Privacy Policy

1. Information we collect

We collect the following categories of information:

• Website and contact information: your name, email, company and message when you book a demo, contact us, or sign up.
• Account information: your name, email address and organization when you or your organization sign up for or are invited to ReconAIQ.
• Email data: when you connect a Gmail or Outlook account, ReconAIQ accesses messages and attachments in that inbox to identify and process vendor invoices. We only use this access for that purpose.
• Accounting system connection data: when you connect Acumatica, the instance URL and the credentials or tokens needed to connect to it. When you connect QuickBooks Online, the authorization tokens Intuit issues to ReconAIQ for your company. These are encrypted at rest and never stored in plain text.
• Accounting and business data: data we read from or write to your connected accounting system on your behalf (for example vendors, accounts, projects, purchase orders, receipts, bills, customers and sales orders), together with the invoice and order documents you process through ReconAIQ and any corrections you make.
• Bank and card data: if your organization connects a bank or card feed through our provider (Plaid), we receive account and transaction information to support card and expense matching. We do not receive or store your online banking login.
• Usage, security and log data: how the service is used, including sign-in activity, IP address, an audit history of actions taken in your organization's account (who did what and when), and error logs.

2. How we use information

We use the information above to:

• Operate the service: identify invoices and orders, extract their data, match them against your purchase orders and receipts, and, when you approve, create bills or sales orders in your connected accounting system.
• Improve extraction accuracy for your organization over time, including learning from corrections you provide.
• Show your organization's managers a record of activity in your account.
• Respond to requests, schedule demos, and send updates you've asked for.
• Keep the service secure, and detect and prevent fraud or misuse.

3. How we share information

We do not sell your information and we do not use it for advertising. We share information only with:

• Service providers who host, store or process data on our behalf to operate ReconAIQ, such as cloud hosting and database providers, email delivery, bank-connection providers like Plaid, and AI providers used to read and extract data from documents. Each is bound to use the data only to provide that service.
• Your own accounting system (such as Acumatica or QuickBooks), as the direct purpose of the service.
• Others only where required by law, to protect our rights, or with your explicit consent.

4. AI providers

We do not allow our AI providers to use your business data to train their models for others, and we do not use one customer's data to benefit another customer.

5. Google, Microsoft and Intuit account data

ReconAIQ's use and transfer of information received from Google APIs and Microsoft Graph APIs adheres to the applicable API data use policies, including Google's API Services User Data Policy and its Limited Use requirements. Email data accessed through these connections is used solely to identify and process vendor invoices for your organization's accounts payable workflow, and is not used for any other purpose or shared except as described in this policy.

If you connect QuickBooks Online, ReconAIQ accesses your QuickBooks company data through Intuit's authorization process, only to provide the features you use (for example reading vendors and accounts and creating bills). We do not sell QuickBooks data or use it for advertising. You can disconnect ReconAIQ at any time from ReconAIQ's settings or from your Intuit account's connected apps page, and you can ask us to delete the data we hold from the connection.

6. Security

Accounting system and email credentials and tokens are encrypted at rest. Each customer organization's data is logically isolated from every other customer's data. We support two-factor sign-in, and access to production systems is limited to what is necessary to operate and support the service. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

7. Data retention

We keep information for as long as your account is active or as needed to provide the service. If you close your account or disconnect an integration, we will delete or anonymize the related data within a reasonable period on request, except where we must keep it to meet legal obligations, resolve disputes or enforce our agreements. Audit history is kept so your organization can review past activity.

8. Your rights and choices

You may request access to, correction of, or deletion of your personal information by contacting us at info@reconaiq.com. Depending on where you live (for example, California), you may have additional rights under state privacy laws, such as the right to know what we collect and to request deletion. We do not sell personal information or share it for cross-context advertising. If your information is held by us on behalf of your employer, we may direct your request to them.

9. Cookies

We use cookies that are necessary to keep you signed in and to keep the service secure. We do not use advertising cookies.

10. Children's privacy

ReconAIQ is a business tool for adults acting for their organization. It is not directed to, and we do not knowingly collect information from, children.

11. International users

ReconAIQ is operated from, and data is processed in, the United States. If you use ReconAIQ from outside the United States, your information will be transferred to and processed in the United States.

12. Changes to this policy

We may update this policy from time to time. If we make material changes, we will update the “Last updated” date above and, where appropriate, notify you directly.

13. Contact us

ReconAIQ LLC, a Florida limited liability company. Questions about this policy can be sent to info@reconaiq.com.