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Privacy Policy

Last updated 25 September 2026

This policy explains what AI Accounting collects, why, and who else sees it. It describes the system as it is actually built, not as a generic template — where data leaves our servers, it is named below.

Who we are

AI Accounting ("we", "the service") operates the accounting application at aiaccounting.pro. For questions, corrections, or deletion requests, contact support@aiaccounting.pro.

What we collect

Account information

• Your username and email address
• Your password, stored only as a bcrypt hash — we cannot read it, and neither can anyone who obtains the database
• Your company name, and the role and permissions assigned to you
• A verification code sent when you register, stored hashed and deleted once used

Your business records

Whatever you enter into the system: journal entries, chart of accounts, customers and suppliers, invoices, products and stock, fixed assets, and any documents or images you upload. This is your data. We do not sell it, mine it for advertising, or use it to train machine-learning models.

Activity records

The system keeps an audit trail of significant actions — who created, changed, reversed or deleted an accounting record, and when. This exists so your books have an accountable history, and it cannot be switched off, because an audit trail you can disable is not one.

Who else sees your data

Three third parties are involved in running the service. No one else receives your data.

Service	What reaches them	Why
Google (Gemini API)	Summaries of your financial data — account balances, totals, recent transactions — when you use an AI feature such as the assistant, charting, or document scanning	To generate the answer or analysis you asked for
Brevo	Your email address and the contents of messages we send you: verification codes, password resets, team invitations	To deliver email reliably
Hostinger	Everything, as the hosting provider — the server and database run on their infrastructure	To run the service at all

The AI point deserves emphasis: using an AI feature sends the relevant part of your financial data to Google for processing. If that is not acceptable for your business, avoid those features — the rest of the accounting system works without them and sends nothing externally.

Your browser also contacts

Pages load fonts and code libraries from Google Fonts, Cloudflare (cdnjs), jsDelivr and jQuery's CDN. Those providers see your IP address and which page requested the file, as they would for any site using them. They receive none of your accounting data.

We run no advertising trackers, no analytics, and no third-party marketing pixels. There is nothing following you between sites.

Cookies

One cookie, for your login session. It keeps you signed in and is removed when you sign out or the session expires. There are no advertising or tracking cookies, so there is nothing to opt out of.

Where your data lives and how long

• Your records stay for as long as your account is open.
• Backups are taken nightly and kept for 14 days, then deleted. A deletion may therefore persist in a backup for up to 14 days after you make it.
• Backups are stored on the server and are readable only by the system administrator.

Security

• All traffic is encrypted with HTTPS.
• Passwords are bcrypt-hashed, never stored or logged in readable form.
• Each company's data is separated at the database level, so one company's users cannot query another's.
• Permissions are checked on the server for actions that write or export data, not merely hidden in the interface.
• Backups are verified for integrity after each run.

No system is perfectly secure. If we discover a breach affecting your data, we will tell you what happened and what was exposed.

Your rights

You can ask us to:

• Show you the personal data we hold about you
• Correct anything inaccurate
• Export your accounting records — the application also exports to Excel and CSV directly
• Delete your account and its data, subject to the backup window above

Email support@aiaccounting.pro and we will respond within 30 days.

One caveat on deletion: accounting records are often subject to statutory retention periods in your jurisdiction. Where the law requires records be kept, we will keep them for that period and delete them afterwards.

Children

The service is for business use and is not directed at anyone under 16. We do not knowingly collect their data.

Changes

If this policy changes materially — particularly if a new third party starts receiving your data — we will notify account holders by email before it takes effect. The date at the top of this page always reflects the current version.