Privacy Policy & Zero-Custody Commitment

1. Architectural Scope & Processing Boundaries

This Privacy Policy governs your use of Acctbot Systems ("Acctbot", "we", "us", or "our") web applications, public tools, and automated accounting integration services. We maintain a strict architectural separation between our Free Public Web Utilities and our Commercial Custom Automation Services.

Unlike conventional cloud software that ingests sensitive client files into external cloud databases, Acctbot is engineered from the ground up to eliminate third-party data custody risk for professional Certified Public Accountants (CPAs), enrolled agents, bookkeepers, corporate controllers, and small businesses.

2. Client Financial Data We Never Collect, Store, or Process

When utilizing our in-browser financial conversion and extraction utilities, the following data points remain exclusively within your device's private sandbox and are never collected, logged, or retained:

• Institutional Bank Statements & Financial PDF Documents: File binaries, structural layout trees, and embedded raster images.
• Account Identifiers: Bank account numbers, routing numbers, IBANs, SWIFT codes, and credit card account digits.
• Taxpayer & Entity Identifiers: Social Security Numbers (SSNs), Employer Identification Numbers (EINs), and legal business entities.
• Transaction Details: Payee descriptions, check numbers, merchant memos, dollar amounts, and running ledger balances.
• Vendor & Customer Records: Invoices, billing addresses, e-commerce payout settlements, and fee breakdowns.
• Decryption Credentials: User-supplied passwords for encrypted PDF statements are consumed in temporary your local computer to unlock the document stream and are immediately discarded.

3. Operational Information We May Collect

We only collect minimal operational information when you actively choose to communicate with our team or schedule an automation deployment:

• Consultation & Inquiry Data: When submitting our website contact form to discuss Package 1 or Package 2 automation deployments, we collect your name, business email address, company name, accounting software platform (e.g., QuickBooks Online, Xero), and optional workflow details.
• Standard Website Access Logs: Standard web hosting infrastructure logs (IP addresses, browser user-agent strings, referring pages, and HTTP status codes) collected strictly for denial-of-service defense, network security, and performance monitoring. These server logs contain zero document contents and are automatically rotated and purged every 30 days.
• Cookieless Performance Analytics: We avoid invasive third-party cross-site advertising trackers. We utilize lightweight, privacy-focused analytics that do not set persistent tracking cookies or profile individual users across websites.

4. In-Browser WebAssembly Sandboxing & Library Transparency

Acctbot's in-browser engines execute within the strict security sandbox enforced by your modern web browser (Google Chrome, Mozilla Firefox, Apple Safari, or Microsoft Edge). Our client runtime relies on open, verifiable libraries:

5. Regulatory Standards & Professional Compliance

Acctbot's architecture assists accounting firms and financial institutions in satisfying stringent statutory data protection requirements:

IRS Publication 4557 (Safeguarding Taxpayer Data)

IRS Publication 4557 requires professional tax preparers to protect confidential taxpayer data from unauthorized disclosure and cloud transmission vulnerabilities. Because Acctbot does not import, store, or transmit client data over external networks, using our browser utilities introduces zero third-party cloud data repository exposure.

FTC Safeguards Rule (16 CFR Part 314)

Non-banking financial institutions, accountants, and tax practices must maintain administrative, technical, and physical safeguards for customer records. Acctbot's zero-custody design ensures that client data never resides on a vendor server subject to vendor data breach or third-party subpoenas.

Gramm-Leach-Bliley Act (GLBA)

Acctbot enforces financial privacy standards under 15 U.S.C. 6801 by restricting document evaluation strictly to the practitioner's physical workstation.

European Union & UK GDPR (Article 28 Exemption)

Because Acctbot servers never receive, store, or process personal data on behalf of visitors using our in-browser tools, Acctbot does not act as a Data Processor under GDPR Article 28 for those utility operations. No Data Processing Agreement (DPA) is required for browser-isolated file transformations.

6. Commercial Automation Engagements (Packages 1 & 2)

For clients who hire Acctbot Systems to deploy commercial automation pipelines:

• Package 1 ($99/mo, or $79/mo annual): Spreadsheet cleaning workflows and vendor name cleaning rules are configured directly within your own private Google Workspace or Microsoft 365 tenant.
• Package 2 ($299/mo, or $249/mo annual): Hands-free statement import sweeps from Google Drive or monitored email inboxes operate using dedicated, customer-owned cloud credentials with OAuth2 least-privilege tokens. Acctbot does not store your client databases in shared multi-tenant SaaS repositories.

7. How to Independently Audit Acctbot in Your Browser

We encourage every firm's IT administrator, compliance officer, or security team to independently verify our Zero-Data-Custody claims:

1. Open any Acctbot tool page in your web browser (e.g., Bank Statement Converter).
2. Press F12 or right-click and select Inspect to open Developer Tools.
3. Navigate to the Network tab. Check the box labeled Preserve log.
4. Drag and drop a PDF bank statement into the converter and click export.
5. Observe the Network activity: you will see zero outbound POST or PUT requests transmitting your document payload to any remote server.

8. Inquiries & Data Protection Officer Contact

For privacy inquiries, technical compliance verification, or commercial automation data scoping, contact our compliance engineering team:

Acctbot Systems Legal & Data Security
Email: [email protected]
General Inquiries: acctbot.net/#contact
Physical Correspondence: Acctbot Systems Compliance Office, Wilmington, DE