Privacy Policy | Book-Agent

1. Introduction

Book-Agent ("we," "our," or "us") provides an AI-powered bookkeeping automation platform. This Privacy Policy describes how we collect, use, and protect your information when you use our service at book-agent.com (the "Service").

2. Information We Collect

Account information. When you sign up, we collect your email address, business name, and password (hashed). If you sign up via Google OAuth, we receive your name and email from Google.

Accounting data. When you connect an accounting system (Odoo or QuickBooks Online), we access your chart of accounts, vendor/partner records, product listings, tax configurations, and journal entries to learn your accounting patterns and create accurate draft entries.

Documents. When you connect email (Gmail), cloud storage (Google Drive), or upload files directly, we ingest and process bills and invoices. We extract text using OCR and AI to create structured accounting entries.

Usage data. We collect standard server logs including IP addresses, browser type, and pages visited to maintain and improve the Service.

3. How We Use Your Information

We use your information to:

Provide and operate the Service, including document processing and accounting automation
Learn your accounting patterns to improve extraction accuracy and template matching
Create draft accounting entries for your review and approval
Write approved entries back to your connected accounting system
Authenticate your identity and manage your account
Communicate with you about the Service

4. Data Storage and Security

Your data is stored in encrypted databases with tenant-level isolation — your data is never mixed with or accessible by other customers. We use encrypted credentials, role-based access control (RBAC), and immutable audit logging. All connections to external services use encrypted protocols (TLS/SSL).

5. Third-Party Services

We integrate with the following third-party services as directed by you:

Google — OAuth authentication, Gmail, and Google Drive access (governed by Google's Privacy Policy)
Odoo — Accounting system integration via JSON-RPC
Intuit QuickBooks Online — Accounting system integration via REST API
LLM providers — AI text extraction (document content is sent to the configured LLM provider for processing; no data is used for model training)

6. Google API Services User Data Policy

Book-Agent's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

We only request access to the Google API scopes necessary to provide the Service (Gmail read access for invoice ingestion, Google Drive read access for document retrieval).
We do not sell Google user data to third parties.
We do not use Google user data for advertising purposes.
We do not allow humans to read your Google data except where necessary to provide support you have requested, for security investigations, or to comply with applicable law.

7. Data Retention

We retain your data for as long as your account is active. Processed documents and extraction results are kept to maintain your learned templates and coding rules. You may request deletion of your account and associated data at any time by contacting us.

8. Your Rights

You have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Disconnect any connected service (Google, Odoo, QuickBooks) at any time
Export your data

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

10. Contact

If you have questions about this Privacy Policy, please contact us at privacy@book-agent.com.