Privacy policy

Last updated: September 24, 2026

1. Our approach

BeanKeeper AI ("BeanKeeper," "we," "us") provides bookkeeping services to businesses. This policy explains what information we collect through beankeeperai.com and the BeanKeeper service, how we use and protect it, and the choices you have. We use information to provide the service — we do not sell personal information, and we do not share it for cross-context behavioral advertising.

2. Information we collect

• Consultation requests. When you request a consultation, we collect the business details you provide — such as your name, email address, business type, accounting software, current bookkeeping spend, and goals — so we can respond to your inquiry.
• Workspace accounts. When a client relationship begins, we create a dedicated workspace and collect the account details needed to run it: the owner's verified email address, invited team members and their roles, and security records such as sign-in and audit events.
• Bookkeeping records. With your authorization, the service holds the business records needed to do the work you asked for: source documents such as receipts, invoices, bank and card statements and processor reports, the categorized transactions and reports prepared from them, and the questions and answers exchanged about your records.
• Connected accounting systems. If you connect QuickBooks Online, we receive an authorization token through Intuit's consent screen and access your company's data within the permissions you granted, in order to provide the service.
• Service operations. Security and delivery records such as message verification results and delivery receipts for documents you send through an agreed intake channel, plus standard technical logs.

3. How we use information

We use the information above to respond to inquiries, provide the bookkeeping service you asked for, operate and secure the service, communicate with you about your records and your account, and meet legal and professional record-keeping requirements. We use AI to help categorize activity and prepare answers grounded in your records. Your records are used to provide your service — we do not use your business records to train third-party AI models.

4. When we share information

We share information only with service providers that help us operate the service — for example hosting (Netlify), messaging and email delivery, AI inference, and payment or infrastructure providers — each bound to process information on our instructions. We may also share information with your accounting systems as you direct (such as QuickBooks through Intuit's API), with your accountant or CPA at your direction, and where the law requires it. We do not sell personal information.

5. AI processing

Answers about your books are prepared with AI assistance and are grounded in your own records, with the sources behind each answer shown in your workspace. AI-prepared work is subject to the approval steps described in the end-user license agreement: AI does not approve or post entries to your accounting system on its own.

6. Retention and deletion

Consultation requests: if no client relationship begins, we delete your submission within 30 days. If a client relationship begins, your business records are retained for as long as the relationship lasts, and afterward as your signed service agreement and applicable record-keeping requirements require. You can request deletion of information we hold about you — see section 10.

7. Security

Your workspace is protected by verified-identity sign-in, role-based access, and an audit trail of service actions. Records are stored in your dedicated workspace, and source documents you send by an agreed intake channel are verified before they are accepted. No service can promise perfect security, but we design the service to fail closed: when something cannot be verified, the service holds the item for review rather than guessing.

8. Your rights and choices

• Access and correction. You can see and correct your business records in your workspace at any time.
• Deletion. You can request deletion of your consultation submission or workspace information by contacting us; we will confirm what is deleted and what must be retained under your service agreement or law.
• Disconnecting QuickBooks. You can revoke our access to your QuickBooks company at any time — see how to disconnect.
• Marketing. We send service messages about your records and account. We do not send marketing email unrelated to the service.

9. Children

The service is for businesses. We do not knowingly collect personal information from children under 13.

10. Contact

Privacy questions and requests can be sent to support@beankeeperai.com.

11. Changes to this policy

We may update this policy as the service changes. We post the current version on this page with a new "last updated" date, and we will flag material changes through your workspace or the contact information we hold before they take effect.