Privacy Policy

1. Introduction

ReadyBooks AI ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use ReadyBooks.ai ("Service"). This policy is published in accordance with India's Digital Personal Data Protection Act, 2023 (DPDP Act) and, where applicable, the EU General Data Protection Regulation (GDPR).

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, and company name.

Financial Data

When you use the Service, you may enter financial data including invoices, expenses, inventory records, payroll information, bank transactions, and tax details. This data is stored securely and processed solely to provide the Service.

Usage Data

We automatically collect information about how you interact with the Service, including pages visited, features used, browser type, device information, and IP address.

Cookies and Analytics

We use essential cookies to maintain your session and authentication state. On our public marketing website (readybooks.ai outside the logged-in app), we also use two analytics services to understand how visitors discover and use ReadyBooks:

• PostHog — runs in cookieless mode by default. We do not set persistent identifiers across sessions until you sign up. After signup, we associate behaviour with your account so we can improve the product.
• Google Analytics 4 — loads only if you Accept the cookie banner shown on first visit. If you Decline, Google Analytics never runs and no analytics cookies are set.
• Advertising click record — if you reach us from a Google ad, we store that ad’s click identifier and campaign name in your browser’s local storage for up to 90 days, so we can tell which advertising actually brings us customers. It is a first-party record readable only by readybooks.ai and holds nothing about you personally. Alongside it we keep the page you landed on — never the query string or anything after it in the web address. If you create an account within those 90 days it is saved against that account and then cleared from your browser; otherwise it is deleted when it expires.

To change your choice at any time, clear your browser’s storage for readybooks.ai and reload — the banner will reappear, and any stored advertising click record is removed. We do not use third-party advertising cookies.

3. How We Use Your Information

We use your information to:

• Provide, maintain, and improve the Service. Improving the Service does not include training AI models on your data — we do not do that.
• Authenticate your identity and secure your account
• Process transactions and generate financial reports
• Send transactional emails (account verification, password resets, invoices)
• Provide customer support
• Comply with legal and regulatory obligations

We do not sell your personal information to third parties. We do not use your financial data for advertising or marketing purposes.

4. Data Storage and Security

Your data is stored on secure servers hosted by Amazon Web Services (AWS) in the Asia Pacific (Mumbai) region. We implement industry-standard security measures including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication via AWS Cognito with support for multi-factor authentication
• Regular security audits and vulnerability assessments
• Access controls limiting data access to authorised personnel only

5. Third-Party Services

We use the following third-party services to operate the Service:

• Amazon Web Services (AWS) — Cloud infrastructure, authentication (Cognito), and email delivery (SES)
• Payment processors — For processing subscription payments (governed by their own privacy policies)
• OpenAI — Two uses, both outside India. First, the AI assistant: when you send it a message, we transfer that message and the business context needed to answer it — the page you are on and the party, item or figure names it must refer to. Second, purchase-bill extraction, only when you explicitly authorize it for a selected upload, where we transfer that file’s bytes; manual source-only storage and supporting attachments are never sent. Your data is not used to train any model, and we do not send your books wholesale — only what a given request needs.
• PostHog — For product and marketing analytics (anonymous behaviour pre-signup; account-linked usage thereafter)
• Google Analytics 4 — For marketing website traffic measurement (consent-gated)
• Google Ads — For measuring which advertising brings us customers. We report back that a signup or subscription happened against the click that produced it; we do not send your name, email, or any of your financial data.

These providers process data on our behalf and are bound by contractual obligations to protect your information.

6. Data Retention

We retain your account information and financial data for as long as your account is active. Upon account deletion or termination, we will retain Your Data for up to 30 days to allow for data export, after which it will be permanently deleted. We may retain certain information as required by law (e.g., tax records, audit logs) for the legally mandated retention period.

7. Your Rights

You have the right to:

• Access — Request a copy of the personal data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your personal data, subject to legal retention requirements
• Export — Download your financial data in standard formats
• Restrict processing — Request that we limit how we use your data
• Withdraw consent — Withdraw consent for non-essential data processing at any time

To exercise any of these rights, please contact us at support@readybooks.ai.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected data from a child, we will take steps to delete it promptly.

9. International Data Transfers

Your data is stored and processed in India (AWS Mumbai region). There is one routine exception, and we state it plainly: when you use the AI assistant or authorize bill extraction, that request and the context it needs are transferred to OpenAI for processing outside India. Everything else — all storage, all backups, every report — stays in the Mumbai region. If your organisation cannot permit any processing outside India, the AI features are the ones to leave switched off; the rest of the Service does not depend on them. Where data is transferred, appropriate safeguards are in place in compliance with applicable data protection laws.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The "Last updated" date at the bottom of this policy indicates when it was last revised.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: support@readybooks.ai
• Website: readybooks.ai

Last updated: May 2026