Privacy Policy

This Privacy Policy describes how Accounts Pro ("we", "us", "our") collects, uses, stores, and protects information when you use our website (accountspro.ai) and our application (app.accountspro.ai and its subdomains), including when you or your accounting practice's clients connect third-party services such as Gmail, QuickBooks, or Xero.

It should be read together with our Terms of Service, our AI Data Usage Policy, and the full list of our Policies.

Accounts Pro is operated by Accountsproai Limited, a company registered in England and Wales.

1. Information We Collect

• Account and registration data — name, email address, and role, when you create an account or are added to a workspace by your firm.
• Billing data — subscription plan and payment details, processed by our payment provider; we do not store full card numbers ourselves.
• Support and communications — messages you send us for support, and related metadata.
• Usage data — logs and analytics about how the application is used, to operate and improve the service.

Connected accounting and email data

When you or a client connects a third-party account, we access:

• Google (Gmail) — read access to the connected inbox, and permission to create and apply a single organizational label. Used solely to detect incoming invoices/bills and extract their content for processing. We do not read, delete, or send email on your behalf beyond identifying and labeling invoice-related messages.
• QuickBooks Online / Xero — read/write access to post approved bills and expenses to the connected ledger, and to look up vendors/contacts and expense accounts needed to do so. A client may have only one accounting platform connected at a time.
• Invoice documents — PDFs, images, or other attachments containing invoices/bills, however they reach us (email, WhatsApp, client portal upload, or bulk upload), and the data extracted from them (amounts, line items, supplier names, dates).

We only request the minimum third-party access needed for the above, and do not use this data for advertising or sell it to third parties.

2. How We Use Information

We use the information above to:

• operate and provide the application
• detect and process invoices/bills on your behalf
• post approved transactions to your connected accounting platform
• authenticate you and prevent fraud
• provide customer support
• communicate with you about the service
• comply with applicable law, including financial record-keeping obligations (see Section 6)

3. Google User Data — Limited Use Disclosure

Accounts Pro's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements:

• We use Gmail data only to identify, extract, and process invoice/bill content on your behalf.
• We do not use Gmail data for advertising or marketing purposes.
• We do not transfer Gmail data to third parties except the sub-processors described in Section 5, and only as necessary to provide the service.
• Human access to Gmail data is limited to what is necessary for customer support, security, or legal compliance, and is logged.
• You may disconnect your Gmail account at any time from within the app; doing so revokes our access and removes the stored connection (see Section 6 for what is and isn't deleted).

4. AI-Assisted Processing

We use AI-assisted extraction to read invoice content from attachments and emails. See our AI Data Usage Policy for what is and isn't sent to AI providers and how that data is handled.

5. How Data Is Stored and Protected, and Who We Share It With

• Authentication tokens for connected services are never stored in plaintext — they're held in an encrypted secrets vault, referenced only by an internal ID.
• Invoice documents and attachments are stored in encrypted cloud storage, accessible only via time-limited signed links generated on demand — not permanent public URLs.
• Extracted invoice data is stored in our database, isolated per accounting practice/workspace, and is never visible across unrelated workspaces.
• All data is encrypted in transit (TLS) between your browser, our servers, and connected third-party APIs.
• Processing your data may involve the following categories of sub-processor, solely to deliver the service: our database and file storage provider (Supabase), our workflow-automation engine used to post approved bills to your connected accounting platform (n8n), our AI extraction provider (see Section 4), our payment processor, and the third-party platforms you explicitly connect (Google, Intuit/QuickBooks, Xero).

6. Data Retention and Deletion

• Disconnecting an integration (Gmail, QuickBooks, or Xero) immediately revokes our access token at the provider and removes the stored connection. It does not delete previously processed invoice data.
• Any invoices received via email, WhatsApp, portal upload, or bulk upload are retained for a minimum of 6 years, in line with statutory financial record-keeping requirements. Deleting your account does not automatically delete this data.
• Deletion of this financial data must be requested via a support ticket within the app (Support → Request Type: "Data Deletion Request") and will only be carried out if Accounts Pro determines the data is no longer required to be retained under applicable law. We may decline a deletion request, in whole or in part, where retention is legally mandated.
• Non-financial account data (e.g. login credentials, connection tokens) is deleted on account closure; retained financial records remain subject to the 6-year policy regardless of account status.

7. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, or request deletion of your personal data (subject to the retention obligations in Section 6), and to lodge a complaint with a data protection authority. Contact us using the details in Section 9 to exercise these rights.

8. Changes to This Policy

We may update this policy from time to time. Material changes will be notified via the application or by email. Continued use of the service after a change constitutes acceptance of the updated policy.

9. Contact

Questions about this policy or our data practices can be directed to:

Email: hello@accountspro.ai