Privacy Policy — Your Data Protection Principles at Accountooze

At Accountooze, we pride ourselves on our commitment to protecting your privacy. Our Data Stewardship Principles reflect our company’s values and how we strive to maintain your privacy. This Privacy Statement describes in greater detail the privacy practices of Accountooze.ai responsible for collecting and maintaining certain information collected about you.

1. WHEN THIS PRIVACY STATEMENT APPLIES

This Privacy Statement ("Statement") applies to all websites, web applications, mobile applications, software platforms, and related services (collectively referred to as the "Services") that are owned, operated, or controlled by Accountooze.ai and that link to or reference this Statement. This includes services delivered through browsers, mobile devices, APIs, integrations, or third-party platforms where our functionality is made available.

Accountooze.ai acts as the controller of Personal Information collected through our Services, meaning we determine the purposes and methods by which your information is processed. This Statement applies to all users of our Services, including individual users, businesses, accountants, financial professionals, administrators, and authorized representatives who access or use our platform from any location worldwide.

This Privacy Statement applies whenever you interact with our Services, including but not limited to:

• Creating an account or registering to use our platform.
• Uploading financial documents such as bank statements, invoices, receipts, or tax-related records.
• Connecting third-party services such as banking APIs, accounting systems, or payment gateways.
• Accessing dashboards, reports, analytics, or automated financial categorization tools.
• Communicating with our support team or submitting inquiries.
• Visiting our website, marketing pages, or documentation portals.

This Statement also applies to information collected automatically through the use of our Services, such as system logs, usage activity, performance metrics, and technical identifiers required to maintain secure operations. It covers interactions made through both direct user input and automated system processes required to deliver reliable financial and accounting functionality.

In some cases, additional privacy notices or service-specific terms may apply to certain features or integrations. Where those additional terms conflict with this Statement, the service-specific privacy notice will take precedence for the relevant functionality.

By accessing, registering for, or continuing to use our Services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Statement. If you do not agree with the terms outlined herein, you should discontinue use of the Services immediately.

2. WHAT WE DO WITH YOUR INFORMATION

We want to be clear about what information we collect and how we use it to deliver our Services to you, improve your financial life, operate our business, and help make our Services useful, more intelligent, and work better for you. We do not sell or share your Personal Information with third parties for their own commercial uses without your consent.

3. HOW WE PROTECT YOUR DATA

Accountooze implements a comprehensive security program designed to safeguard Personal Information, financial records, and operational data against unauthorized access, disclosure, alteration, or destruction. Our security framework combines physical, technical, and administrative safeguards aligned with widely accepted industry standards and secure cloud infrastructure practices.

We regularly evaluate our systems, policies, and procedures to ensure that security controls remain effective and resilient against evolving cybersecurity threats. Access to sensitive systems is restricted based on role-based permissions, and all internal operations are monitored to detect unusual or unauthorized activity.

• Encryption: All sensitive information is protected using strong cryptographic standards. Data stored in our systems is encrypted using 256-bit AES encryption at rest, while all data transmitted between clients and servers is secured using modern transport encryption protocols such as TLS 1.3.
• Logical Data Isolation: Each organization’s data is logically segregated to prevent unauthorized cross-access between users or accounts. Multi-tenant systems are designed to maintain strict boundaries between organizations and datasets.
• Audit Logging: All critical actions involving access to financial or personal data are recorded in secure audit logs. These logs help monitor system behavior, investigate incidents, and maintain accountability across system operations.
• Access Controls: Internal access to customer data is limited to authorized personnel who require access to perform their job responsibilities. Authentication safeguards and monitoring tools are used to enforce secure access policies.
• Security Monitoring: Continuous monitoring systems detect suspicious behavior, unauthorized access attempts, or unusual usage patterns, enabling timely incident response.
• Backup and Recovery: Regular system backups are performed to ensure availability and integrity of customer data. Backup processes are protected using encryption and controlled access mechanisms.

4. ACCESSING AND UPDATING YOUR INFORMATION

We believe users should maintain full control over their Personal Information. Our platform provides tools that allow users to review, update, and manage their stored information directly through the Accountooze dashboard.

Users may access their stored Personal Information at any time to ensure that records remain accurate, complete, and current. Where applicable, users may modify profile details, update contact information, or correct inaccuracies within their account settings.

• Users can export financial records, reports, and transaction data in widely accepted formats such as CSV or PDF for backup or auditing purposes.
• Requests to delete accounts or remove Personal Information may be submitted through designated support channels.
• Where deletion requests are made, we will securely remove personal data unless retention is required to comply with legal, accounting, or regulatory obligations.
• Users may contact our support team to request clarification regarding stored data or obtain assistance with data access requests.

5. HOW WE SHARE YOUR INFORMATION

We respect the confidentiality of your Personal Information and do not sell or rent your data to third parties for independent commercial purposes. Information sharing occurs only when necessary to operate, maintain, or enhance our Services.

6. DATA RETENTION POLICY

We retain Personal Information only for the duration necessary to fulfill operational, legal, financial, and regulatory requirements. Retention periods are determined based on the nature of the data, applicable legal obligations, and legitimate business needs.

• Financial and accounting records may be retained for a period of 6–8 years or longer where required by applicable tax and accounting laws.
• Account-related information remains stored while your account is active and operational.
• Upon account termination, certain information may be archived for compliance, dispute resolution, or audit purposes.
• Where permitted, obsolete or unnecessary data is securely deleted using controlled erasure procedures.

7. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to enhance your experience, maintain secure sessions, and analyze system performance.

8. INTERNATIONAL DATA TRANSFERS

Your information may be processed and stored in secure cloud infrastructure located in multiple regions, including the United States and other jurisdictions where our service providers operate.

We ensure that all international transfers comply with applicable data protection laws and are protected through contractual safeguards, encryption, and strict access controls.

9. THIRD-PARTY SERVICES & INTEGRATIONS

Our Services may integrate with third-party platforms such as banking APIs, accounting integrations, payment gateways, or document processing services.

• These services process data solely to enable requested features.
• Each third-party provider is evaluated for security, compliance, and reliability.
• Their respective privacy policies govern their handling of data.

10. CHILDREN'S PRIVACY

Our Services are not intended for individuals under the age of 18. We do not knowingly collect Personal Information from minors. If we become aware that such data has been collected, we will take steps to delete it promptly.

11. USER ACCOUNT SECURITY RESPONSIBILITIES

While we implement strong security controls, users are responsible for maintaining the confidentiality of their login credentials.

• Use strong passwords and enable multi-factor authentication.
• Do not share credentials with unauthorized individuals.
• Notify us immediately if suspicious activity is detected.

12. CHANGES TO THIS PRIVACY STATEMENT

We may update this Privacy Statement from time to time to reflect changes in legal requirements, technologies, or service offerings.

When updates occur, the "Last Updated" date at the top of this Statement will be revised. Continued use of the Services after updates constitutes acceptance of the revised Statement.

13. OUR DATA PROTECTION PRINCIPLES

• We collect only the minimum data necessary to deliver services.
• We protect sensitive financial records using strong encryption.
• We maintain transparency about how data is used.
• We continuously review and improve security measures.
• We ensure accountability through audit and compliance processes.