Full Transparency
Transparent Data Handling You Can Trust
At Booke AI, we believe in complete transparency about how we handle your data. This page explains exactly what we do with your data, how your AI Brain works, and the controls you have over your information.
How Your Data is Used
Your data is YOURS. We never share or sell it. Period.
We use your data for one purpose only: to provide you with the Booke AI service. This means categorizing your transactions, learning your patterns, and helping you manage your bookkeeping more efficiently.
AI Brain Training & Data Isolation
Does Booke AI train models on my client data?
Short answer: NO. Your data trains YOUR AI Brain only.
How It Works
1
Each Booke AI account gets a fully isolated, encrypted AI Brain
When you sign up for Booke AI, we create a completely separate AI Brain just for you. This is not a shared model—it's YOUR model.
2
Your AI Brain is trained exclusively on YOUR data:
- Up to 2 years of YOUR historical QuickBooks/Xero data
- YOUR categorization decisions
- YOUR manual corrections in QuickBooks or Xero
- YOUR manual corrections in Booke platform
3
Zero cross-customer learning or data sharing
We maintain complete isolation between clients. Your AI Brain has no access to other clients' data, and other clients have no access to yours. This isn't just a promise - it's technically impossible in our architecture.
4
Your AI Brain is completely segregated from other clients
- Separate database tables with encryption
- Separate AI model instances
- Separate encryption keys
- Separate processing environments
Real-Time Learning
Your AI Brain continuously learns from YOUR actions only:
- Monitors YOUR manual changes:AI Brain watches when you manually categorize transactions
- Before each new session: automatic retraining:Every time you log in, your AI Brain has incorporated your latest decisions
- Learns only from YOUR patterns and preferences:The AI adapts to YOUR bookkeeping style, not anyone else's
- Improves accuracy based on YOUR inputs exclusively:Gets smarter with YOUR usage
- Never exposed to other clients' data or decisions:Complete isolation maintained at all times
What Happens on Cancellation
AI Brain and all data permanently deleted after 30 daysComplete removal from our systems
No residual data retainedEverything is deleted, including backups
Data Retention Policy
Active Accounts
- Transaction data: Retained while account is active (no arbitrary limits)
- Historical data for AI training: Up to 2 years from QuickBooks/Xero (for optimal AI performance)
- Communication logs: Retained for account lifetime
- Audit logs: Maintained for security and compliance
- Document storage: Unlimited during active subscription
Post-Cancellation
- Grace period: 30 days to export all data
- Permanent deletion: Within 30 days of cancellation
- AI Brain deletion: Included in permanent deletion
- Backup purging: All backups removed within 30 days
Data Segregation & Security
Multi-Tenant Architecture
How we keep your data isolated:
- Database-level isolation per client: Separate tables, separate schemas
- Encrypted storage per client: Your data encrypted with your keys
- No shared data structures: Zero possibility of data leakage
- API access controls per client: Each client can only access their own data
- Complete logical separation: Technical impossibility for cross-client access
AI Brain Segregation
Your AI Brain is isolated at every level:
- Isolated environment: Each AI Brain runs separately
- No cross-client training data access: Physical separation of training data
- Separate encryption keys: Each AI Brain has unique encryption
- Independent model instances: Separate AI models, not shared
- Zero data leakage possible: Architecture prevents any cross-contamination
Data Residency & Subprocessors
Primary Infrastructure
Where your data is stored:
- Cloud provider: Leading SOC 2 certified providers (AWS/Azure/GCP)
- Primary regions: US-based data centers
- Backup locations: Geographically distributed for redundancy
- Regional options: Contact us for specific regional requirements
Subprocessors (Third Parties)
We use these carefully vetted subprocessors:
- Cloud hosting: SOC 2 certified infrastructure providers
- QuickBooks/Xero/Zoho: For integration and data sync
- Email service: For transactional emails and notifications
Full subprocessor list available upon request at privacy@booke.ai
Data Transfer Safeguards
- Standard Contractual Clauses (EU): For European customers
- Encryption in transit: TLS 1.3 for all data transfers
- Limited data transfer: Only as needed for service delivery
- Verified subprocessors: All third parties vetted for security
Your Data Rights (GDPR & Beyond)
Right to Deletion
- Request immediate deletion anytime
- Completed within 30 days maximum
- Includes AI Brain and all associated data
- Written confirmation provided
Right to Correction
- Update incorrect data anytime
- Self-service in platform
- Or contact support for assistance
- Changes take effect immediately
Right to Object
- Opt-out of marketing communications
- Object to specific data processing
- Contact us to exercise this right
Security of Your Data
Encryption
- At rest: AES-256 (bank-level military-grade encryption)
- In transit: TLS 1.3 (latest encryption standard)
- AI Brain: Fully encrypted with separate keys
- Backups: All backups encrypted
Access Logging
- All data access logged and monitored
- Audit trail maintained for security
- Regular access reviews conducted
- Anomaly detection for suspicious activity
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