Privacy Policy
Effective September 26, 2026
1. Who we are
2. Information we collect
- Account data: names, email addresses and phone numbers of the people who use a workspace, their role, and sign in records.
- Business profile: business name, address, contact details, logo, and tax ID number (stored encrypted).
- Financial data from connected accounts: transactions, balances and account details from banks and cards you link through Plaid, and from QuickBooks Online (Intuit), Clover and Stripe when you connect them. We receive read access only. We never receive or store your bank passwords.
- Documents you upload: statements, receipts, invoices and past records, and the transactions we read from them.
- Work records: categories, notes, answers to our questions, daily cash counts, and an audit log of who changed what.
- Technical data: basic request logs (such as IP address, browser type and time) kept by our hosting provider for security and troubleshooting.
3. How we use it
We use this information to provide the bookkeeping service: to keep and close your books, match balances, prepare reports and files for your tax professional, answer your questions, send sign in codes and service messages, keep the service secure, and meet legal obligations. We do not use your financial data to advertise to you or to anyone else.
4. AI processing of uploaded documents
When you upload a PDF statement, we send the file to Anthropic, which reads it and returns the list of transactions and totals. Anthropic acts as our processor: it handles the file only to return that result to us, under its commercial terms, which do not allow it to train its models on our customers' data. We check the result against the statement's own totals and show you a preview before anything is saved to your books. Photos or PDFs of a day's cash sheet and register receipt are handled the same way: Anthropic reads them, and a person checks the numbers before the day is saved.
5. Service providers (subprocessors)
We share information only with the providers that help us run BookWize, and only what each needs for its job:
- Supabase: Database, sign in and private file storage.
- Vercel: Hosting of the BookWize website and app.
- Brevo: Sending sign in codes and service emails.
- Plaid: Connecting bank and card accounts you choose to link.
- Intuit (QuickBooks Online): Reading your QuickBooks data when you connect it.
- Clover: Reading point of sale sales when you connect it.
- Stripe: Reading payments and payouts when you connect it.
- Anthropic: Reading uploaded documents, such as PDF statements and photos of cash sheets and register receipts, to list their numbers.
We may also share information when the law requires it, to protect our rights or the safety of others, or as part of a merger or sale of our business, in which case this policy continues to apply.
6. We do not sell personal data
We do not sell or rent personal information, and we do not share it for cross context behavioral advertising.
7. Cookies
BookWize uses only the cookies needed to keep you signed in and to protect your session. We do not use advertising or tracking cookies. The app may remember small display choices, such as which menu groups you keep open, in your own browser.
8. Security
Each business's data is kept apart by database rules, so one client can never see another's records. Data is encrypted in transit, tax ID numbers and connection tokens are encrypted at rest, staff with admin powers must use two step sign in, and every change to the books is recorded in an audit log. No system is perfectly secure, so we will tell you without undue delay if a breach affects your information.
9. How long we keep information
We keep your books, documents and audit records while you are a client and afterward for as long as needed to meet record keeping, tax and legal requirements, generally up to seven years. Request logs are kept for a short period by our hosting provider. When we no longer need information, we delete it or make it anonymous.
10. Your choices and deletion requests
11. Children
BookWize is a business service. It is not meant for children under 16, and we do not knowingly collect their information.
12. Changes to this policy
We may update this policy. If a change is material, we will email the account contact before it takes effect and update the date at the top of this page.