1. Introduction
Devi AI LLC ("we", "us", or "our"), the developer of Bookeeping.ai, is committed to protecting the privacy of our users ("you" or "your"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered bookkeeping service.
Please note that this Privacy Policy applies specifically to Bookeeping.ai. Devi AI LLC may produce other products or services that are governed by separate privacy policies.
Beta Status Disclaimer
Please note that Bookeeping.ai is currently in beta. While we strive for accuracy and reliability, we are not responsible for any errors that may occur during this phase. Users should use the service with this understanding.
2. Information We Collect
Information You Provide:
- Account information (name, email, business details)
- Financial data (transactions, invoices, receipts)
- Communication data (emails, support inquiries)
Information Automatically Collected:
- Usage data (features used, interaction with the service)
- Device information (IP address, browser type, device type)
- Cookies and similar tracking technologies for authentication and personalized services.
3. How We Use Your Information
We use your information for purposes including:
- Providing and maintaining our service
- Improving and personalizing user experience
- Processing transactions and sending related information
- Responding to your requests and inquiries
- Sending administrative and marketing communications
- Detecting and preventing fraudulent or illegal activities
4. Data Storage and Security
4.1. Data Storage:
We store all user data in secure MongoDB servers located in Ireland for global users. If a user requests a custom location, we accommodate such requests subject to availability.
4.2. Data Security:
We employ robust security measures to protect your data. For full details of our security practices, please visit https://bookeeping.ai/en/security.
4.3. Data Breach Notification:
In the event of a data breach that affects personal data, we will notify affected users and relevant authorities within 72 hours, as required by applicable laws.
5. Data Sharing and Disclosure
We may share your information in the following situations:
- With your consent
- To comply with legal obligations
- To protect our rights, privacy, safety, or property
- In connection with a business transfer or acquisition
- With service providers who assist in our operations (subject to confidentiality agreements)
We do not share user data with third-party services without explicit consent, except where necessary to provide core functionality (e.g., bank integrations via Plaid).
6. Your Data Protection Rights
Depending on your location, you may have rights regarding your personal data, including:
- Access to your personal data
- Correction of inaccurate or incomplete data
- Erasure of your personal data
- Restriction of processing of your personal data
- Data portability (ability to obtain a machine-readable copy of your data)
- Objection to processing of your personal data
- Withdrawal of consent (where processing is based on consent)
To exercise these rights, please contact us using the information provided at the end of this policy.
7. Data Retention
We retain personal data as follows:
- Financial data (transactions, receipts, invoices) is retained as long as the user chooses to keep their account active. Users may request deletion of their financial data at any time. If no deletion request is made, we will retain financial data for up to 7 years so users can return and continue their bookkeeping from where they left off.
- Account data is retained as long as the account remains active.
- Upon user data deletion request, data will be retained for 7 days before permanent deletion and cannot be recovered.
8. AI Usage and Automated Decision-Making
Our service utilizes AI for various tasks. While we continually work to improve our AI systems, we cannot guarantee 100% accuracy. Users should use the AI-generated results with caution and are responsible for verifying important information.
If an automated decision made by our AI affects financial reporting or bookkeeping results, users have the right to request human intervention and review.
9. Third-Party Services
Our service uses third-party APIs and services to offer features and functionality. We encourage you to read the privacy policies of any third-party services you use.
MongoDB:
- We use MongoDB Atlas for secure data storage.
- Your data is stored in MongoDB servers located in Ireland unless you've requested a custom location e.g. United States or Canada
- MongoDB implements various security measures to protect your data, including encryption at rest and in transit.
- For more information, review MongoDB's privacy policy at https://www.mongodb.com/legal/privacy-policy
Plaid API for Bank Connections:
- We use Plaid API to enable secure connections to your bank accounts.
- We obtain transaction data through Plaid but have read-only access.
- We cannot make changes to your bank accounts or initiate transactions.
- Users acknowledge that Bookeeping.ai does not control or modify any bank transactions. Any issues related to transaction errors should be addressed directly with their bank.
- For more information, review Plaid's privacy policy at https://plaid.com/legal/#consumers
AI-Powered Text Analysis:
- We use OpenAI and Claude AI models to analyze text data.
- No user-identifying information is sent to these services.
- The data sent for analysis is limited to text content relevant to bookkeeping tasks.
- We do not store any user data with OpenAI.
- For more information, refer to OpenAI's and Claude's privacy policies.
Google OCR for Receipt Processing:
- We utilize Google's Optical Character Recognition (OCR) technology to process receipt data.
- When you upload a receipt, the image data is sent to Google's OCR service for processing.
- We do not share any user-identifying information with Google.
- The extracted text data is then used within our system for bookkeeping purposes.
- For more information, refer to Google's privacy policy.
10. Cookies and Tracking Technologies
We use cookies and similar tracking technologies for authentication, personalization, and analytics.
Users can manage or disable cookies in their browser settings. Certain features may not function properly if cookies are disabled.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.
12. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at:
- Devi AI LLC
- 1309 Coffeen Avenue, STE 1200, Sheridan, WY 82801
- Email: [email protected]
- Live Chat: Available 24/7 on our Contact Page
By using Bookeeping.ai, you confirm that you have read and understood this Privacy Policy and agree to its terms.