Privacy Notice

Who we are

[Legal business name] provides PolishedBook (polishedbook.com) and is the data controller for the personal data described here — we decide how and why it is used. Contact: support@polishedbook.com.

What we collect and why

• Account details (name, email, password, business name, address, tax ID) — to create your account and provide the service.
• Financial records (bank transactions from connected banks, uploaded statements, receipts, checks, payroll and staff records, mileage and location during trips you track) — to provide bookkeeping features you ask for.
• Team details (emails and roles of people you invite) — to give them access.
• Support messages — to help you.
• Usage and device data (IP address, browser, device identifiers, error logs) — to keep the service secure, prevent fraud and improve it.

Legal basis

We use your data to perform our contract with you, for our legitimate interests (security, fraud prevention, improving the service), to meet legal obligations, and with your consent where required (for example, location tracking for mileage).

Who we share it with

• Service providers that host and run the service, including cloud hosting, database, file storage, bank connection (Plaid) and AI document reading providers.
• Paddle, our Merchant of Record, for selling the product, managing subscriptions, payments, tax compliance and invoicing.
• Professional advisers such as lawyers and accountants.
• Authorities when the law requires it.

We do not sell your personal data.

How long we keep it

We keep your data while your account is active and as needed to meet legal, tax and accounting obligations. When it's no longer needed, we delete or anonymise it.

Your rights

Depending on where you live, you can ask to access, correct, delete, or export your data, object to or limit some uses, and withdraw consent. Email support@polishedbook.com; we'll reply within 30 days. You may also complain to your local data protection authority.

Security

We use appropriate technical and organisational measures, including encryption in transit, access controls that separate each customer's data, and limited staff access.

International transfers

Our providers may process data in the United States and other countries. Where required, we rely on safeguards such as standard contractual clauses.

Cookies and browser storage

We use only essential storage to keep you signed in and remember your settings (like language and screen theme). We do not use advertising cookies.

Changes

We may update this notice and will post the new version here.