1. Who We Are
Accounts-AI is a software service that helps users work with accounting and finance-related workflows, including chat-based accounting assistance, document handling, subscriptions, billing, and integrations with third-party platforms.
If you have privacy questions or requests, you can contact us at info@accounts-ai.com.
2. Who Can Use Accounts-AI
Accounts-AI is intended for:
- adults aged 18 or older
- business or professional use
Accounts-AI is not directed to children under 18.
3. Information We Collect
3.1 Account and profile information
When you create or use an account, we may collect:
- email address
- display name or account name
- password in hashed form
- account verification status
- password reset and email verification token records
3.2 Information you submit in the app
When you use Accounts-AI, we may collect and store:
- chat messages
- prompts and instructions you submit
- invoice, quote, bill, journal, purchase order, payment, customer, vendor, and other accounting-related information you enter
- files, report parameters, or business data submitted through the service
3.3 Subscription and billing information
If you use paid features or subscriptions, we may collect or store:
- current plan
- credit totals and credit usage
- subscription status
- Stripe customer ID
- Stripe subscription status and related billing status fields
We do not store full payment card details in our own systems. Payment card information is handled by Stripe.
3.4 Connected accounting platform data
If you connect a third-party accounting provider, we may collect and store information needed to maintain that connection, such as:
- provider name
- access tokens and refresh tokens
- organization ID
- organization name
- connection status
At the time of this policy, the live accounting integration is centered on Zoho Books.
3.5 Technical, session, and device-related information
When you access the website or app, we may collect technical information such as:
- IP address
- browser and device information
- request logs
- security and authentication events
- session-related data needed to keep you signed in and protect the service
3.6 Browser storage, cookies, and similar technologies
Accounts-AI uses essential cookies and browser storage technologies to operate the app.
These may include:
- authentication cookies
- session cookies
- browser local storage used for user session state
- browser local storage used for settings or app convenience features
As of the effective date of this policy, we do not describe the core app as relying on third-party advertising cookies. If that changes, we may update this policy and any related cookie notice.
3.7 Communications
If you contact us or if we contact you, we may keep records of:
- support requests
- account emails
- verification emails
- password reset emails
- billing-related emails
- marketing or product update emails, if you subscribe to receive them
4. How We Collect Information
We collect information:
- directly from you when you sign up, log in, use the chat, connect services, or contact us
- automatically when you use the website or app
- from third-party providers connected to the service
- from payment and subscription providers
5. Why We Use Information
We use information for the following purposes:
- to create and manage user accounts
- to authenticate users and maintain secure sessions
- to verify email addresses and reset passwords
- to provide the Accounts-AI service and respond to user requests
- to process and store chat interactions and requested accounting workflows
- to connect and maintain third-party integrations such as Zoho Books
- to process subscriptions, billing, and customer portal functions
- to send service-related notices
- to send marketing or product emails where permitted
- to protect the platform against misuse, fraud, abuse, and unauthorized access
- to troubleshoot, monitor, and improve the service
- to comply with legal, regulatory, tax, accounting, and security obligations
6. When We Share Information
We may share information with trusted service providers and processors that help us run Accounts-AI.
These may include:
- OpenAI, to process certain AI-driven user requests
- Zoho Books, when you connect your accounting system or request accounting actions through the app
- Stripe, for subscriptions, billing, and payment method management
- Zoho Mail, for account and service emails
- Vercel, for frontend hosting or delivery
- Hostinger, for backend hosting, storage, backups, logs, and service operations
We may also share information:
- with vendors that support security, hosting, email, infrastructure, and operations
- if required by law, lawful request, court order, or regulatory process
- to protect our rights, users, systems, or business
- in connection with a merger, sale, restructuring, or transfer of all or part of the business
We do not sell personal information as part of ordinary operation of the service.
7. International and Cross-Border Processing
Accounts-AI may use vendors and infrastructure that process or store information outside the United Arab Emirates.
Our servers are hosted in the United Kingdom, and encrypted backups are stored in France.
By using the service, you understand that your information may be transferred to, stored in, or processed in countries outside your location, subject to applicable law and operational requirements.
8. Legal and Operational Basis for Processing
We process information where needed to:
- provide the service you requested
- operate user accounts and subscriptions
- protect the security and integrity of the platform
- communicate with users
- comply with legal and business obligations
- support our legitimate business operations
Where consent is relevant, such as certain marketing communications, we may rely on your consent or your interaction choices.
9. Data Retention
We keep information for as long as reasonably necessary for the purposes described in this policy.
In general:
- account information is kept while the account remains active
- chat data may be kept until the user deletes chat history or requests deletion, unless longer retention is needed for security, legal, or operational reasons
- subscription and billing records may be kept as required for accounting, legal, compliance, fraud-prevention, and audit purposes
- integration records may be kept while the connection is active and for a reasonable period after disconnection where needed for logs, disputes, compliance, or system integrity
- security logs, verification records, and password reset records may be kept for a reasonable period needed for security and audit purposes
We may retain certain information for longer where required by law, regulation, dispute handling, fraud prevention, security review, bookkeeping, or tax and accounting obligations.
10. Account Deletion and Data Deletion Requests
At this time, self-serve account deletion may not yet be fully available inside the app.
Users may request account deletion or privacy-related deletion review by emailing info@accounts-ai.com.
When we receive a deletion request, we may delete or de-identify data where appropriate, but we may keep information that must be retained for:
- legal obligations
- tax or accounting compliance
- billing disputes
- fraud prevention
- security records
- backup, audit, or evidentiary purposes
Deleting an account may not automatically remove records that must be retained for legitimate legal or operational reasons.
11. Your Rights and Choices
Depending on applicable law, you may have the right to request:
- access to certain personal information we hold about you
- correction of inaccurate information
- deletion of certain information
- restriction or objection in certain cases
- withdrawal from marketing communications
You may contact us at info@accounts-ai.com to make a request. We may need to verify your identity before completing certain requests.
12. Marketing Communications
We may send marketing, product, or service update emails.
You can opt out of marketing emails by using the unsubscribe method in the email, where available, or by contacting us at info@accounts-ai.com.
Even if you opt out of marketing messages, we may still send important service-related communications, such as:
- verification emails
- password reset emails
- billing notices
- account security notices
13. Security
We use reasonable technical and organizational measures designed to protect personal information and service data.
However:
- no system is completely secure
- no internet transmission or storage method can be guaranteed to be 100% secure
Users are responsible for maintaining the confidentiality of their account credentials and for using strong passwords.
14. Third-Party Services and Links
Accounts-AI may rely on or link to third-party services.
When you connect a third-party service or move to a third-party payment or integration flow, that third party may process your data under its own terms and privacy practices.
We encourage users to review the privacy policies and terms of any third-party services they use with Accounts-AI.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
If we make material changes, we may update the effective date and may provide notice through the website, app, or email where appropriate.
Your continued use of Accounts-AI after an updated policy becomes effective means you acknowledge the updated policy, to the extent permitted by applicable law.
16. Contact Us
For privacy questions, requests, or concerns, contact: