Privacy Policy — AccountingDash
Version 1.25 · Effective from 29-10-2026
Status: APPROVED by BJS on 30-10-2026 (version 1.25). Written from what this product's code actually does and stores. Not legal advice; no lawyer has reviewed this text.
Built with AI: this product, including this document, was written with the help of Anthropic's Claude under human direction and review. Customer data reaches an AI in one place only: every PDF you upload under Documents or have mailed in, and every mailed-in invoice without a PDF, is read by Anthropic's Claude (Privacy Policy §3-4). Bank statements are read on our own server, by no AI.
1. Who is responsible
Data controller: We make AI work s.r.o., IČO 29697115, Nové sady 988/2, Staré Brno, 602 00 Brno, contact support@accountingdash.eu. AccountingDash is our product; this policy covers only it.
2. Our default: minimise
We collect as little as we can get away with, technically and legally (our internal rule: minimise → hash → encrypt). We do not sell data. We do not run third-party advertising or cross-site tracking. If you decline optional data, the service keeps working — with the honest trade-offs listed in §7.
3. What we collect and exactly why
This table is complete: if it is not here, we do not collect it.
| What | Why (purpose) | Legal basis | Kept for | Where |
|---|---|---|---|---|
| Your BusinessDash id (an anonymous identifier — AccountingDash never sees your email address or name), the organisation, the role your sign-in carried, first and last seen | know who acts here and for which organisation | contract (Art. 6(1)(b)) | until you are erased | Scaleway Managed PostgreSQL, Paris (FR) |
| Sessions: a hash of the session token, the BusinessDash sign-in it came from, which modules the organisation had at the last check, when checked, when it expires or was ended | keep you signed in; re-check with BusinessDash | contract | valid 30 days; deleted 7 days after it expires or you sign out | same |
| Audit trail: who did what and when — ids, never content you would recognise as personal | accountability inside your organisation; security | legitimate interest (Art. 6(1)(f)) | as long as the organisation exists; after your erasure it holds an id that no longer points to anyone; when the organisation is deleted, its entries stay without their content (who did what and when only) | same |
A sign-in in progress (cookie __Host-oidc_flow, encrypted) | protect the sign-in against forgery and mix-up | contract | 10 minutes | your browser only |
| The companies your organisation keeps books for: name, registration and VAT numbers, registered address, bank account (IBAN and Czech account number stored encrypted), the contact details you enter for the company, invoice defaults — personal data where a company is a sole trader or a contact is a person; and the names under which an owner or administrator confirmed a document read for the company (so the next document addressed that way is filed under it) | keep the books of those companies and write their invoices | contract (Art. 6(1)(b)) | until the company is deleted or the organisation leaves | Scaleway Managed PostgreSQL, Paris (FR) |
| Your accountant’s email address (stored encrypted), how often they should get a statement, and in which language | send the statement you asked for | contract (Art. 6(1)(b)) | until you change or remove it | same |
| Transactions you record: date, company, counterparty (a person’s name where the counterparty is a person) and, where entered, its VAT and registration numbers (for an invoice you issue, the customer’s, copied from the invoice), category, amounts and VAT, document number, status, and which exchange-rate day was used | keep the books you asked us to keep | contract (Art. 6(1)(b)); for the organisation, its legal duty to keep accounting records (Art. 6(1)(c)) | as long as the organisation keeps its books here; a discarded entry is kept, marked, not deleted | same |
| Your rules per supplier or customer: the name as it appears on their documents, optionally their VAT number, whether it is money in or money out, and what the rule sets (a category, one of your companies, a VAT rate, a currency, never a subscription) - personal data where the supplier or customer is a person; a removed rule is kept, marked withdrawn, not deleted | book their documents the way you told us to, every time one is read | contract (Art. 6(1)(b)) | as long as the organisation keeps its books here; each change also in the audit trail | Scaleway Managed PostgreSQL, Paris (FR) - sent to no one (a rule is applied on our server, AFTER Claude has read the document; it is never sent to Anthropic) |
| Documents you upload (PDF) or have mailed in (each attached PDF; the mail itself when it carries no PDF): the file itself, stored ENCRYPTED (AES-256-GCM, a key only our service holds); its name, size and a fingerprint (to refuse the same file twice), whether it was uploaded or mailed in and when, whether and by which model it was read, which entry it became, the reading's confidence, the company it was filed under and why, and the name the document is addressed to | keep the source documents of your books; have them read for you; let you download them again | contract (Art. 6(1)(b)); for the organisation, its legal duty to keep accounting records (Art. 6(1)(c)) | as long as the organisation keeps its books here; never deleted by us before that - deleted, file and record, when the organisation is deleted | Scaleway Object Storage and Managed PostgreSQL, Paris (FR) |
| The reading of each uploaded or mailed-in document by Claude: the file (for a mail without a PDF: its sender, date, subject and text) and our fixed instructions are sent to Anthropic, and it returns the document's date, the counterparty with its VAT and registration numbers, who the document is addressed to, the amounts, VAT, a category and its confidence - which become an entry waiting for an owner's or administrator's decision. Nothing else about you or your organisation is sent | read your documents so nobody has to type them in | contract (Art. 6(1)(b)) | at Anthropic at most 30 days (up to 2 years when its safety systems flag a request), never used to train its models; the entry as long as the organisation keeps its books here | Anthropic, PBC, USA - outside the EU, under the EU Standard Contractual Clauses (its data processing addendum) |
| Your mail inbox: the organisation's inbox address (random: t- and ten letters or digits, @inbox.accountingdash.eu), the senders an owner or administrator allows (an email address or a whole domain), when each was added and whether it is still active; for each mail sent to the address: it is received by our own mail server mx1.wemakeai.work, which keeps the raw mail (sender, recipients, subject, text and attachments) and a delivery record - who sent it, to which address, when, its size, and whether it was taken in, waits (and why) or was refused | take in the documents your suppliers mail to you; refuse mail from senders you did not allow | contract (Art. 6(1)(b)) | address and senders until removed or the organisation leaves; at mx1 the raw mail 30 days after it arrived, the delivery record 2 years (so the same mail is not taken in twice) | Scaleway Managed PostgreSQL and Object Storage, Paris (FR); mx1: a Scaleway server, database and Object Storage, Paris (FR) |
| Exchange rates: the Czech National Bank’s published daily rates, fetched from cnb.cz — we send it nothing about you or your organisation | convert amounts between currencies | legitimate interest | kept, unchanged, so a past conversion can always be recomputed | same |
| Your customers: name, email address (stored encrypted), street, postcode, city, country, VAT and registration numbers, whether starred — personal data where a customer is a person or a sole trader | invoice them; offer them when you build an invoice | contract (Art. 6(1)(b)) | until you delete the customer or the organisation leaves | same |
| Your catalogue: product or service name, code, line text, default price, currency, VAT rate, unit, category, whether active or starred; a download of it as a file | offer default invoice lines; move the catalogue in and out as a spreadsheet | contract (Art. 6(1)(b)) | until you delete the entry or the organisation leaves; a downloaded file is yours, we keep no copy | same |
| Invoices and credit notes your companies issue: number, dates, the customer's name, address, VAT and registration numbers and email address (stored encrypted) as they were on the day of issue, your company's own details (name, address, registration and VAT numbers, bank account stored encrypted) as they were that day, the lines, amounts and VAT and how VAT applies (standard, reverse charge, exempt EU supply), status, when it was mailed to the customer, and for a credit note its reason | keep the books; record the tax documents the organisation issues | contract (Art. 6(1)(b)); for the organisation, its legal duty to keep accounting and VAT records (Art. 6(1)(c)) | as long as the organisation keeps its books here; an issued document is never deleted — it is corrected by a credit note | same |
| Recurring invoices: which company invoices which saved customer (by reference — the customer's details are read on the day each invoice is issued), how often, from and until when, the lines and tax terms, whether it sends automatically, how many were issued and why the last one could not be issued or sent | issue the invoices you scheduled, as drafts or - when you set it - sent | contract (Art. 6(1)(b)) | as long as the organisation keeps its books here; an ended schedule is kept, not deleted, beside the invoices it issued | Scaleway Managed PostgreSQL, Paris (FR) |
| An invoice mailed to its customer - by a schedule set to send automatically, or from the invoice's page by an owner or administrator: its PDF, mailed to the customer's email address on the invoice from no-reply@mail.accountingdash.eu, with your company's name as the sender and its contact address for replies (our support desk when it has none); we keep when it was mailed - no further copy of the address | send the invoices you told us to send | contract (Art. 6(1)(b)) | the mail is not kept by us once handed to the mail service | Scaleway Transactional Email, Paris (FR), then your customer's mailbox |
| Filed returns you record: which return (VAT return, control statement, OSS return), for which company and period, the day it was filed and by whom (a role - you, your accountant, a tax advisor - never a name), the submission reference and note you enter, the VAT totals at that moment; a voided entry and why | show what was filed, and which entries changed afterwards | contract (Art. 6(1)(b)) | as long as the organisation keeps its books here; a wrong entry is voided, not deleted | Scaleway Managed PostgreSQL, Paris (FR) |
| The statement mailed to your accountant - one email per top-level company: for each closed period and company, whether it went, how many statements it carried and how many attempts it took - not the address, which stays only in your settings; the email itself carries that company's statement PDF, and a reply reaches that company's contact address (our support desk when it has none) | send the statement you asked for | contract (Art. 6(1)(b)) | the send log as long as the organisation keeps its books here; the mail is not kept by us once handed to the mail service | Scaleway Transactional Email, Paris (FR), then your accountant's mailbox |
| EU VAT number checks: your customers' EU VAT numbers (weekly) and your own companies' (daily) are sent to VIES, the European Commission's VAT number service, which asks the member state; we keep only the answer (valid, not valid, or no answer), when it was checked and whether it changed - not the name or address VIES returns | warn you when a customer's VAT number stops being valid (reverse charge depends on it), and when your own registration changes or disagrees with your company's VAT setting | legitimate interest of your organisation (Art. 6(1)(f)): VAT applied correctly on its invoices | the latest answer until the customer or company is deleted; each check also in the audit trail | European Commission (VIES), Brussels (BE), and the tax administration of the customer's member state |
| Your Mollie connection: which company it books to, the organisation access token you gave us (stored encrypted; its last four characters readable so you can recognise it), its status and when it last synced; read from Mollie, for each payout: its Mollie id and bank reference, the date, the gross, the fees and the net and whether they add up, and for each payment in it: the Mollie payment id, amount, currency, payment method, the customer's country and the Mollie profile; and, for EVERY payment your customers made through your Mollie, a payment record: the Mollie payment id and profile, when it was created and paid, its status, the payment method, its description, the amount and what was refunded or charged back, the payout it was paid out in, and - as Mollie shows them - the payer's name (the cardholder's, or the account holder's for a bank method) and the card's country, brand and last four digits; never the full card number, its first six digits, its expiry date or its fingerprint | book your Mollie payouts; show your revenue per country (OSS) and per product; keep a record of each payment as proof of the sale | contract (Art. 6(1)(b)); for the organisation, its legal duty to keep accounting and VAT records (Art. 6(1)(c)) | the token until you disconnect; the payouts, payments, payment records and their entries as long as the organisation keeps its books here | Scaleway Managed PostgreSQL, Paris (FR); read from Mollie B.V., Amsterdam (NL), with your token |
| Bank statements you upload (PDF): NOT the file itself - it is read on our server and discarded; its name and a fingerprint (to refuse the same file twice), which company and account currency it is for, the period, the totals it prints and when it was imported; for each movement: the bank's own id for it, the booking and value dates, the amount and any bank fee, the amount sent in another currency, the bank's category, the variable, constant and specific symbol, the counterparty's name and account number (the account number stored encrypted), the message as printed (card numbers removed), and which invoice it paid | keep your bank movements with your books; mark the invoices they paid | contract (Art. 6(1)(b)); for the organisation, its legal duty to keep accounting and VAT records (Art. 6(1)(c)) | as long as the organisation keeps its books here | Scaleway Managed PostgreSQL, Paris (FR) - read on our server, sent to no one |
| A downloaded invoice or financial statement (PDF), or a quarterly OSS return (CSV): made from the records above at the moment you download it | give you the document | contract (Art. 6(1)(b)) | not stored — we keep no copy; the file is yours | made on our server, sent only to your browser |
| An administrator's request to download all the organisation's data: who asked (an id), when, which owner approved or refused it and when, the 24-hour window, when it was downloaded | the owner's approval before an administrator takes the organisation's data | contract (Art. 6(1)(b)); legitimate interest (security, Art. 6(1)(f)) | as long as the organisation exists | same |
| The record that the organisation was deleted: when, and under which deletion | prove the deletion was carried out | legitimate interest | permanently — it holds no personal data | same |
| A download of all your organisation’s data (owners; an administrator once an owner approved, one download within 24 hours): every row this table lists for the organisation, with bank accounts and email addresses decrypted, as one ZIP of spreadsheet (CSV) and JSON files - the uploaded PDFs themselves are not in it (each downloads from its page) | portability (Art. 20 GDPR); take your books elsewhere | contract (Art. 6(1)(b)); Art. 20 GDPR | not kept by us — built when you ask and handed to you; the download itself is recorded in the audit trail (who, when, how many rows) | your device |
Your display and language choice (cookies theme, lang) | show the site the way you chose on the preferences page | contract — you set them | 1 year | your browser only |
| Technical logs: time, method, route pattern (never the address you typed — a link in it can be a key), status, duration; ids, never names, addresses or IP | keep the service running and find faults | legitimate interest (Art. 6(1)(f)) | 6 months | Scaleway Cockpit, Paris (FR) |
| Error records, redacted before they are written | the alarm and the daily error digest to our team | legitimate interest | 30 days | Scaleway Managed PostgreSQL, Paris (FR) |
| Your IP address — held in memory only, to limit requests per address; never written to a database or a log by us | protect the service from floods | legitimate interest | about a minute, in memory | Scaleway container, Paris (FR) |
4. Who else touches the data (processors)
Scaleway SAS (Paris, France): the servers, the database, transactional email and the logs — all in France. BunnyWay d.o.o. (Ljubljana, Slovenia): DNS and content delivery in front of the site; it sees your requests (including your IP address) in its own short-lived edge logs and stores nothing else about you. Our team's alarm mails arrive in Google Workspace; they contain no personal data. Anthropic, PBC (San Francisco, USA): reads each PDF you upload under Documents or have mailed in - and the text of a mailed-in invoice that has no PDF - with its AI model Claude and returns what it read. It receives the file (or that text) and our fixed instructions - nothing else about you or your organisation - keeps them at most 30 days (up to 2 years when its safety systems flag a request), does not train its models on them, and processes them under its data processing addendum, which includes the EU Standard Contractual Clauses for this transfer outside the EU. No other AI provider receives any of this data. Sign-in is provided by BusinessDash, a product of the same operator (us), under its own privacy policy at https://businessdash.eu/privacy — not a third party. Your customers' and your own companies' EU VAT numbers go to the European Commission's VIES service (Brussels), which asks the tax administration of the customer's member state: a public authority's service, which receives the number alone - not our processor. When you connect your Mollie account, we READ your payouts and payments from Mollie B.V. (Amsterdam, NL) with the token you gave us: Mollie is your own payment provider under your own contract with it, not our processor, and we send it nothing but the token and our requests. Each processor is bound by a data processing agreement; none may use the data for its own purposes.
5. Your rights
Access, rectification, erasure, restriction, portability, objection — write to support@accountingdash.eu, we act within 30 days. You can complain to the Czech supervisory authority: ÚOOÚ, https://uoou.gov.cz. Erasure is real: our systems are built to delete (see §2).
6. Cookies and consent
| Cookie | What it does | Lifetime | Kind |
|---|---|---|---|
__Host-module_session | keeps you signed in to AccountingDash | 30 days | strictly necessary |
__Host-oidc_flow | holds a sign-in in progress, encrypted | 10 minutes | strictly necessary |
theme, lang | the display and language you chose on the preferences page — set only when you choose | 1 year | functional; consent-exempt because you asked for it |
That is every cookie this site sets. No analytics, no advertising, no third-party cookies. So that the app can tell you when you are offline, your browser keeps a copy of our offline page and our stylesheet in its cache storage — nothing about you, and no page you were signed in on. Nothing optional exists, so there is nothing to consent to and no consent switch; the day an optional purpose is added, it runs only after you opt in, and the switch for it will be here.
7. If you decline everything — the honest trade-off
Declining costs you no core functionality and we hold no grudge. Beyond what is technically necessary to serve the page, we then track nothing — no analytics, no profiles, no ads. What you give up: nothing. This product runs no analytics, no A/B tests and no advertising, so there is nothing optional to decline — only the cookies in §6 that keep you signed in and remember the choices you made.
8. Changes
Changes to the service that touch data (new feature, new cookie, new processor, new price flow) update this policy in the same release — the version and date above always tell you where you stand. Material changes are announced in the service.