Privacy Policy

The short version

Your documents stay on your device. We keep only what we need to run your account: your email, your settings, how much of the free allowance you have used, and your subscription. We never see the receipts, invoices or statements you process, and we never sell your data.

Your documents

Reading receipts, invoices and bank statements, and almost every PDF tool, runs on your own device. Your files and anything read from them — dates, merchants, amounts, account numbers — are never uploaded to us, stored by us or shared.

A few Pro tools (Office ↔ PDF conversion) send the file you choose to our conversion service over an encrypted connection. It is converted, returned to you and deleted straight away. The tool's page tells you before you choose a file.

What we collect

• Account: your email address, your name if you give one, and how you sign in. Sign-in security records (device, browser, time, IP address) are kept to protect your account.
• Settings: your preferences and rules, such as your chart of accounts, merchant rules and name corrections, currency, export format and the company names you enter as your own. Never figures from your documents.
• Teams: if you use a team, its name, members and roles, and the team's shared settings.
• Free allowance: for each file a free account processes, a protected code that cannot be turned back into the file, and how many receipts or pages it had — so that the 30 receipts and 30 OCR pages a month can be counted. Deleted after the month ends.
• Payments: your subscription, plan and billing dates. Card details go straight to our payment processor; we never see them.
• Abuse prevention: a protected code made from your network (IP) address — never the address itself — so that no more than 3 free accounts use the allowance from one address.
• Usage statistics: only if you agree in the cookie banner — which tool was used and whether it worked. Never file names or contents.

Stored in your browser

Your browser keeps your theme, language and similar choices, and sign-in cookies. You can clear them at any time in your browser settings.

Who else handles data

We use a sign-in provider, a payment processor, a hosting provider and, if you agree, an analytics provider — each only for that purpose. A current list is available on request. They may process data outside your country, with the safeguards the law requires.

How long we keep it

• Account and settings: until you delete your account (they are then deleted straight away). Team settings: until the team is deleted.
• Free-allowance records: until the month ends.
• Abuse-prevention records: permanently, so the rule stays fair; unlinked from you if you delete your account.
• Actions our staff take on your account: two years.
• Subscription records: as long as the law requires for billing records.

Your rights

You can ask to see, correct, delete or get a copy of your personal data, object to its use, or withdraw your consent. This includes your rights under the GDPR, Hong Kong's Personal Data (Privacy) Ordinance, Macao's Personal Data Protection Act, mainland China's Personal Information Protection Law and California law. Contact us below; we reply within one month. You can also complain to your data-protection authority.

Children

The service is not meant for children under 16, and we do not knowingly create accounts for them.

Changes

If this policy changes, the date at the top changes too. Important changes are announced in the workspace before they take effect.

Contact

support@theaccountingtools.example