Privacy Policy

1. About this Policy

This Privacy Policy (the “Policy”) explains how Ai Book Sort (“Ai Book Sort”, “we”, “us” or “our”) collects, uses, discloses and protects personal information when you visit aibooksort.com, create an account, or use the Ai Book Sort bookkeeping portal, apps and related services (together, the “Services”).

Ai Book Sort and Bukso are operated by Bukso Technologies Corp., a Canadian federal corporation based in Calgary, Alberta (“Ai Book Sort” is a name we do business under). We serve businesses and self-employed people in Canada outside Quebec and Saskatchewan (for now), and in the United States (the 50 states and the District of Columbia); we will open to Quebec when our documents and service are ready for it, and to Saskatchewan once we are registered for Saskatchewan PST (until then a Saskatchewan business may create an account, but paid services (including any reading after payment) are not available). We are responsible for personal information under our control, including information we transfer to service providers for processing.

This Policy is designed to meet the requirements of the federal Personal Information Protection and Electronic Documents Act (“PIPEDA”) and Alberta's Personal Information Protection Act (“PIPA”). It should be read together with our Terms of Service, Data Retention Policy and Email & Anti-Spam Policy.

2. Our Privacy Officer

We have designated a Privacy Officer who is accountable for our compliance with this Policy and who will answer your questions, including questions about our service providers outside Canada:

Privacy Officer
Bukso Technologies Corp.
Email: support@aibooksort.com (subject line “Privacy request”)
Mail: PO Box 95072, RPO Saddleridge, Calgary, AB T3J 0E3, Canada

3. Information we collect

We collect only the information we need for the purposes described in Section 4:

• Account information: your name, email address, password (stored only as a one-way hash), company name, phone number, business country, province or state, and postal or ZIP code.
• Documents and financial information you upload: bank, credit card and line of credit statements, receipts and photos; the text we read from them; and the bookkeeping lines we produce, which may include dates, descriptions, amounts, categories and any partial account numbers printed on your documents.
• Your answers and corrections: the categories and other answers you give when Bukso AI asks a question, and any corrections you make.
• Payment information: a payment reference, amount and status from our payment processor. Card numbers are entered directly with our payment processor and never reach our servers.
• Employee information (only if you use payroll): the names, addresses, pay, hours, deductions and social insurance numbers (SIN) of your employees that you enter, and whether each employee agreed to get pay stubs by email. You are the employer and decide what is entered; we handle this information for you. A SIN is stored encrypted, only its last 3 digits are shown, and every time someone reveals a full SIN it is logged. Employee information is never sent to an AI company or to our payment processor. We collect a SIN only when you run payroll, use it only for tax and reporting (pay stubs, T4s and remittance records), and limit who can access it.
• Communications and support tickets: messages you send us by email, contact form or chat. When a support ticket is closed, we erase what was said in it after 90 days. We keep the ticket number, the dates and the category (for example billing or upload problem). Emails you send to support are stored with Zoho in Canada.
• Technical and security information: sign-ins, uploads, downloads, deletions and staff actions on your account; the time of your last activity (used for our “fresh start” deletion, see Section 10); and visitor counts and where visits came from (website name and campaign tag only), without cookies, based on an IP address hashed with a key that changes daily (the IP address itself is not stored; visits with Do-Not-Track or Global Privacy Control turned on are not counted).
• Consent records: if you opt in to marketing email, the date and time, a hashed IP address and the exact wording you agreed to.

4. How we use your information

We use personal information only for the following purposes, which we identify to you at or before the time of collection:

• to provide the Services you request, including reading your documents, sorting your transactions, asking you to confirm anything unclear, reconciling your statements and producing your books and reports;
• to create and secure your account, verify your identity and prevent fraud and abuse;
• to process payments and issue receipts and refunds;
• to send service messages, such as job updates, receipts and security notices;
• to respond to your questions and support requests;
• to maintain, secure and improve the Services, including Bukso AI as described in Section 6;
• to comply with legal, tax and regulatory obligations; and
• only if you opt in, to send you marketing email.

We do not sell or rent personal information, and we do not use it for advertising. If we want to use your information for a new purpose, we will identify that purpose and, where required, ask for your consent first.

5. How Bukso AI processes your documents

Our own model. Our self-hosted AI system may use openly licensed models running on computers we control. Documents and transaction lines are not sent to outside AI providers. Processing runs on our company-controlled server in Alberta, Canada (and only on other rented compute if separately confirmed and disclosed on Service Providers).

Who may see your documents. Your documents are read by our own AI. Only the people and companies below may see them:

1. You, and anyone you give access to, such as your accountant.
2. Our staff, only to help you when you ask, to look at a mistake you report, to fix a fault in your job, to investigate a security problem, fraud or abuse, or to follow the law. Staff sign in with two-step verification and every view is logged. In an emergency our owner may also open a file to protect the Service or your data; this needs two-step sign-in and a written reason, lasts at most 24 hours, and is logged.
3. Independent human reviewers, only if your business chooses human review in the portal. They see transactions and your type of business under a random Client ID (different from your own account Client ID). They do not see your business name, address, phone, email or statement headers. They cannot download anything or contact you. Transaction descriptions can still contain names or other details printed on your statement.
4. Our service providers, who store or process data for us under our instructions. They are listed on the Service Providers page.

We never send your documents or transactions to an outside AI company.

Human reviewers. Our reviewers are independent contractors in Canada and the United States. They work by invitation only. They sign a confidentiality agreement. They see only the transactions and the type of business, under a random Client ID. They cannot download files and cannot contact businesses. Human review is offered only inside the business portal, only when a business chooses it and only when enough reviewers are available; otherwise you can join a waitlist and you are not charged.

Accuracy. Bukso AI can make mistakes. When it is unsure, it asks you to confirm. You are responsible for reviewing your books before relying on them, as described in our Terms of Service.

6. Using de-identified information to improve Bukso AI

We may keep de-identified pairs of a merchant's printed description and the category you confirmed (for example “FACEBK *ADS → Advertising”) to improve our own AI. They never include your name, email, account numbers, dates or amounts, never leave our systems and are never shared with or sold to anyone. Turn this off any time under Email & data preferences in the portal, or by contacting our Privacy Officer; after you turn it off, answers from your account are no longer kept for training.

We use de-identified, combined patterns, for example common vendor types by kind of business and which kinds of statement layout are misread, to improve our AI. We do not share your own transactions with other customers. This never includes your name, amounts or files. You can switch this off in your account settings.

How we de-identify. Descriptions can contain people's names and numbers. Before a pair is kept, we drop the whole pair if it looks like a payment to or from a person (for example an e-Transfer, cheque, wire or payroll payment), and we strip any number longer than 3 digits, email addresses, phone numbers and postal or ZIP codes. Only the merchant words and the category are kept.

7. Consent

By creating an account and using the Services, you consent to the collection, use and disclosure of your personal information for the purposes in Section 4 that are needed to provide the Services. Marketing email is a separate, unticked and optional choice. You may withdraw your consent at any time on reasonable notice, subject to legal and contractual restrictions. If you withdraw consent to processing that is necessary for the Services, we may be unable to complete your order.

8. Service providers and processing outside Canada

We use a small number of carefully selected service providers to host, secure and operate the Services. The current list, including what each provider does and the country where it processes information, is published on our Service Providers page. We update that page when our providers change.

We give each provider only the information it needs to perform its service, and we require it by contract to protect that information and to use it only on our instructions. We remain responsible for information we transfer to our providers.

Where your information is processed. Your information will be stored and processed in the United States. Your account information, bookkeeping data and encrypted uploaded files are stored with Render in Oregon, USA. Our AI reads documents on our company-controlled server in Alberta, Canada. This is cross-border processing, not Canadian-only data residency. US law may allow US authorities to access information stored there. Service Providers describes purposes/countries; our Privacy Officer answers questions about our policies and practices for providers outside Canada. Some additional providers are in Canada or the United States as listed on Service Providers.

9. How we protect your information

We use administrative, technical and physical safeguards appropriate to the sensitivity of financial documents, including encryption in transit (HTTPS) and at rest (AES-256-GCM) for uploaded files and sensitive fields, one-way hashing of passwords, two-factor sign-in and role-based access for staff, activity logging, and encrypted backups. Deleted data may remain in encrypted backups for up to 30 days, is not used for anything, and is then deleted. No method of transmission or storage is completely secure, but we work to protect your information and to review our safeguards regularly.

10. How long we keep your information

We keep personal information only as long as needed for the purposes in Section 4, or as required by law. In particular:

• Fresh start. If you upload without paying and are inactive for 24 hours, those uploads are deleted (nothing was charged). Bukso Members' unpaid uploads stay until you delete them.
• Pay-as-you-go: we delete the whole job (files, lines, answers and PDFs) at your next sign-in after you download it, or 24 hours after the download, whichever comes first. Members with storage keep their sorted books for the periods set out in our Data Retention Policy, unless you delete them sooner. Originals are kept only with Cloud storage.
• Original files: If you have Cloud storage, Bukso keeps your original files until you delete the job or cancel storage; without storage, originals are not kept. After you cancel storage, your originals are kept until your 30-day notice ends and are deleted the day after; we email you a reminder 30 days, 7 days and 1 day before, and on the last day.
• Firm accounts: storage is bundled with your firm package (billed per active client). Free storage allowance covers sorted books and reports for the firm. After a month is exported, raw uploaded originals auto-delete after a set period (default 90 days; your firm can change this). Sorted books and reports stay. You can add optional paid storage or delete originals yourself.
• Payment, invoice and tax records are kept as long as Canadian tax law requires.
• Payroll records (employees, pay runs, pay stubs, SINs, remittances) stay until you delete them. CRA requires employers to keep payroll records for 6 years — you, the employer, must keep them 6 years. Before you delete them, or close your account, we warn you and you download a copy first; then they are deleted 30 days after you ask (we email you when you ask and again 7 days before, and you can cancel any time until then). The payroll entries in your books stay, without employee names or SINs. We do not keep payroll records or SINs after you delete them or after you leave. You can download them at any time (see our Data Retention Policy).
• Timesheet photos and pen notes are read on your own computer's AI worker, not sent to an outside AI provider. They are kept as payroll records or statement originals until you delete them, then deleted 30 days after you ask. CRA requires employers to keep payroll records for 6 years and Alberta 3 years, so download a copy first. Keep your paper originals unless your accountant confirms your scans meet CRA's imaging rules.
• De-identified records under Section 6 may be kept for as long as they are useful to improve Bukso AI.

Keep your own records. Our deletion does not end your own duty to keep records. In Canada the CRA generally requires you to keep your books and source documents for six years (the IRS has its own periods in the United States). Export and keep your copies before we delete a job or before you leave. Processing (we read your documents and make your books) is separate from optional storage (a paid service that keeps your files and books longer).

Waitlist

Before accounts open, you can join our waitlist on this website. We keep your email address, your country, the business type if you choose one, your consent (the words you agreed to and the date), and a scrambled (hashed) form of your internet address to stop abuse. We use them only to email you when accounts open and to send occasional product updates, and only after you tick the box and confirm by clicking the link in our email. The waitlist is stored on our own server in the same place as the rest of the service (see Section 8). If you do not confirm within 30 days, we delete the request. You can unsubscribe at any time with the link in every email; we then delete your email address and keep only a scrambled form of it so we never email you again. Otherwise we delete the waitlist 12 months after accounts open.

11. Your rights

You may ask to access the personal information we hold about you, ask us to correct it, ask us to delete it, withdraw your consent, or ask questions about our service providers. Send your request to our Privacy Officer (Section 2). We will verify your identity. We normally answer within 30 days under PIPEDA or 45 under Alberta PIPA, subject to lawful extensions. We explain extensions/refusals. For firm data we coordinate without blocking rights against Bukso. Access is free in most cases. In limited cases the law allows or requires us to refuse a request; if so, we will tell you why.

Complaints. You may contact our officer or complain directly to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner of Alberta.

United States customers. We follow the privacy and breach laws that apply to us, including the rule that we keep the promises in this Policy. We will honour access and deletion requests from US customers as the laws that apply to us require, and we will update this Policy if that changes.

12. Privacy breaches

We report and notify under PIPEDA as soon as feasible where its threshold applies, retain breach records for at least 24 months, report qualifying Alberta PIPA breaches to Alberta OIPC without unreasonable delay, and provide individual/state notices in the time and manner the applicable law requires. We do not wait for your next sign-in.

13. Cookies and browser storage

We use one essential cookie to keep you signed in. Our payment provider (Stripe) may set its own cookies on its checkout page. We do not use advertising or tracking cookies.

If you pick files and leave the upload page before uploading, a copy stays only in your own browser on that computer for up to 7 days so you can finish later. It is not sent to us until you press Upload, and it is wiped when you upload, sign out or after 7 days.

14. Children

The Services are intended for businesses and are not directed to individuals under 18. We do not knowingly collect personal information from children.

15. Changes to this Policy

We may update this Policy from time to time. We will post the updated Policy here with a new “Last updated” date. When we change it, we show a short “What changed” list and ask account holders to review and accept the change at their next sign-in, before the change takes effect for them, as described in Section 18 of our Terms of Service. You can read the current Policy at any time. Notices of a privacy breach are still sent by email (Section 12), as the law requires.

16. Contact us

Questions or requests about this Policy or your personal information: Privacy Officer, Bukso Technologies Corp., support@aibooksort.com, PO Box 95072, RPO Saddleridge, Calgary, AB T3J 0E3, Canada.

Last updated November 2, 2026. Version: privacy+retention+terms-v35-2026-11-02.

What changed (identified before they apply; silence or a later sign-in does not authorize a materially new use that already began; historical note accepted at next sign-in): Who can see your documents is now one clear list: you, our staff (only to help you, fix a fault, or for security, fraud or legal reasons; two-step sign-in, every view logged), independent human reviewers only if your business chooses human review, and our service providers. We never send your documents to an outside AI company. Human review costs $12 a page. It is offered only inside the business portal, only when your business chooses it and enough reviewers are available; otherwise you can join a waitlist and are not charged. It is not part of any plan. Reviewers are independent contractors in Canada and the United States who see transactions under a random Client ID. We say plainly that our main hosting is in the United States (Render, Oregon). The Service Providers page now names each provider, its country and purpose, and adds independent reviewers and Cloudflare (website address lookup). Closed support tickets: what was said is erased 90 days after closing. We keep the ticket number, dates and category. Pay-as-you-go deletion, response times (we aim to answer verified requests within 30 days) and breach wording are made consistent. Deleting your job does not end your own duty to keep records (the CRA generally requires six years): export and keep your copies. Prices are in Canadian dollars for Canadian customers and US dollars for US customers. GST/HST is charged only where and when required by law. Since version 34: we use de-identified, combined patterns (for example common vendor types by kind of business) to improve our AI. We do not share your own transactions with other customers. You can switch this off in your account settings.

Children

This service is for adult business users. Avoid uploading children's information unless necessary and you have authority to provide it.