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Help & legal

Firm Data Processing Agreement

Ai Book Sort · Calgary, Alberta, Canada · Last updated November 2, 2026. · Version: privacy+retention+terms-v35-2026-11-02.

In short. Your firm decides what to do with its clients’ documents. We handle them only to run the service for you, keep them safe, tell you quickly if something goes wrong, and give them back or delete them when you leave. You stay responsible to your clients.

This Data Processing Agreement (the “DPA”) applies when an accounting or bookkeeping firm (the “Firm”) uses an Ai Book Sort firm plan to process documents for its own clients. It forms part of the Terms of Service and is read together with the Privacy Policy and the Data Retention Policy. “Ai Book Sort”, “Bukso”, “we” and “us” mean Bukso Technologies Corp., Calgary, Alberta. “Client Information” means the personal information and other data in the documents and transaction lines the Firm uploads about its clients, and the results we produce from them.

1. Roles

  • The Firm is the organization responsible for its clients’ personal information. It decides why and how that information is used.
  • Ai Book Sort is the Firm’s service provider for Client Information. We act only on the Firm’s documented instructions. Those instructions are this DPA, the Terms, and what the Firm does in the portal (uploading, sorting, exporting, deleting, settings).
  • For information about the Firm’s own members and billing (names, emails, payment records), we are responsible under our own Privacy Policy.
  • If we think an instruction breaks the law, we will tell the Firm and may pause that instruction.

2. What we process, and why

Bank and credit-card statements, receipts, the transaction lines read from them, the sorted books and reports, and the names and email addresses of the Firm’s members. We process them only to read, sort and return the results to the Firm, to bill the firm plan and to keep the service secure. We do not sell Client Information.

3. The Firm’s responsibilities and warranty

  • The Firm confirms that it has the authority, and any consent or notice the law requires, to upload its clients’ information to Ai Book Sort and to have it processed as described here and in the Privacy Policy.
  • The Firm gives logins only to its own staff, each with their own account, and removes members who leave. Every firm member must turn on two-step sign-in (2FA).
  • The Firm is responsible for what its staff upload and do in the portal, and for the instructions it gives us.
  • The Firm answers to its own clients. If a client of the Firm makes a request or complaint, the Firm handles it and we help as set out in section 7.

4. Our responsibilities

  • Process Client Information only to provide the service to the Firm, as instructed.
  • Never use Client Information to sell to others or to train outside AI models. We never send documents or transaction lines to an outside AI company (for example OpenAI, Google or Anthropic).
  • Keep Client Information confidential (section 11) and use only the providers described in section 5.
  • Keep Client Information encrypted and delete it as set out in section 9.

5. Sub-processors (our service providers)

The Firm agrees that we may use the providers listed on our Service Providers page to host, secure and operate the service. That page is the current list: it shows, for each provider, what it does, what information it receives and the country where it processes it. Each is bound by contract to protect the information and use it only on our instructions. We remain responsible for them.

Changes. If we add or replace a provider that processes Client Information, we will give the Firm at least 30 days’ notice, by email to the Firm’s account owner or by a notice in the portal, and we update the Service Providers page. If the Firm objects on reasonable data-protection grounds within that time, we will talk with it in good faith. If we cannot resolve it, the Firm may end the firm plan before the change takes effect and we will refund prepaid fees for the unused time.

6. Where information is processed

Client Information may be stored or processed outside the Firm’s province or country. Encrypted files, accounts and bookkeeping lines are hosted by Render in Oregon, United States. Reading and sorting of documents (Bukso AI) is done on rented servers and GPU computers in Canada or the United States (rented servers), and on computers we control in Alberta, Canada, as the Service Providers page lists. Email goes through Zoho in Canada and card payments through Stripe. While information is in the United States it is subject to US law and may be accessible to US courts, law enforcement and national security authorities. The Firm should tell its clients this where its own rules require. Questions: our Privacy Officer (section 14).

7. Helping with access, correction and deletion requests

If a person asks the Firm to see, correct or delete their personal information that is in Ai Book Sort, the Firm can do most of it in the portal (view, edit lines, download, delete). If the Firm needs our help, it can email the Privacy Officer and we will help in good time so the Firm can meet its own deadline. If a person contacts us directly about Client Information, we will tell them to contact the Firm and will tell the Firm, unless the law requires otherwise.

8. Security

  • Uploaded files and sensitive database fields are encrypted at rest; data is encrypted in transit (HTTPS).
  • Access controls: each Customer’s data is kept separate from other Customers’ data, and a login can see only the jobs and files it is allowed to see. Passwords are stored as one-way hashes.
  • Logging: sign-ins, uploads, downloads, approvals and changes are recorded with who and when. Staff views of customer files are logged. The Firm can ask for the audit log of its members’ downloads. We watch firm accounts for unusual activity (many downloads in an hour, downloads at unusual hours, sign-ins from a new network).
  • Two-step sign-in is required for our staff and for every firm member.
  • Our staff look at a Firm’s documents only as the Privacy Policy allows, are bound by confidentiality, and each view is logged.
  • No system is perfectly secure and we do not promise absolute security. We will keep our safeguards suited to the sensitivity of financial information.

9. Return, export and deletion

While the account is open. The Firm can download its results at any time in PDF, Excel and CSV. Where available, it can also download source documents.

Normal retention. These are the rules in our Data Retention Policy, which wins if there is a conflict:

  • Firm plans: sorted books and reports stay while the plan is active. After a month is exported, raw uploaded originals are deleted automatically after a set period (default 90 days; the Firm can change it). The Firm can also delete originals itself at any time, or add paid storage.
  • Uploads that are not paid for are deleted after 24 hours away.
  • Backups are kept for at most 30 days, then deleted. Data due for deletion may remain in a backup until it expires; it is kept isolated, not used, and deleted again if restored.
  • Security and consent records are kept for 2 years. Our own invoices and payment records are kept for at least 6 years, as the Canada Revenue Agency requires.

When the firm plan ends or the account closes. When a plan ends we give 30 days’ notice by email and in the portal, and the data is kept during that notice. If the Firm closes its account, the account closes 30 days after the request (the Firm can cancel the request before then), and we delete source documents and work product within 30 days, except what the law requires us to keep or a legal hold covers. If we close the account (other than for fraud or an attack) the Firm gets at least 30 days to download first, unless the law requires otherwise. Backups are then deleted as described above. On request, we confirm the deletion in writing. Once data is deleted we cannot get it back.

The Firm keeps its own records. Tax law (in Canada, generally 6 years) requires the Firm and its clients to keep books and source documents. Our deletion does not end that duty. The Firm should export and keep its own copies before deletion happens.

10. Breach notice

If we confirm a security breach affecting Client Information, we will tell the Firm without undue delay, and in any case within 72 hours of confirmation, by email to the Firm’s account owner. We will give what we know: what happened, what information and roughly how many people are involved, what we have done, and what we recommend. We keep a record of every breach. The Firm decides whether and how to tell its clients and regulators, and we will give reasonable help. Where the law requires us to report to a privacy commissioner as well, we will do that.

11. Confidentiality

We keep Client Information confidential, use it only as this DPA allows, and give access only to staff and providers who need it and are bound by confidentiality. This continues after the agreement ends. We may disclose Client Information if the law or a court requires it; unless prohibited, we will tell the Firm first so it can respond.

12. No training on the Firm’s client documents

We do not use the Firm’s client documents to train models. The only exception is the one already in our Privacy Policy: we may keep de-identified patterns (for example a merchant’s printed name and the category confirmed, or which kind of statement layout was misread) to improve our own Bukso AI. They never include names, email addresses, account numbers, dates, amounts or images of documents, never leave our systems, and are never shared with or sold to anyone. The Firm can opt out at any time under Email & data preferences in the portal or by contacting the Privacy Officer.

13. Audit and questions

Once a year, or sooner after a breach, the Firm may ask us in writing for information showing that we follow this DPA. We will answer a reasonable security questionnaire and give the relevant audit-log extracts for the Firm’s own account. Anything more (such as an on-site visit) needs our agreement, with reasonable notice, during business hours, under confidentiality and at the Firm’s cost.

14. Liability and law

Liability under this DPA is governed by the Limitation of Liability and Indemnity sections of the Terms of Service. Nothing here limits liability that the law does not allow to be limited. This DPA is governed by the laws of the Province of Alberta and the federal laws of Canada that apply there, and the courts of Alberta in Calgary, as set out in the Terms. If this DPA and the Terms conflict about Client Information, this DPA wins.

15. Changes and contact

We may update this DPA. We will post it here with a new “Last updated” date and the version below, show a short “What changed” list and ask account holders to accept it at their next sign-in, before the change takes effect for them. Changes to our providers follow section 5. Questions: Privacy Officer, Bukso Technologies Corp., support@aibooksort.com, PO Box 95072, RPO Saddleridge, Calgary, AB T3J 0E3, Canada.

This page is a plain-language agreement. It is not legal advice. Last updated November 2, 2026. Version: privacy+retention+terms-v35-2026-11-02.

DRAFT additions (self-legal-review I). The Firm instructs Bukso to process its clients' data only for selected services, support/security and required legal functions for the plan and disclosed retention period. Bukso does not sell/share it for advertising or use identifiable client documents or transaction text to train shared models without separate lawful authorization. On termination, the Firm receives 30 days free read-only export, then return/deletion follows Data Retention. Archive requires separate choice.