Privacy Policy

BookFlow AI ("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 financial management platform. By using BookFlow AI, you agree to the data practices described in this policy.

We use your data strictly for the following operational business purposes:

• •To provide our service: process transactions, generate reports, track invoices, and deliver AI-powered bookkeeping features.
• •To improve BookFlow AI: analyze usage patterns, fix bugs, and develop new features based on how our users interact with the platform.
• •To communicate with you: send account notifications, subscription updates, overdue invoice alerts, and occasional product announcements (which you can opt out of).
• •To ensure security: detect and prevent fraud, unauthorized access, and abuse of our platform.

We do not sell, rent, or trade your personal or financial data to third parties. We share data only in these limited circumstances:

• •Service Providers: Trusted partners who help us operate (Stripe for secure payment processing, cloud hosting providers, email delivery services) — all bound by strict confidentiality agreements.
• •Artificial Intelligence Sub-Processors: To provide our core automated bookkeeping features, receipt character extraction, and conversational "Bookkeeping Chat" services, your uploaded data inputs, invoices, and text queries are securely routed through trusted third-party artificial intelligence API processors (including, but not limited to, OpenAI LLC and Anthropic PBC). These sub-processors are legally bound to protect your data privacy and are prohibited from using your data to train their public models.
• •Third-Party Integrations: Only when you explicitly authorize a connection (e.g., Google Sheets export). We only access what you permit.
• •Legal Obligations: When required by law, court order, or to protect our rights and the safety of our users.

We implement industry-standard administrative, technical, and physical security measures designed to comply with data protection requirements, including the New York SHIELD Act. This includes encryption in transit (TLS) and at rest, secure authentication protocols, and regular system vulnerability reviews. While we strive to protect your information, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

We retain your financial data for as long as your account is active. If you cancel your subscription, your data remains accessible for 90 days to allow you to export it. After 90 days, we permanently delete your transaction records, invoices, and uploaded files from our active database. You can request immediate, permanent deletion of your data at any time by contacting us directly at bookflow.hq@gmail.com.

You have the right to access, correct, export, or delete your personal data at any time. You can export your data through the platform's built-in export tools (CSV, Excel, PDF, ZIP), or request a complete data export by contacting us at bookflow.hq@gmail.com. You can also opt out of non-essential communications via your account settings.

We use essential cookies for authentication and session management. We may use analytics cookies to understand how our platform is used and improve your experience. You can control cookie preferences through your browser settings. We do not use tracking cookies for advertising purposes.

BookFlow AI is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child under 18 has provided us with personal data, we will delete it promptly.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the platform before they take effect. Continued use of BookFlow AI after changes indicates your acceptance of the updated policy.