Data and privacy
This page explains what Bokapsys keeps about you and your business, who can see it, and how you remove it. For the full legal terms, read the Bokapsys privacy policy.
What Bokapsys stores
Section titled “What Bokapsys stores”About you
- Your name, email address and profile photo.
- Your sign-in settings, such as whether two-factor authentication is on.
- If you sign in with Google or Microsoft, the name, email address and profile picture that provider shares with us.
About your business, in each workspace
- Your business details and settings, such as your address, country and fiscal year.
- The files you upload, such as bank statements and bills, and the statements (rows of money) taken from them or from your bank feeds.
- Your books: Chart of Accounts, journal entries, General Ledger, reconciliations, budgets and reports.
- Customers, vendors, invoices, bills and payments.
- If you connect a mailbox to the Inbox, the emails and attachments you choose to import.
- Smart Chat conversations, AI agents and workflows.
- The audit log of changes made in the workspace.
Who can see your data
Section titled “Who can see your data”- Members of your workspace, according to their role. Everything in a workspace belongs to the workspace, not to the person who created it. A member sees and does what their role allows, and nothing more. See Team and roles.
- Some things can be private. Your Smart Chat conversations, AI agents and workflows start private to you. You decide whether to share them with the workspace or with specific people.
- Your accounting firm, only if you approve it. An outside firm sees only what the access level you granted allows, and you can remove it at any time. See Firm access.
- People you send a link to. A public Smart Chat link or an invoice payment link shows only what it points to. You can revoke Smart Chat links at any time.
- Nobody in another workspace. Workspaces are completely separate from each other. See Security overview.
Connected accounts are read-only
Section titled “Connected accounts are read-only”Bank feeds. Live bank feeds connect through Plaid, a widely used service for linking bank accounts. The connection can read your accounts and transactions; it can’t move money, make payments or change anything at your bank. Bokapsys never sees your online banking password: you enter it with your bank through Plaid’s own secure window. You can delete a bank connection at any time from Live Bank Feeds, and new transactions stop arriving. See Live bank feeds.
Email. When you connect an Outlook mailbox to the Inbox, Bokapsys asks for read-only access. It can read the mail you choose to import and its attachments, but it can’t send, change or delete your email, and nothing can be sent from Bokapsys using your mailbox. Imported email content is encrypted before it’s stored. Nothing from an email reaches your books until someone in your workspace accepts it. You can disconnect a mailbox at any time from the Inbox. See Email inbox.
QuickBooks. If you migrate from QuickBooks Online, Bokapsys connects to your QuickBooks company to copy your books in. See Migrate from QuickBooks.
The credentials Bokapsys holds for these connections are encrypted with AES-256 before they’re stored.
How AI features use your data
Section titled “How AI features use your data”Several features use AI to save you work:
- Classification. Statement descriptions are analysed to suggest a vendor, a type and an account from your Chart of Accounts.
- Reading documents. PDF bank statements, uploaded bills and Inbox attachments are read to extract dates, amounts and other details.
- Smart Chat and AI agents. Your question and the records needed to answer it are used to produce the answer.
- Inbox. Imported emails are sorted into categories, and invoice or bill details are read from their attachments.
To do this, Bokapsys sends the content needed for each task to the AI service providers we use, which process it on our behalf. Each request only includes data from the workspace you’re working in. The privacy policy names our providers and explains how they handle data.
AI suggestions are just that. In the areas where it matters most, they stay reviewable: you can correct any classification, and email-derived bills and invoices are created only as drafts that you check and post yourself.
Delete your data
Section titled “Delete your data”You decide how much to remove:
| To remove | How |
|---|---|
| An uploaded file | Delete it from Mapping Statements before any of its statements are posted to your books. After that, posted entries are corrected by reversing them. See Upload bank files. |
| A bank account and its data | In Company Settings, delete the account and choose Delete account and all its data. See Company settings. |
| A bank feed or mailbox connection | Delete the connection in Live Bank Feeds, or disconnect the mailbox in Inbox. |
| A Smart Chat conversation | Delete it from the conversation’s header in Smart Chat. |
| Yourself from one workspace | Leave workspace on your Profile. Your work stays with the workspace. |
| Your whole account | Delete account in the Danger Zone of your Profile. Workspaces where you were the only member are deleted too. See Profile and sign-in. |
| An entire workspace | A super admin uses Danger zone in Company Settings. Everything in the workspace is deleted for every member. See Company settings. |
For how long deleted data takes to disappear from our backups, and for your other rights over your personal data, see the privacy policy. To make a request about your data, contact us.