Privacy policy

When you create an account, visit the site or pay for a plan, we decide how your personal data is used, so we act as the controller of that data.

When your company uploads bank statements, invoices, ledger exports or payout reports to a workspace, we process the personal data inside those files only on your company's instructions, so we act as a processor. That processing is governed by our data processing agreement.

• Account data. Your work email address, a hashed password, the confirmation code we send you and the time you confirmed it.
• Workspace data. Names of your teammates, their roles and the settings of your workspace.
• Uploaded files. Bank statements, invoice and bill lists, ledger exports and payout reports, together with the results of each reconciliation run. These files can contain names of payees and customers, account numbers and payment references.
• Billing data. Your plan, billing period and invoices. Card details are entered on the payment operator's page and are never stored by us.
• Technical data. IP address, browser type, pages visited and the landing page and campaign parameters that brought you to the site.
• Messages. Emails you send to [email protected] and our replies.

• To create and run your account and workspace, and to reconcile your files. This is necessary to perform our contract with you.
• To send the confirmation code, service emails and billing notices. This is necessary to perform the contract.
• To limit abuse of the demo, keep the service secure and prevent fraud. This is our legitimate interest.
• To understand which pages and campaigns bring visitors, using aggregated statistics. This is our legitimate interest.
• To send product news by email, only if you agreed to it. You can unsubscribe with the link in every such email.
• To keep accounting and tax records. This is a legal obligation.

Files you try in the demo, with or without an account, are read and matched in your browser. They are not uploaded to our servers and we do not store them or the results of those runs.

Files in paid workspaces are kept for the retention period your company chooses in the workspace settings, and deleted when the period ends or when the workspace is closed.

Account data is kept while your account exists. Billing records are kept for as long as tax law requires. Technical logs are kept for up to 90 days.

Reconciles uses AI to suggest matches for unclear pairs and to read PDF statements. Your files are used only to produce your reconciliation. We do not use your files or results to train AI models.

We share personal data only with service providers that help us run Reconciles, under contracts that bind them to protect it and use it only on our instructions.

• A hosting provider that runs our servers and encrypted storage.
• An email delivery provider that sends confirmation codes and service emails.
• A payment operator that processes card payments for plans.
• An AI model provider that processes the content needed for match suggestions and PDF reading, without the right to use it for its own purposes.
• An analytics tool that measures visits in aggregate.

We do not sell personal data and we do not share it for advertising.

Some providers may process data outside your country, including outside the European Economic Area. In that case we rely on adequacy decisions or the standard contractual clauses approved by the European Commission. Scale workspaces can keep their data in the US or in the EU.

Data is encrypted in transit and at rest. Access inside a workspace is limited to its members, with roles on Growth and single sign-on on Scale. Access by our staff is limited to what is needed to provide support and keep the service running. More on the security page.

You can ask us to access, correct, delete or export your personal data, to restrict or object to its processing, and to withdraw consent at any time where processing is based on consent. Write to [email protected] from the email address on your account and we reply within 30 days.

If personal data reached us in files uploaded by your employer or a company you deal with, please contact that company first, because it decides how those files are used.

You also have the right to lodge a complaint with your local data protection authority.

We use cookies that are needed for the site to work, such as keeping you logged in and protecting forms, and cookies for aggregated statistics. You can block cookies in your browser, but parts of the service may stop working.

We update this policy when the service or the law changes. The date at the top shows the latest version, and we email account holders about significant changes.