Privacy Policy

1. Who we are

MY AI Accountant ("we", "us") is the data controller for the personal data processed through this service. You can reach us about any privacy matter at privacy@myaiaccountant.ie.

2. What we collect

• Account details: name, email address and password (stored only as a secure hash).
• Business profile: business type, address, phone, VAT number and related details you enter.
• Bookkeeping data: transactions, documents you upload (bank statements, invoices), and reports derived from them.
• Payment data: handled entirely by Stripe — we never see or store your card number.
• Technical data: login metadata needed to keep your account secure.

3. How we use it and why (legal bases)

• To provide the service you signed up for — bookkeeping, AI document scanning and reports (performance of a contract).
• To secure your account and prevent fraud (legitimate interest).
• To meet legal and tax record-keeping obligations (legal obligation).
• We do not sell your data, and we do not use your documents to advertise to you.

4. AI processing

Documents you upload are read by an AI provider (OpenAI) solely to extract bookkeeping entries for you. Processing happens under a data-processing agreement; your documents are not used to train AI models.

5. Who processes data for us

We use a small number of processors under GDPR-compliant agreements: Stripe (payments), OpenAI (document scanning), and our cloud hosting and storage providers. Data may be processed outside the EEA only where an approved transfer mechanism (such as EU Standard Contractual Clauses) applies.

6. How long we keep data

We keep your data while your account is active. When you delete your account, your profile, transactions, documents and clients are permanently erased from our systems. Residual backups expire on a rolling schedule, and payment records are retained only as long as tax law requires.

7. Your rights

Under GDPR you can access, correct, export or erase your data, restrict or object to processing, and withdraw consent where processing is based on consent. Export and erasure are built into the product: see Settings → Export my data and Settings → Delete my account. For anything else, email privacy@myaiaccountant.ie. You also have the right to complain to the Data Protection Commission (dataprotection.ie).

8. Accounting firms and their clients

If you use MY AI Accountant as an accounting firm, you are the data controller for your clients' data and we act as your processor. You must have a lawful basis for adding client data to the service. Our Data Processing Agreement sets out the terms.

9. Security

Passwords are hashed, sessions use secure httpOnly cookies, and documents are stored in encrypted cloud storage. Access to bookkeeping data is scoped to your account and workspaces.