Privacy Policy

Effective November 14, 2026

This Privacy Policy explains what information Accounting Service ("Accounting Service", "we", "us") collects, how we use it and the choices you have. It covers the website at www.accountingservice.cloud and the application at app.accountingservice.cloud (together, the "Service").

In short: we use your information to do your bookkeeping. We do not sell it, we do not use it for advertising, and the only cookies we set are the ones needed to keep you signed in and remember your language.

1. Information we collect

• Account and business information: your business name, the business owner's first and last name, the business address, a phone number, your email address and your password. Your password is stored only as a salted, one-way hash; we cannot see it. If you sign up with Google, we receive your Google account's name and email address, never your Google password.
• Financial documents and data you provide: business bank statements (PDF, CSV or images) and what they contain, such as the account holder's name, bank and account numbers as printed on the statement, balances, and each transaction with its date, amount and description. We also keep the categories, reconciliations and reports prepared from them.
• Messages: what you write to us by email or WhatsApp, including answers about your transactions.
• Technical information: your IP address, the date and time of your requests and your browser type, recorded in server logs. When you accept the Terms we record the date, the version accepted and the IP address.

We do not ask for online-banking usernames or passwords, and you should never send them to us.

2. How we use information

• To provide the Service: read your statements, classify transactions, reconcile accounts and prepare your reports.
• Your business name, owner's name, address and phone are used only to identify your account, keep your books and contact you about the Service, and are shown to you inside your account on our website. We do not sell or rent them, and we do not use them for advertising.
• To manage your account: confirm your email, sign you in, reset your password and count the transactions used in your plan.
• To communicate with you about your books, your account and changes to the Service.
• To keep the Service secure, prevent abuse and fix problems.
• To comply with the law and to enforce our Terms.

We may use general, de-identified patterns to improve classification for all customers, for example that a certain merchant name usually belongs to a certain category. These patterns do not include your documents, your amounts or your identity.

We do not sell your personal information, and we do not use or share it for advertising.

3. Automated and AI processing

Transactions are classified by automated systems, including artificial-intelligence models. To do this we send the data needed for the task (such as transaction descriptions, dates and amounts, and images of statement pages when a scanned page cannot be read otherwise) to OpenAI through its API. According to OpenAI's API data policies, content sent through the API is not used to train its models by default.

Automated results are reviewed when they are flagged as uncertain, and you can always ask us to correct a classification.

4. Who we share information with

• Service providers that help us run the Service, under obligations to protect the information: our hosting provider, and OpenAI for the processing described above.
• WhatsApp (Meta), if you choose to contact us there. Meta handles those messages under its own privacy policy.
• Professional advisers and authorities, when the law requires it or when it is needed to protect our rights, our customers or the public.
• A successor business, if Accounting Service is involved in a merger, acquisition or sale. We will tell you before your information becomes subject to a different privacy policy.

The application and your financial data are hosted on servers located in the United States.

5. Cookies

We use only essential cookies: one that keeps you signed in to the application and one that remembers your language. We do not use advertising cookies, analytics cookies or third-party trackers. Because we do not track you across websites, there is nothing for a "Do Not Track" signal to change.

6. How long we keep information

We keep your information while your account is open. When you close your account or ask us to delete your data, we delete or de-identify it within 90 days, unless we need to keep some of it to comply with the law, resolve a dispute or enforce our agreements. Server logs and backup copies are removed on a rolling schedule.

7. Security

We use administrative, technical and physical safeguards designed to protect your information. These include encrypted connections (HTTPS), passwords stored as salted hashes, each customer's books kept separate from other customers', and access limited to authorized personnel.

No system is completely secure. If we learn of a security breach that affects your personal information, we will notify you and the appropriate authorities as required by law, including Florida law.

8. Your choices and rights

You can ask us to:

• give you a copy of the information we hold about you;
• correct information that is wrong;
• delete your information or close your account.

Write to soporte@kernalcodex.com from the email address on your account. We may need to verify your identity, and we will respond within 45 days. We will not treat you differently for making a request.

Depending on where you live, you may have additional rights under state privacy laws, such as the right to appeal a decision about your request. We do not sell personal information or share it for targeted advertising, so there is nothing to opt out of.

9. Children

The Service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children.

10. Changes to this policy

We may update this Privacy Policy. If a change is material, we will notify you by email or in the Service before it takes effect. The date at the top shows when it was last updated.

11. Contact

Questions or requests about your privacy: soporte@kernalcodex.com.