Privacy Policy for AccountingBook
Last Updated: August 2026
Welcome to AccountingBook. We provide state-of-the-art, AI-powered financial ledger, automated invoicing, and smart expense management services. Your financial privacy, data integrity, and trust are fundamental to our business operations. This Privacy Policy details how we collect, process, secure, and share your personal and financial information when you use our mobile application, website, and associated cloud services (collectively, the "Service").
Agreement to Terms: By accessing or using AccountingBook, you explicitly consent to the data practices described in this Privacy Policy. If you do not agree with any part of this policy, please discontinue the use of our services immediately.
1. Information We Collect
To provide you with high-accuracy financial analytics and automated bookkeeping, we collect several categories of information, which may include:
A. Personal Information Provided by You
- Account Credentials: Full name, email address (e.g., for support and verification), phone number, and account passwords.
- Business Identity Data: Business name, industry type, tax identification numbers, currency preferences, and corporate addresses required for invoice generation.
B. Financial and Transactional Data
- Ledger Entries: Income logs, daily expense records, payroll data, accounts payable/receivable, and bank transaction details manually entered or uploaded via CSV/images.
- Receipts and Documents: Images or digital documents of financial receipts, invoices, and bills processed by our AI algorithms.
C. Automatically Collected Data & Technology Logs
- Device Metrics: IP address, device type, operating system version, unique device identifiers, and browser specifications.
- Usage Analytics: Log details concerning how you interact with our application, session durations, features accessed, and application performance metrics.
2. How We Process and Use Your Information
AccountingBook processes your data strictly under valid legal bases, including performance of a contract, legal compliance, and legitimate business interests. We utilize your data to:
- Deliver Core Services: Generate professional accounting reports, cash flow balance sheets, instant profit & loss statements, and digital invoices.
- Power AI Core Features: Train and optimize local or cloud-based proprietary machine learning models to accurately categorize expenses and read scanned receipts. (Your absolute financial numbers are never used to train generalized public models).
- Provide Technical Support: Respond to your customer care inquiries, track system bugs, and resolve database synchronization issues via our official help desk.
- Security and Fraud Prevention: Detect, prevent, and mitigate unauthorized account access, credential stuffing, and malicious or illegal activities.
3. Data Sharing and Third-Party Disclosures
We do not sell, trade, or rent your private financial ledgers or personal details to third-party data brokers or advertisers. Disclosures occur exclusively in the following operational scenarios:
- Essential Service Providers: We share data with verified cloud infrastructure providers (such as AWS or Google Cloud) and database hosting services that adhere to stringent confidentiality mandates.
- Legal Obligations: We may disclose information if legally compelled by judicial summons, regulatory bodies, or enforced governmental laws, provided such requests are legitimate and validated.
- Business Transitions: In the event of a corporate merger, asset acquisition, or restructuring, your historical financial records may be transferred as an essential business asset to the surviving entity under equivalent privacy protocols.
4. Data Storage, Retention, and Global Transfers
Your financial entries, account profiles, and transaction archives are retained for as long as your corporate account remains active or as required to fulfill the business purposes outlined in this policy. If you choose to delete your account, we initiate an automated purging sequence to securely wipe your data from our active production databases within 30 days, subject to mandatory statutory tax-record retention laws.
5. Strict Data Security Architecture
We treat your accounting data with the highest industry standard of security protection. Our defensive architecture includes:
- Advanced Encryption: All sensitive financial information is encrypted in transit using Transport Layer Security (TLS 1.3) and securely encrypted at rest using Advanced Encryption Standard (AES-256).
- Access Controls: Multi-factor authentication (MFA) protocols and role-based access management block unauthorized internal personnel from viewing live client databases.
- Regular Audits: Continual vulnerability scanning, third-party penetration testing, and real-time network monitoring protocols are active to guarantee infrastructure safety.
6. Your Global Privacy Rights (GDPR / CCPA / Digital Rights)
Depending on your geographic location, you possess distinct legal rights regarding your personal and financial datasets. These universally include:
- The Right to Access: Request a comprehensive, machine-readable digital copy of all personal and financial data assets linked to your profile.
- The Right to Rectification: Demand immediate correction of inaccurate, outdated, or incomplete accounting files or profile credentials.
- The Right to Erasure ("Right to be Forgotten"): Request full deletion of your entire profile database from our cloud infrastructure.
- The Right to Data Portability: Export your transactional records and daily ledger balances in structured formats (e.g., JSON or CSV) easily.
7. Children's Privacy
Our AI-powered accounting suite is strictly engineered for business operators, freelancers, and independent contractors. We do not intentionally target, collect, or manage information from individuals under the age of 18.
8. Changes to This Privacy Policy
We reserve the update authority to revise this Privacy Policy periodically to match emerging legal frameworks and product upgrades. Any changes will be announced by altering the "Last Updated" timestamp at the top of this document, and significant updates will be communicated through in-app alerts or registered email notifications.