Policies

Transactional Email Policy

Last updated: 11th March 2026

This document explains how the AccountsPro platform sends email communications to its users. The platform sends transactional emails only, which are necessary for the operation of the service and user account activity.

Purpose of Email Communications

Emails sent by the platform relate to essential account and service activity, including:

• account registration and verification
• account setup notifications
• password reset requests
• document processing notifications
• subscription upgrades or downgrades
• billing confirmations
• team member invitations or removals
• service alerts and system notifications

These communications are necessary to provide the functionality of the platform.

How Recipients Are Collected

All recipients of emails sent by the platform are registered users of the service. Users provide their email address directly when creating an account or when invited to join an organisation within the platform.

We do not: purchase email lists, rent email lists, scrape email addresses from websites, or import third-party marketing databases. Emails are sent only to individuals who have a direct relationship with the platform.

Email Frequency

Transactional emails are sent only when triggered by user activity or account events. The platform does not send bulk marketing campaigns.

Managing Bounces and Complaints

We actively monitor bounce and complaint rates through our email delivery provider. If an email address results in a permanent bounce, it is automatically suppressed and no further emails will be sent to that address.

Unsubscribe and Communication Preferences

Users may manage their communication preferences within the platform. However, some emails cannot be disabled because they are required for the proper operation of the service, such as account security alerts or billing confirmations.

Contact

If you have questions about how emails are sent through the platform, please contact: hello@accountspro.ai

Sub-Processor List

Last updated: 11th March 2026

This document lists the third-party service providers ("Sub-processors") that may process data in order to support the operation of the AccountsPro platform. All sub-processors are required to maintain appropriate security and data protection standards.

1. Cloud Infrastructure

Cloud infrastructure providers host the platform and store application data. Services include server hosting, data storage, network infrastructure, and security monitoring.

2. Email Integration Providers

Where users choose to connect email accounts, integration services may process limited data required to enable document retrieval (invoices, receipts, etc.). Access is granted only with the user's authorisation.

3. Document Processing Services

Automated document processing technologies used to analyse financial documents and extract accounting information.

4. Artificial Intelligence Services

AI-powered features for document recognition and data extraction. Customer data is not used to train general artificial intelligence models.

5. Analytics and Performance Monitoring

Tools to understand platform usage and improve system performance, processing limited technical information.

6. Payment Processing

Payment providers manage billing information for subscriptions. The platform does not store full credit card details.

Contact

If you have questions regarding sub-processors, please contact: hello@accountspro.ai

Data Processing Agreement (DPA)

Last updated: 11th March 2026

This Data Processing Agreement ("DPA") forms part of the Terms of Use between the user of the Platform ("Customer", "Controller") and AccountsProAI Limited ("Processor", "we", "us", or "our"). This agreement is intended to comply with the requirements of the UK GDPR and the Data Protection Act 2018.

1. Roles of the Parties

The Customer acts as the Data Controller. The Platform operator acts as the Data Processor, processing personal data on behalf of the Customer.

2. Nature and Purpose of Processing

The Platform processes personal data solely for the purpose of providing services that allow accounting professionals to collect, organise, and extract information from financial documents.

3. Categories of Data Subjects

Personal data may relate to: customers of accounting firms, suppliers/vendors, employees referenced in documents, and users of the Platform.

4. Types of Personal Data

Processed data may include: names, email addresses, company names, invoice details, transaction amounts, tax information, and payment details.

5. Processor Obligations

The Processor shall process data only on documented instructions, ensure confidentiality, implement security measures, and notify the Customer of any breaches.

Contact

For questions relating to data protection, please contact: hello@accountspro.ai

Security Overview

Last updated: 11th March 2026

Protecting financial data is fundamental to how the AccountsPro platform is designed and operated. This document outlines the security practices used to safeguard customer information.

1. Security Principles

The platform is built around: Least privilege access, Encryption at rest and in transit, Secure infrastructure, and Continuous monitoring.

2. Infrastructure Security

Hosted using secure cloud providers with industry-standard controls including network isolation, firewalls, and infrastructure monitoring.

3. Data Encryption

All communication is protected using HTTPS/TLS. Stored data is encrypted using modern standards.

4. Access Control

Access to internal systems is restricted to authorised personnel only via role-based permissions and strict authentication.

5. Email Integration Security

Access is granted through secure OAuth methods provided by email platforms. The platform requests read-only permissions and cannot send or delete emails.

Contact

If you have any questions about platform security, please contact: hello@accountspro.ai