Privacy Policy

This Privacy Policy explains how Accountio AI (Private) Limited ("Accountio", "we", "us", "our") collects, uses, stores, and discloses information when you use Accountio AI (the "Service"), accessed via accountio.ai, WhatsApp, or any related interface.

By using the Service, you agree to the practices described below. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information you provide directly

• Account information — name, business name, phone number, email address, and password (hashed).
• Business and bookkeeping data — transactions, expenses, income, invoices, customer/supplier names, ledger entries, and any financial records you submit via chat, voice, or upload.
• Conversation content — messages, voice notes, and images you send to our AI assistant.
• Payment information — billing name, billing address, and partial card details. Full card numbers and CVV are never stored by us; they are handled directly by our payment processor, Safepay.

1.2 Information collected automatically

• Device, browser, and operating system information.
• IP address and approximate location (city/country level).
• Usage data — features used, timestamps, error logs, session duration.
• Cookies and similar technologies (see Section 7).

1.3 Information from third parties

• Google — if you connect Google Sheets or sign in with Google, we receive your email, name, profile picture, and access to the specific Sheets you authorize.
• Meta / WhatsApp Business API — your WhatsApp display name, phone number, and the messages you send to our business number.
• Safepay — payment confirmation, transaction reference, and the last 4 digits of your card.

2. How We Use Your Information

We use your information to:

• Provide, operate, and improve the Service.
• Process your bookkeeping requests using AI models (including third-party large language models - see Section 4).
• Sync your data with Google Sheets, where you've authorized it.
• Process subscription payments and send billing receipts.
• Communicate with you about your account, features, support requests, and important service announcements.
• Detect, prevent, and investigate fraud, abuse, and security incidents.
• Comply with applicable laws and regulatory obligations in Pakistan.
• Aggregate and anonymize data for analytics and product research.

3. Legal Basis for Processing

We process your information based on:

• Performance of a contract — to deliver the Service you signed up for.
• Your consent — for optional integrations (e.g. Google Sheets) and marketing communications.
• Legitimate interests — to secure, improve, and troubleshoot the Service.
• Legal obligation — to comply with tax, anti-money- laundering, or other applicable laws.

4. Sharing With Third-Party AI and Service Providers

To deliver the Service, your conversation content and business data may be processed by trusted third-party providers, including:

• AI model providers (e.g. Anthropic, OpenAI, Google) — to generate AI responses. These providers process content under their own enterprise agreements and do not use Accountio data to train their public models, per their stated policies at the time of processing.
• Cloud infrastructure — Hostinger and other hosting providers for storage and compute.
• Database — Supabase for primary data storage.
• Payment processing — Safepay for handling subscription payments in PKR and USD.
• Communication — Meta (WhatsApp Business API) for chat delivery.
• Analytics and error tracking — privacy-conscious tools used to maintain service quality.

All third parties are contractually required to handle your data securely and only for the purposes we specify.

5. Data Retention

• Active accounts — we retain your data for as long as your account is active.
• Cancelled accounts — your bookkeeping data is retained for 90 days after cancellation so you can re-activate or export. After 90 days it is permanently deleted, except where retention is required by law (e.g. tax records, fraud investigation logs).
• Billing records — retained for a minimum of 6 years to meet Pakistani tax and accounting requirements.

6. Your Rights

Subject to applicable law, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of your account and associated data.
• Export your data in a portable format (CSV / Google Sheets).
• Withdraw consent for optional processing at any time.
• Object to certain processing activities.

To exercise any of these rights, email [email protected]. We respond within 30 days.

7. Cookies and Tracking

We use essential cookies to keep you logged in and to remember your preferences. We use analytics cookies to understand how the Service is used. You can disable non-essential cookies in your browser; some features may not work as expected if you do.

8. Data Security

We use industry-standard safeguards including TLS encryption in transit, encrypted databases at rest, role-based access controls, and routine security audits. No system is perfectly secure; we cannot guarantee absolute security and you use the Service at your own risk.

If we become aware of a data breach affecting your information, we will notify you and the relevant authorities as required by law.

9. International Data Transfers

Your data may be processed in countries outside Pakistan, including the United States and the European Union, where our cloud and AI providers operate. By using the Service, you consent to such transfers. We rely on standard contractual safeguards where applicable.

10. Children

The Service is not intended for individuals under 18. We do not knowingly collect data from minors. If you believe a minor has provided us with information, contact us and we will delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notice at least 14 days before they take effect. Continued use of the Service after the effective date means you accept the updated policy.

12. Contact Us

Questions, complaints, or data requests:

• Email: [email protected]
• General support: [email protected]
• Mailing address: Accountio AI (Private) Limited, NIC Faisalabad, Faisalabad, Pakistan.