, email delivery, error monitoring, payments, and an AI model provider for document checks), each under contract and only to provide the service. We disclose data to authorities only when legally required.

4. How long we keep it

• Client files: until the firm's retention period after download passes, or the firm deletes them.
• Account and firm data: while the account exists. Deleting the firm removes it straight away; backups expire within 30 days.
• Billing records: as long as tax law requires.

5. International transfers

Our providers may process data outside your country. Where required, we rely on Standard Contractual Clauses or an equivalent safeguard.

6. Your rights

Depending on where you live, you can ask to access, correct, delete or export your data, or object to or restrict how we use it, and you can complain to your data protection authority. Email hello@localhost. We reply within 30 days.

7. Cookies

We use only cookies needed to keep you signed in and protect forms (session and CSRF cookies). No analytics or advertising cookies.

8. Changes and contact

We'll post changes here and email account owners about material ones. Contact: [Legal entity name], [Registered address], hello@localhost.