Privacy Policy

1. Introduction

AccountingPipe ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at accountingpipe.com.

By using AccountingPipe, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 User Account Information

When you create an account, we collect:

• Name (first and last)
• Email address
• Password (encrypted)
• Account preferences and settings

2.2 Organization Information

For your organization(s), we collect:

• Organization name and settings
• Unique email addresses for document submission
• User roles and permissions within the organization
• Billing and subscription information

2.3 Financial Documents

When you use our service, we process:

• Receipts and bills (images, PDFs, emails)
• Invoice details (vendor names, amounts, dates, line items)
• Payment information from documents
• Document metadata (upload date, source, processing status)

2.4 Email Processing Data

When you email documents to AccountingPipe:

• Email sender address and metadata
• Email subject and body content
• Email attachments
• Delivery timestamps

2.5 Vendor Information

We extract and store vendor information from your documents:

• Vendor names and contact information
• Vendor categorization and identification
• Historical transaction patterns

2.6 Usage Data

We automatically collect certain information about your use of the service:

• Log data (IP address, browser type, pages visited)
• Device information
• Usage patterns and feature utilization
• Performance and error data

3. How We Use Your Information

We use the collected information for:

• Service Delivery: Processing your documents, extracting data, and managing your account
• AI Processing: Using Anthropic Claude AI to extract and categorize information from your documents
• Integration Sync: Syncing extracted data to your connected accounting platforms (Xero, QuickBooks)
• Communication: Sending service updates, processing notifications, and support responses
• Improvement: Analyzing usage patterns to improve our service
• Security: Detecting and preventing fraud, abuse, and security incidents
• Compliance: Meeting legal and regulatory obligations

4. AI and Document Processing

We use Anthropic Claude AI to process your financial documents. This involves:

• Optical Character Recognition (OCR) to extract text from images and PDFs
• Data extraction to identify vendors, amounts, dates, and line items
• Categorization and organization of extracted information

Your documents are processed in accordance with Anthropic's data handling practices. We do not use your data to train AI models, and Anthropic does not retain your data beyond the processing period required for service delivery.

5. Third-Party Services

We use the following third-party services to operate AccountingPipe:

5.1 Infrastructure and Storage

• Amazon Web Services (AWS S3): Secure cloud storage for your documents

5.2 Email Processing

• Mailgun: Email receiving and processing for document submission

5.3 AI Processing

• Anthropic Claude: AI-powered document processing and data extraction

5.4 Payment Processing

• Stripe: Secure payment processing and subscription management

5.5 Accounting Integrations

• Xero: Accounting platform integration for data synchronization
• QuickBooks Online: Accounting platform integration for data synchronization

5.6 Security and Analytics

• Google reCAPTCHA: Spam and bot protection
• Fathom Analytics: Privacy-focused website analytics (does not use cookies or collect personal data)

These third-party services have their own privacy policies and terms of service. We carefully select partners who maintain high standards of data protection.

6. Data Storage and Security

We implement industry-standard security measures to protect your data:

• Encryption in transit (HTTPS/TLS)
• Encryption at rest for stored documents
• Secure password hashing
• Regular security audits and updates
• Access controls and authentication
• Isolated tenant data (multi-tenant architecture with strict data separation)

While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage is 100% secure.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and associated data
• Export: Request a copy of your data in a portable format
• Withdrawal: Withdraw consent for data processing (may limit service functionality)

To exercise these rights, please contact us at privacy@accountingpipe.com.

8. Data Retention

We retain your information for as long as necessary to:

• Provide the service to you
• Comply with legal obligations (e.g., tax and financial record retention requirements)
• Resolve disputes and enforce agreements

When you delete your account, we will delete or anonymize your personal information within 90 days, except where retention is required by law.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

10. Children's Privacy

AccountingPipe is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email or through the service
• Require you to accept the updated policy to continue using the service

Your continued use of AccountingPipe after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: