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Legal · Last updated 2 October 2026

Privacy Policy

This policy explains what personal information FinAiQ collects, why we use it, where it is stored, who we share it with and the choices you have. It is written to meet India's Digital Personal Data Protection Act 2023, Australia's Privacy Act 1988 and the Australian Privacy Principles and, for people in the EU and UK, the GDPR.

1. Who we are and our role

FinAiQ is provided by the FinAiQ team (“we”, “us”).

For information about our customers' accounts, billing and use of our website, we decide how it is used (we are the “data fiduciary” or “controller”).

For the documents and data our customers upload — for example supplier bills, sales invoices, bank statements and the details in them — we process it on our customer's behalf and on their instructions (we are their “data processor”). If your details appear in a document a business has put into FinAiQ, please contact that business first; we will help them respond.

2. What we collect

  • Account and contact details: name, email address, phone number, organisation, role.
  • Sign-in and security information: hashed password, two-step sign-in settings, sign-in times, IP addresses and device information, and an audit trail of actions in the app.
  • Documents and content: files you upload or send to a folder's email address or by WhatsApp, the data we extract from them, the corrections users make, and for imported emails the sender, subject and attachments.
  • Integration details: connection details for the accounting software you connect, such as company identifiers and access tokens (stored encrypted).
  • Billing information: your plan, invoices and payment status. Card and bank details are collected by our payment provider, Razorpay, not by us.
  • Usage and technical information: pages and features used, errors, browser and operating system, from our server logs.
  • Communications: messages you send to support.

3. How we use it

  • to provide FinAiQ: read and check documents, export them to your accounting software, and keep your folders and settings;
  • to keep accounts and data secure and to detect and prevent fraud and abuse;
  • to give support and send service messages such as invitations, password resets and alerts;
  • to bill you and keep financial records;
  • to measure and improve FinAiQ — including the accuracy of its extraction, which we may improve using documents and the corrections users make, in de-identified form;
  • to meet our legal obligations.

4. Legal basis

We process personal information because it is needed to provide the service you signed up for, with your consent where the law requires it, for legitimate purposes such as security and improving the service, and to comply with the law. Where we rely on consent you can withdraw it at any time; this doesn't affect processing before you withdrew it.

We do not sell personal information, and we don't use your documents for advertising.

5. Automated reading and AI

FinAiQ reads documents with automated services: Google Cloud Document AI and, where enabled, Anthropic's Claude, used directly or through Amazon Web Services. These providers process documents under business terms that don't allow them to use your content to train their own models. Results are checked against rules and can always be reviewed and corrected by a person.

6. Who we share it with

We share personal information only with providers that help us run FinAiQ, under contracts that require them to protect it, and only as needed for the purposes above:

  • Microsoft Azure — application hosting and database (India).
  • Amazon Web Services — document storage, message queues and email delivery (India); where the second AI reader runs on AWS Bedrock, Australia.
  • Google Cloud — Document AI extraction (European Union).
  • Anthropic — the second AI reader, where enabled and not run on AWS (United States).
  • Razorpay — payment processing (India).
  • Google (Gmail) — sending service emails.
  • Our group's integration service, which connects to accounting software on your behalf.
  • Your accounting software provider (such as Xero, Intuit QuickBooks, Zoho Books or Tally) — only when you connect it, and only the data you choose to export.

We may also disclose information to professional advisers, to a buyer if the business is sold (who must protect it as described here), or when the law requires it.

7. Where your information is stored

FinAiQ is hosted mainly in India. Documents are also processed in the European Union for extraction and, where enabled, in Australia or the United States for the second AI reader.

If you are in Australia, this means your information may be disclosed to recipients in India, the European Union and the United States. We take reasonable steps, including contractual protections, to make sure overseas recipients handle it in line with the Australian Privacy Principles. For people in the EU and UK, transfers outside those regions rely on appropriate safeguards such as standard contractual clauses.

8. How long we keep it

  • Account information: while your account is open, and for 30 days after it closes so you can export your data; then it is deleted.
  • Documents: until you delete them. Deleted documents stay in the trash for 90 days, then are permanently deleted.
  • Raw imported emails: only as long as needed to import their attachments.
  • Security logs and the audit trail: for a limited period, to protect accounts and investigate incidents.
  • Billing records: as long as tax and accounting laws require.
  • Backups: removed as they expire on their normal cycle.

9. How we protect it

We use encryption in transit, encrypt stored connection credentials, offer two-step sign-in, limit each person to the folders they are invited to, keep an audit trail of changes, and restrict our own staff's access to what they need. No system is perfectly secure; if a breach affects your personal information, we will notify you and the authorities as the law requires. More detail is on our Security page.

10. Your rights

Depending on where you live, you can:

  • ask for a copy of your personal information, or for a summary of how we process it;
  • ask us to correct or update it;
  • ask us to delete it, or withdraw consent you have given;
  • nominate someone to exercise your rights if you can't (India);
  • object to or restrict some processing, and receive your data in a portable format (EU and UK).

To make a request, email support@finaiq.ai. We respond within 30 days and may need to confirm your identity. If your information is in documents a business uploaded, we will pass your request to that business.

If you are not satisfied, you can complain to the Data Protection Board of India, to the Office of the Australian Information Commissioner (oaic.gov.au), or to your local data protection authority in the EU or UK.

11. Grievance Officer

Write to our Grievance Officer. Email: support@finaiq.ai. We acknowledge grievances promptly and resolve them within the time the law requires.

12. Cookies and similar technologies

We use only what is needed to run FinAiQ — see our Cookie Policy.

13. Children

FinAiQ is a business service and is not intended for anyone under 18. We do not knowingly collect personal information from children.

14. Other websites

Our website links to other sites, such as accounting software providers. Their privacy practices are their own; please read their policies.

15. Changes to this policy

We will update this policy when our practices change and show the date at the top. If a change is significant, we will tell you by email or in FinAiQ.

16. Contact

Privacy questions and requests: support@finaiq.ai.