Privacy Policy

Last updated: October 18, 2026

Your privacy is important to us, so Booke AI, Inc., the US-based operator of Bookkeeper.chat, has created the following Privacy Policy (“Policy”) to let you know what information we collect when you visit our Site https://bookkeeper.chat, including all subdomains (“Site”), why we collect it and how we use it.

Booke AI, Inc. is located at 919 North Market St. Wilmington, DE 19801, USA. This Policy covers the Bookkeeper.chat website and related services (“Services”). The website currently accepts early-access requests; submitting a waitlist form does not create a paid service account. Sections about accounts, payments, AI features or integrations apply when those features are available and you use them.

The terms “You,” “Your,” “Yours” and “User” refer to the entity/person/organization using our Site.

When this Policy mentions “We”, “Us,” and “Our” it refers to Booke AI, Inc. and its subsidiaries and affiliates.

This Privacy Policy is governed by our Terms and Conditions.

For any questions regarding this Policy or any requests regarding the processing of personal data, please contact us at team@booke.ai.

1. INFORMATION WE COLLECT FROM YOU

We collect the information You provide to us and this information is necessary for the adequate performance of the contractual arrangement which is in place between You and us and allow us to comply with our legal obligations.

  • Waitlist Information. When you request early access, we collect your name and email address, and your company name if you choose to provide it. We use these details to respond to your request and communicate about early access.
  • Account Signup Information. When You create the account, we ask You to provide the signup information, such as Email, Name, Passwords, Surname, Phone.
  • Communications, Chats, Messaging. When you communicate with us through email or any other way, we collect information about your communication and any information You choose to provide or disclose. In order to answer your request, we may access information provided by email, chats, purchase history, etc.
  • Login information. We collect Login information if You are logging to our account with Authentication Data.

2. INFORMATION WE COLLECT AUTOMATICALLY

When you use our Site or contact us directly we may collect information, including your personal information, about the way you act in our Site, the services You use and how You use them.

This information is necessary for the adequate performance of the contract between You and us, to enable us to comply with legal obligations and given our legitimate interest in being able to provide and improve the functionalities of the Site.

  • Log data and Device information. We automatically collect log data and device information when you access and use the Site, even if you have not created an Account or logged in. That information includes, among other things: Internet protocol (IP) addresses, Operating system, Browser type, Date/time stamp, Referring/exit pages.
  • Tracking technologies and Cookies. Where cookies or similar tracking technologies are enabled for the Services you use, we may collect information about interactions, referral sources and device settings.
  • Geo-location data. We collect information about your approximate location as determined by data such as your IP address to offer you an improved user experience. Such data may be collected only when you access the Site using your device.
  • Usage information. Where analytics is enabled, providers such as Google Analytics may collect information about interactions with the Site, including pages visited and actions taken. These providers may use cookies to recognize repeat visits. For more information please visit Google.

3. THE WAY WE USE YOUR INFORMATION

We process your information adhering to the general data processing principles.

We may use the information we collect through our Site for a number of reasons, including to:

  • to identify user
  • to create account
  • to create statistics and analyze market
  • to stay connected
  • to customize marketing
  • to send billing information
  • to contact user
  • to improve services
  • to ensure data security and prevent fraud
  • to comply with applicable laws
  • to provide support
  • to request feedback

We will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate business interests.

4. DIRECT MARKETING

We may use your provided contact details for direct marketing. These direct marketing offers, depending on your preferences, may be personalized taking into account any other information which you have provided to us (e.g. location, social media profile information, etc.) or we have collected or generated from other sources as described below.

If you wish to withdraw the consent for direct marketing, and refuse to receive information from us, you may exercise such option at any time you wish by sending an email to support@booke.ai, clicking on a link for that purpose at the bottom of our e-mail with the newsletters.

5. HOW WE MAY SHARE YOUR INFORMATION

We do not sell your personal information or share it for cross-context behavioral advertising. Read We do not sell your data for details and privacy request contacts.

We use Formspree to process waitlist form submissions. Your submitted name, email address and optional company name are sent to Formspree so that we can receive and respond to your request.

Depending on the Services and features you use, other providers may include:

  • Authentication and authorization - Auth0
  • Invoicing and Billing - Stripe
  • Tracking - Hotjar
  • Social media and advertising - Google AdSense
  • Analytics - Google Analytics
  • Backup and security - Google Drive Backup
  • Cloud infrastructure - Google Cloud Project
  • Cloud infrastructure - Amazon Web Services
  • Cloud infrastructure - Microsoft Azure

We may also disclose your information to third parties:

  • where required by law or regulatory requirement, court order or other judicial authorization;
  • in response to lawful requests by public authorities, including for the purposes of meeting national security and law enforcement requirements;
  • in connection with the sale, transfer, merger, bankruptcy, restructuring or other reorganization of a business;
  • to protect or defend our rights, interests or property, or that of third parties; (e) to investigate any wrongdoing in connection with our products and services;
  • and to protect the vital interests of an individual.

6. COOKIES

Cookies are small text files stored by your browser on your computer when you visit our Site. Where cookies are used, they help improve the Site, recognize users and avoid repetitive requests for the same information.

Please check our company Cookie Policy to find more information about cookies we use.

You may find more information about how to delete cookies, as well as the other useful information related to the use of the cookies, on the website http://www.allaboutcookies.org.

7. INFORMATION FROM MINORS

This Site and our services are not intended for or directed to persons under the age of 18. We do not knowingly collect or ask for information from minors. We do not knowingly allow minors to use our Site.

We will delete any information we discover is collected from a minor. Please contact us using the contact details below if you believe we might have information about a minor.

8. SENSITIVE INFORMATION

We do not collect sensitive information such as political opinions, religious or philosophical beliefs, racial or ethnic origin, genetic data, biometric data, health data or data related a sexual orientation.

Please do not send, upload, or provide us any sensitive data and contact us using the contact details below if you believe that we might have such information. We have a right to delete any information we believe it might contain sensitive data.

9. PAYMENT INFORMATION

To order and use our services we may require you to provide certain financial information to facilitate the processing of payments. We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your Personal information is governed by their Privacy Policy. Where Stripe is used for paid Services, payment data is processed by Stripe. You may find their privacy policy link(s) here: https://stripe.com/privacy.

10. AI BRAIN AND MACHINE LEARNING

How Your Data Trains AI Models

Where AI Brain features are available and used, your data is used exclusively to train YOUR AI Brain. We maintain complete data isolation:

  • Each client has a fully isolated, encrypted AI Brain
  • NO cross-client training or data sharing
  • Your AI Brain learns from YOUR historical data only (up to 2 years, including history from QuickBooks Online or Xero if you choose to connect or import it)
  • Real-time learning from YOUR manual categorizations in Bookkeeper.chat or supported optional integrations
  • Automatic retraining before each session with your latest changes
  • Continuous improvement based on YOUR usage patterns only

AI Brain Data Retention

During Active Subscription:

  • AI Brain maintained and continuously improved with your data
  • Historical data (up to 2 years) used for training
  • All manual corrections incorporated in real-time

Post-Cancellation:

  • 30-day grace period to export all data including AI configuration
  • AI Brain and all associated data permanently deleted within 30 days
  • Deletion confirmation provided via email

AI Brain Isolation and Security

  • Each AI Brain runs in a completely isolated environment
  • Fully encrypted storage and processing
  • No data leakage between clients possible
  • Separate encryption keys per client
  • Independent model instances

11. DATA RETENTION AND DELETION

Active Account Data Retention

  • Transaction data: Retained for account lifetime
  • Historical data for AI training: Up to 2 years, including optional QuickBooks/Xero imports
  • Communication logs: Retained for account lifetime
  • Audit logs: Maintained for security and compliance purposes
  • Documents and receipts: Retained while account is active

Post-Cancellation Data Handling

  • Grace period: 30 days to export all data
  • Permanent deletion: Complete removal within 30 days of cancellation
  • AI Brain deletion: Included in permanent deletion
  • Backup purging: All backups removed within 30 days
  • Confirmation: Email sent upon deletion completion

Right to Deletion

You can request immediate data deletion at any time:

  • Contact: privacy@booke.ai
  • Deletion completed within 30 days maximum
  • Includes all data, AI Brain, backups
  • Written confirmation provided

12. DATA PORTABILITY AND EXPORT

Available Export Formats

  • CSV (spreadsheet compatible)
  • JSON (developer friendly)
  • Excel (formatted reports)

Exportable Data

  • All transaction data and categorizations
  • Categorization rules and patterns
  • AI Brain configuration settings
  • Client communication history
  • Uploaded documents and receipts
  • Account settings and preferences

Export Process

Export your data anytime through your account settings or by contacting support@booke.ai. No fees apply for data export.

Our Site may have links to other websites. Please review their privacy policies to learn more about how they collect and use your personal data, because we do not control their policies and personal data processing practices.

14. SECURITY

We have implemented security measures designed to protect the personal information you share with us, including physical, electronic and procedural measures. Among other things, we regularly monitor our systems for possible vulnerabilities and attacks.

Regardless of the measures and efforts taken by us, the transmission of information via internet, email or text message is not completely secure. We do not guarantee the absolute protection and security of your personal information or any other User Content you upload, publish or otherwise share with us or anyone else.

We therefore encourage you to avoid providing us or anyone with any sensitive information of which you believe its disclosure could cause you substantial or irreparable harm.

If you have any questions regarding the security of our Site, you are welcome to contact us at team@booke.ai.

15. YOUR RIGHTS

You are entitled to a range of rights regarding the protection of your personal information. Those rights are:

  • The right to access the information we have about you. If you wish to access your personal information that we collect, you can do so at any time by contacting us using the contact details provided below.
  • The right to rectify inaccurate information about you. You can correct, update or request deletion of your personal information by contacting us using the contact details provided below.
  • The right to object the processing. When we rely on your consent to process your personal information, you may withdraw consent at any time by contacting us using the contact details provided below. This will not affect the lawfulness of processing prior to the withdrawal of your consent.
  • The right to lodge a complaint. You can raise questions or complaints to the national Data Protection Agency in your country of residence in the event where your rights may have been infringed. However, we recommend attempting to reach a peaceful resolution of the possible dispute by contacting us first.
  • The right to erase any data concerning you. You may demand erasure of data without undue delay for legitimate reasons, e.g. where data is no longer necessary for the purposes it was collected, or where the data has been unlawfully processed.

16. APPLICATION OF POLICY

This Policy applies only to the services offered by our Company. Our Policy does not apply to services offered by other companies or individuals, including products or sites that may be displayed to you in search results, sites that may include our services or other sites linked from our Site.

17. AMENDMENTS

Our Policy may change from time to time. We will post any Policy changes on our Site and, if the changes are significant, we may consider providing a more explicit notice (including, for certain services, email notification of Policy changes).

18. ACCEPTANCE OF THIS POLICY

We assume that all Users of this Site have carefully read this document and agree to its contents. If someone does not agree with this Policy, they should refrain from using our Site. We reserve the right to change our Policy at any time and inform by using the way as indicated in Section 17. Continued use of this Site implies acceptance of the revised Policy.

19. FURTHER INFORMATION

If you have any further questions regarding the data we collect, or how we use it, then please feel free to contact us at the details as indicated above.

Users from EU and EEA can easily contact our European representative: Vadim Ciumac vadim@booke.ai