Privacy Policy

We collect and process the following categories of information:

• Account information: Your name, email address, and authentication credentials when you register or sign in.
• Organization data: Practice and company names, and configuration details you provide when setting up your workspace.
• Uploaded documents: Bills, invoices, expenses, and other files you upload or retrieve for processing, along with the data extracted from them.
• Email account credentials: When you connect a mailbox for automated document retrieval, the credentials you supply are encrypted at rest and used solely to fetch messages on your behalf.
• Accounting integration tokens: OAuth access and refresh tokens issued by connected accounting platforms (e.g. FreeAgent, Xero, Sage, QuickBooks) to synchronize contacts, categories, and published documents.
• Usage data: Log entries, device information, and interaction data generated as you use the Service, used for security, troubleshooting, and improvement.

We use the information we collect to:

• Provide AI-powered document extraction and data capture.
• Sync extracted data with your connected accounting platform.
• Retrieve documents from connected email mailboxes.
• Authenticate users and manage access to company data.
• Maintain audit trails and ensure platform security.
• Provide support and respond to your requests.
• Comply with legal and regulatory obligations.

To extract structured data from your documents, the Service sends document content to a third-party AI provider (OpenAI). The following applies:

• Document text and images are transmitted to OpenAI for processing.
• We do not use your data to train AI models.
• Processing is performed over encrypted connections.
• Accounting platforms receive only the data you choose to publish (e.g. bills, expenses, contacts) after you review and confirm it.

Your data is stored in secure databases and private file storage. We implement industry-standard safeguards including encryption of sensitive credentials (such as email passwords and OAuth tokens) at rest, role-based access controls, and encrypted data transmission (TLS).

Despite these measures, no method of transmission or storage is completely secure. We cannot guarantee absolute security of your data.

We share your data only in the following circumstances:

• With your connected providers: Accounting platforms and email services, to perform the actions you initiate.
• With AI providers: OpenAI, for the purpose of document data extraction.
• For legal compliance: When required by law, court order, or to protect our rights and safety.
• Service providers: Hosting and infrastructure providers who assist in operating the Service under appropriate data agreements.

We retain your data for as long as your account is active or as needed to provide the Service. Uploaded documents and extracted data remain available until you delete them or terminate your account. Upon account closure, we will delete your data within a reasonable period, except where retention is required by law.

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data.
• Withdraw consent for processing where applicable.
• Export your data in a portable format.

To exercise these rights, contact us using the details in Section 9.

The Service uses essential cookies to maintain your session and authenticate requests. We do not use advertising or third-party tracking cookies. You can configure your browser to refuse cookies, though some features may not function correctly as a result.

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at support@extractsyncer.com.

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page and revising the "Last updated" date above. Continued use of the Service after changes constitutes acceptance of the revised policy.