Roles
The customer determines the purposes and instructions for its accounting data. SmartBooks acts as a processor within the agreed service and does not make accounting or tax decisions for the customer.
Data categories
The workflow may process contact details, company information, invoices, receipts, bank lines, VAT fields, document statuses and operational logs needed for service and security.
Processing purposes
SmartBooks receives documents, extracts accounting information, prepares entries, supports reconciliation, surfaces exceptions and helps request missing documents.
Customer instructions and control
The customer remains responsible for lawful submission, access permissions, source-document accuracy and final approval of accounting outputs. SmartBooks does not replace professional accounting judgement.
Confidentiality and access
Access is limited by role and operational need. Data is separated by company, connections are protected with TLS, and customer accounting data is not used to train public AI models.
Retention, deletion and return
Retention, backups, hosting region and deletion or return procedures are fixed in the order or DPA. Customers can request these parameters before onboarding.
Subprocessors and transfers
The current subprocessor list, service categories, possible cross-border transfers and change-notification process are provided for due diligence and included in contract documents.
Incidents and cooperation
Incident notification, investigation, data-subject requests and audit cooperation are agreed in the DPA with regard to applicable law.
End of processing
At termination, the parties agree export, return or deletion of data and the timing for backup deletion. The exact procedure is documented before launch.
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