QuickCount.io - AI-Powered Bookkeeping

1. Introduction

Welcome to QuickCount.io. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered bookkeeping platform. Please read this policy carefully to understand our practices regarding your data.

2. Information We Collect

2.1 Information You Provide Directly

Account Information: Email address, password, name, and company information
Financial Data: Receipts, invoices, transaction details, expense categories, and accounting records you upload or create
Payment Information: Billing details processed through Stripe (we do not store complete credit card numbers)
Communications: Messages you send to our support team or feedback you provide

2.2 Information Collected Automatically

Usage Data: Pages visited, features used, time spent on the platform, and interaction patterns
Device Information: IP address, browser type, operating system, device identifiers
Cookies and Similar Technologies: Session cookies, authentication tokens, and preference settings
Log Data: Server logs including access times, error messages, and system events

2.3 Information from Third-Party Services

OAuth Providers: When you sign in with Google or Apple, we receive basic profile information (name, email, profile picture) as permitted by your settings
Payment Processor: Transaction confirmation and subscription status from Stripe

3. How We Use Your Information

We use your information for the following purposes:

3.1 To Provide and Improve Our Service

Process and categorize your financial transactions using AI
Generate financial reports (income statements, balance sheets, trial balances)
Store and manage your bookkeeping data securely
Provide multi-currency conversion and support
Improve AI accuracy and platform functionality
Develop new features and services

3.2 Account Management and Communication

Create and maintain your account
Authenticate your identity and prevent unauthorized access
Send service-related notifications (confirmations, updates, security alerts)
Respond to your inquiries and provide customer support
Send important updates about our Terms of Service or Privacy Policy

3.3 Billing and Payments

Process subscription payments and manage billing
Detect and prevent fraudulent transactions
Send invoices and payment receipts
Manage subscription renewals and cancellations

3.4 Legal and Security

Comply with legal obligations and regulatory requirements
Protect against security threats, fraud, and abuse
Enforce our Terms of Service
Resolve disputes and troubleshoot problems

4. AI Processing and Data Usage

4.1 AI-Powered Processing

We use third-party artificial intelligence services to automatically extract information from receipts and invoices you upload. When you upload a receipt, the image may be sent to our AI service provider's servers for processing. These providers process your data according to their privacy policies and data processing agreements. We do not use your receipt data to train third-party AI models. Receipt data is processed solely for the purpose of extracting transaction information for your bookkeeping records.

4.2 Data Accuracy and Limitations

AI-generated categorizations and extractions are suggestions that you should review and verify. While we continuously work to improve AI accuracy, automated systems are not perfect and may produce errors. You remain solely responsible for the accuracy of your financial records and any decisions made based on AI-processed data.

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We share data with trusted third-party service providers who help us operate our platform, including providers for:

Authentication and identity verification services
Database hosting and data storage infrastructure
Payment processing and subscription management
AI-powered data extraction and analysis
Application hosting and content delivery networks
Email delivery and communication services

These service providers are contractually obligated to protect your data and use it only for providing services to us. We carefully vet all service providers to ensure they maintain appropriate security and privacy standards.

5.2 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

5.3 Business Transfers

If QuickCount.io is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and the choices you may have.

5.4 With Your Consent

We may share your information for other purposes with your explicit consent.

6. Data Security

We implement industry-standard security measures to protect your data:

Encryption: All data is encrypted in transit using TLS/SSL and at rest using AES-256 encryption
Access Controls: Strict authentication and authorization mechanisms limit access to your data
Secure Infrastructure: Our platform is hosted on secure, SOC 2 compliant infrastructure
Regular Security Audits: We conduct regular security assessments and vulnerability testing
Monitoring: 24/7 monitoring for suspicious activity and security threats

However, no system is completely secure. We cannot guarantee absolute security, and you use the Service at your own risk. We recommend maintaining your own backups of important financial records.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account termination, we may retain certain data for:

Legal compliance (tax records, financial transactions): Up to 7 years
Dispute resolution and fraud prevention: Up to 5 years
Backup systems: Up to 90 days
Aggregated, anonymized analytics: Indefinitely

You can request deletion of your data at any time by contacting us at support@quickcount.io, subject to legal retention requirements.

8. Your Rights and Choices

8.1 Access and Portability

You can access, download, and export your data at any time through your account settings. We provide data in standard formats (CSV, PDF, JSON) for portability.

8.2 Correction and Update

You can update your account information and correct your financial data at any time through the platform.

8.3 Deletion

You can delete your account and request deletion of your data through account settings or by contacting support. Note that some data may be retained for legal compliance.

8.4 Marketing Communications

You can opt out of marketing emails by clicking the unsubscribe link in any marketing message. Note that you cannot opt out of service-related communications (account notifications, security alerts, billing).

8.5 Cookies

You can control cookies through your browser settings. Note that disabling cookies may affect platform functionality.

9. International Data Transfers

QuickCount.io operates globally and may transfer your data to servers located in different countries. We ensure appropriate safeguards are in place for international transfers, including:

Standard contractual clauses approved by regulatory authorities
Adequacy decisions for data transfers to certain jurisdictions
Compliance with applicable data protection laws (GDPR, CCPA, etc.)

10. Children's Privacy

QuickCount.io is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will delete it.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know: Request disclosure of the categories and specific pieces of personal information we collect
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt out of the sale of personal information (note: we do not sell personal information)
Right to Non-Discrimination: Exercise your rights without discriminatory treatment

To exercise these rights, please contact us at support@quickcount.io. We will verify your identity before processing your request.

12. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):

Right of Access: Obtain confirmation of data processing and access to your personal data
Right to Rectification: Correct inaccurate or incomplete personal data
Right to Erasure: Request deletion of your personal data ("right to be forgotten")
Right to Restriction: Restrict processing of your personal data in certain circumstances
Right to Data Portability: Receive your data in a structured, machine-readable format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
Right to Lodge a Complaint: File a complaint with your local data protection authority

Our legal basis for processing your data includes: contract performance, legal obligations, legitimate interests, and your consent.

13. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

Essential Cookies

Required for authentication, security, and basic platform functionality. These cannot be disabled.

Functional Cookies

Remember your preferences and settings (language, currency, theme).

Analytics Cookies

Help us understand how you use the platform to improve performance and features.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

Posting the updated policy on our website with a new "Last Updated" date
Sending an email notification to your registered email address
Displaying a prominent notice in the platform

Your continued use of QuickCount.io after changes take effect constitutes acceptance of the updated Privacy Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at support@quickcount.io.

We will respond to your inquiry within 30 days.

By using QuickCount.io, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.