Privacy Policy

DigitalDesk B.V. ("DigitalDesk", "we", "us") provides AI-assisted bookkeeping software to accounting firms and independent operators. This Privacy Policy explains how we collect, use, and protect personal data when you visit our website, create an account, or use the DigitalDesk platform.

We act as a data processor for customer-uploaded financial documents and as a data controller for account and usage data. Contact our data protection officer at privacy@digitaldesk.app for any inquiry related to this policy.

Account information: name, work email, firm name, hashed password, role, and authentication metadata (IP address, device, timezone).

Customer-uploaded content: invoices, receipts, bank statements, and related metadata processed on behalf of your firm and its clients.

Usage telemetry: feature interaction, performance metrics, and diagnostic logs used to improve reliability and detect abuse.

Billing information: processed by our payment provider; we retain only the subscription status, plan, and invoice history.

To operate, secure, and improve the DigitalDesk platform.

To perform OCR, extraction, and ledger-preparation workflows at your explicit direction.

To send transactional notifications (billing, security alerts, service changes) — never for third-party marketing.

To comply with legal obligations, including financial record-keeping and tax reporting where applicable.

Contract: processing strictly necessary to deliver the service you subscribed to.

Legitimate interest: product improvement, fraud prevention, and securing our infrastructure.

Consent: explicit opt-in for any processing that falls outside the above — revocable at any time from your account settings.

Legal obligation: retention periods required by Dutch and EU financial legislation.

We do not sell personal data. We share it only with vetted sub-processors that help us deliver the service — hosting, email delivery, OCR providers, and error monitoring — each bound by a data-processing agreement.

A current list of sub-processors is available on request. You will be notified of material changes at least 30 days before they take effect.

Customer financial documents are retained for the duration of your subscription plus the statutory retention period (7 years in the Netherlands) unless you instruct deletion earlier in writing.

Account data is retained for 24 months after account closure to satisfy tax and audit obligations, then permanently deleted.

Backups are encrypted and rotated on a 30-day cycle.

Access, rectification, and portability of your personal data.

Erasure ("right to be forgotten") subject to statutory retention requirements.

Restriction or objection to processing based on legitimate interest.

The right to lodge a complaint with the Autoriteit Persoonsgegevens (AP) or your local supervisory authority.

We apply industry-standard technical and organisational measures: TLS 1.3 in transit, AES-256 at rest, Argon2id password hashing, role-aware access controls, and a full audit trail. See our Security page for details.

Customer data is processed in the EU/EEA by default. Where a sub-processor requires transfer outside the EEA, we rely on Standard Contractual Clauses approved by the European Commission.

We may update this policy to reflect product, legal, or regulatory changes. Material updates will be announced by email and through in-app notifications at least 14 days before they take effect.