Privacy Policy

BookWize ("we," "our," or "us") provides a bookkeeping automation service ("the Service") designed for Canadian Home Hardware dealers. This Privacy Policy explains what information we collect when you use the Service, how we use it, who we share it with, and the choices you have. By using BookWize you consent to the practices described here.

We collect the following categories of information:

• Account information. Your name, email address, business name (store / entity), Home Hardware dealer code, and role within your organization. This is provided when you sign up via Clerk, our authentication provider.
• Financial and bookkeeping data. Chart of accounts, journal entries, bank transactions, accounts payable records, payroll details, fixed-asset registers, and any other data you upload or that we import on your behalf from connected systems. This is the operational data the Service is built to manage.
• QuickBooks Online OAuth tokens. When you connect QuickBooks, we receive and store an access token and a refresh token issued by Intuit. These tokens are scoped to your QBO realm and are used only to read your accounting data on your behalf. You can disconnect at any time from the settings page.
• Source documents. PDFs, CSVs, and other files you upload (bank statements, HH AP statements, invoices). We archive these so the journal entries we build remain auditable.
• Usage and audit data. Authentication events, journal-batch approval history, period-close events, and similar logs needed to maintain an audit trail.

• To provide the Service. Build journals, run month-end close workflows, generate reports, match bank transactions, and otherwise carry out the core bookkeeping tasks you ask the Service to perform.
• AI-assisted bookkeeping. We send anonymized or transactional data to large-language-model providers (currently Anthropic) to power features such as bank-transaction classification, vendor recognition, and conversational assistance. We do not use your data to train third-party AI models.
• Billing. Plan information, store count, and invoice records are processed through Stripe to manage your subscription.
• Support. If you contact us, we may review the relevant data in your account to resolve your issue.
• Security and compliance. Detect abuse, satisfy audit-trail requirements, and meet legal obligations.

BookWize is hosted on Render. Application data lives in a PostgreSQL database managed by Render and hosted in North America (United States or Canadian regions, depending on the plan). Uploaded files are stored in Cloudflare R2 object storage. Both providers use encryption at rest and in transit.

The Service integrates with the following providers:

• Intuit QuickBooks Online. OAuth-based read access to your QBO company file. Used to import chart of accounts, GL transactions, and opening balances.
• Clerk. Authentication and organization / membership management.
• Stripe. Subscription billing. Payment card data is handled directly by Stripe and never touches BookWize's servers.
• Anthropic. AI inference for classification and assistant features.
• Cloudflare R2. Document storage.
• Render. Application hosting and database.

Each provider's handling of data is governed by their own privacy policy. We only share what is necessary for the Service to function.

We retain your data for as long as your account is active. You may request deletion of your account and associated data at any time by emailing [email protected]. We will delete or anonymize personal data within 30 days of your request, except where retention is required by Canadian tax law or to resolve a legitimate dispute.

You can access, correct, export, or delete the data in your BookWize account at any time. For data we hold beyond what the in-app tools expose, contact us at the email below.

We use first-party cookies and local storage to keep you signed in and remember your active store. We do not use third-party advertising or tracking cookies.

We may update this Privacy Policy from time to time. When we do, we'll update the "Last updated" date at the top of this page and, for material changes, notify you in the app or by email.

Questions about this policy or about how we handle your data? Email [email protected].