A summary for your firm’s own privacy review. It is not a signed data processing agreement. Our privacy policy and terms are the full text.
Provider: AANYA TECHNOLOGIES, a sole proprietorship of Pranshu Agarwal, trading as DocsToBooks, India. Postal address: 25 Clouston Avenue, Bushey WD23 2PU, United Kingdom. Privacy contact: [email protected]. Security contact: [email protected].
1. Roles
| Data | Your firm | DocsToBooks |
|---|---|---|
| Client documents and the results derived from them | In control of the information; decides what is processed and why | Service provider. Processes only to provide the service to you |
| Your team’s account, billing and usage data | Our customer | In control of it, under our privacy policy |
Canadian privacy law makes an organisation responsible for personal information it transfers to a service provider. This summary is the information you need to meet that duty for DocsToBooks.
2. Which edition you use changes almost everything
| Windows app | Hosted app | |
|---|---|---|
| Where documents are read | On your computer | On our server in France |
| Documents leave your computer | No | Yes, uploaded over TLS |
| What we receive | Licence checks and export counts only (privacy policy, section 3) | The documents, the results and the account data |
| Where results are kept | In a folder on your computer, deleted after the period you choose | On our server, deleted after your retention period (24 hours by default; 7 or 30 days if you choose) |
If your review finds any transfer of client documents unacceptable, the Windows app avoids it.
3. What we do with client information
- Read it, check it and produce the exports you ask for. Nothing else.
- No AI in the figures. Every figure is read by fixed rules and checked by arithmetic. No AI model reads or produces any figure. The product has no AI features.
- Never sold, never used for anyone else, never used for marketing or analytics.
- Account-head suggestions for a client are computed only from that client’s own confirmed heads in your account; no AI model is involved.
- We do not open client documents, except when you ask us in writing for help with a specific run, and then only as far as needed.
4. Subprocessors
| Provider | Role | Receives client documents? | Location |
|---|---|---|---|
| Contabo GmbH | Server for the hosted app, website and licence checks | Yes: hosted-app uploads are stored on its infrastructure | France (company in Germany) |
| Cloudflare, Inc. | DNS, TLS and traffic protection; Turnstile on sign-up; once switched on, off-server backup storage (R2) | Uploads pass through its network edge in transit, where TLS is terminated, and are not stored. Backup copies (database and client settings, never uploads) are encrypted on our server before they leave it; Cloudflare never holds the key | Global network (company in the United States) |
| Paddle.com Market Limited | Merchant of record for purchases | No | United Kingdom |
| Resend | Service email | No | United States |
| Google LLC | Optional sign-in | No | United States |
The business is operated from India. We give at least 30 days’ notice on the privacy policy page before adding a subprocessor that receives client documents.
For Alberta firms: Alberta’s PIPA requires notice to individuals when a service provider outside Canada is used. France and India are outside Canada, so that applies to the hosted app. We will answer questions for that notice at [email protected].
5. Security measures
Only measures that exist are listed. Nothing here is a certification: DocsToBooks holds no SOC 2 or ISO 27001 certification.
| Measure | Edition |
|---|---|
| Documents read on your computer, never uploaded | Windows |
| The app’s local service listens only on your own computer and refuses any request without a secret created at each launch | Windows |
| Licence and usage files protected with Windows data protection for your user account | Windows |
| Updates signed, checked against a published size and hash, and installed only when you agree | Windows |
| The app refuses to start if its installed files do not match a signed manifest | Windows |
| Diagnostics sent only when you press a button, after showing exactly what is sent | Windows |
| The installer is not code-signed yet; Windows shows “unknown publisher” | Windows (stated limit) |
| Logs record ids and counts only: no rows, descriptions, account numbers or file names | Both |
| TLS for every connection | Hosted, licence server |
| Uploaded files and results stored on an encrypted volume (LUKS). The key is held on the same server, so this protects against lost or disposed disks, not against someone in control of the running server | Hosted |
| Every file access checked against its owner; per-user and per-IP rate limits | Hosted |
| Sessions of 30 minutes, renewed by a single-use refresh token for up to 7 days; “sign out of every device” | Hosted |
| Passwords stored as Argon2id hashes, at least 12 characters | Hosted |
| Database and cache reachable only from the server itself | Hosted |
| Database and client (charts, rules, coding memory) backups nightly on the server’s encrypted volume, kept 14 days; uploaded statements and results never backed up | Hosted |
| Payment card data never reaches us (Paddle handles it) | Both |
6. Retention and deletion
- Hosted: documents and results are deleted after your retention period, 24 hours by default, which you can change, or at once by deleting the run. Uploaded statements and results are never backed up. Account data is kept while the account is open and 90 days after.
- Clients: clients you create, their charts of accounts, rules and the account heads you confirmed (with the transaction descriptions they were confirmed for) are kept until you delete the client or your account.
- Deleting your account: you can delete your account yourself from Settings. This removes your runs, uploaded files, results, clients and usage records; we keep only what tax and billing law requires (invoices and payment records, held by Paddle and in our billing records, for the period the law sets). They are deleted from our servers at once.
- Backups: the database and your clients’ charts of accounts, rules and coding memory are backed up nightly onto the server’s encrypted volume, and each is kept for 14 days, so deleted data rolls off the backups within 14 days.
- Windows: everything stays on your computer; the app deletes its runs after the period you choose.
- Deletion means removal from our storage and our records. We do not claim physical overwriting of the underlying disk.
7. Incidents
If we confirm a breach of security safeguards affecting your client information, we notify you without undue delay, and within 72 hours of confirming it, with what happened, what data is involved, what we have done and a contact. We cooperate with your own assessment and notifications, report to regulators where the law requires it of us, and keep a record of every breach for at least 24 months.
8. What the product checks, stated precisely
A Reconciled result means the extracted rows agree with the printed controls named on that statement’s certificate. It does not mean every row is correct: some errors preserve every printed total. Your firm remains responsible for the books. Full wording: terms of service, section 2.