Privacy Policy

Last updated October 11, 2026

EasiBooks is an online accounting service run by The Automatic Office Corp. ("EasiBooks", "we", "us"). This policy says what information we collect, why, who we share it with, and the choices you have. It covers easibooks.com and the EasiBooks application at app.easibooks.com.

Information we collect

• Account information: your name, email address, password (stored only as a one-way hash), and the companies and roles you have in EasiBooks.
• Accounting data you enter or upload: companies, accounts, customers, vendors, employees, invoices, bills, payments, bank transactions, attachments such as receipts, and the reports made from them. Some of this can include personal information about other people, such as a vendor's tax ID or an employee's wage records.
• Usage and security records: sign-ins, the device and browser used, IP address, and an activity log of changes made in each company, kept so the books can be audited.
• Messages to us: what you send us when you ask for help.

We do not collect card numbers or bank account numbers for payments your customers make. When a company takes payments online, the customer pays on a page run by Stripe, and Stripe handles those details. EasiBooks receives only the payment's result and amount.

How we use information

• To provide the service: keep the books, produce reports, send the invoices and statements you ask us to send, and prepare tax forms.
• To run the AI assistant when you use it. The text and documents you give the assistant are sent to our AI providers to produce an answer.
• To keep the service secure, prevent fraud and abuse, and keep audit records.
• To bill for the service and to answer support requests.
• To tell you about changes to the service or this policy.

We do not sell personal information, and we do not use your accounting data for advertising.

Who we share information with

We share information only with service providers that help us run EasiBooks, under contracts that limit their use of it to that purpose:

• Hosting and storage: our servers, database backups and file storage (Amazon Web Services).
• Email delivery: Amazon Simple Email Service, for invoices, statements and account emails.
• AI providers: Anthropic (the assistant) and OpenAI (speech-to-text), only for content you send to the assistant.
• Payments: Stripe, when a company links its own Stripe account to take payments.

We may also share information when the law requires it, to protect our rights or the safety of others, or as part of a merger or sale of the business, in which case this policy continues to apply.

Your company's data belongs to your company

The accounting data in a company belongs to that company. The company's administrators decide who can see it, and can download its reports at any time or ask us for a full export. When we process personal information inside a company's books, we do so on the company's behalf.

How long we keep information

We keep a company's data while its account is active. After an account is closed we keep it for up to 90 days so it can be restored on request, and then delete it, except where the law requires us to keep records longer. Backups are kept for a limited time and then removed.

Security

Data travels over encrypted connections (HTTPS). Passwords are stored as one-way hashes. Each company's data is kept apart from every other company's, access is limited by role, and every change is recorded in the company's activity log. Backups are encrypted. No system is perfectly secure, and we will tell affected customers promptly if their data is involved in a security incident.

Cookies and local storage

The EasiBooks application stores your sign-in session in your browser so you stay signed in. We do not use advertising or third-party tracking cookies.

Your choices and rights

You can see and correct your account information in the application, ask us for a full export of your company's data, and ask us to delete your account. Depending on where you live, you may have more rights, such as asking for a copy of your personal information. To make a request, write to us at the address below. We will answer within 30 days.

Children

EasiBooks is a business service and is not meant for children under 16. We do not knowingly collect their information.

Changes to this policy

If we change this policy, we will post the new version here and update the date above. For important changes we will also tell account administrators by email.

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