Privacy Policy

SmartBookkeeping is operated by Zigetti Ltd, a company incorporated in England and Wales.

SmartBookkeeping is the platform.
Grace Systems is the underlying software and automation engine that powers the platform.

This Privacy Policy explains how we collect, process, store, and delete data when you use SmartBookkeeping.

We design SmartBookkeeping with data minimisation as a core principle.

We do not want to hold your data longer than necessary.
Financial documents are sensitive, and retaining them creates risk for both you and us.

When you use SmartBookkeeping, we may process:

Documents you submit

• invoices
• receipts
• statements
• accounting or financial documents
• related attachments

These documents may contain personal or business data depending on their content.

System-generated data

• extracted fields
• parsed document data
• automated classifications
• draft bookkeeping outputs
• system logs and run metadata

We do not collect personal data beyond what is contained in documents you choose to submit or information required to operate your account.

We process data solely to:

• extract and interpret information from documents
• prepare draft bookkeeping entries
• validate and reconcile data
• diagnose errors and failures
• improve system accuracy and reliability
• maintain security and system integrity
• provide customer support

Original documents

• Original uploaded documents are deleted immediately after processing
• We do not retain original files as part of normal operation

Parsed data and system outputs

• Parsed document data and automated outputs are retained for up to 48 hours
• This allows validation, reconciliation, and error detection
• After this period, such data is deleted as part of normal system operation

Operational exception (important)

In limited circumstances, we may retain specific data beyond 48 hours where this is reasonably necessary to:

• investigate errors or failures
• debug system issues
• improve reliability and accuracy
• resolve support queries

Such retention:

• is not routine
• is purpose-limited
• is access-controlled
• is retained only for as long as reasonably required

Metadata

We retain non-content metadata for longer periods, including:

• timestamps
• document types
• processing outcomes
• error codes
• confidence scores
• system logs

Metadata does not contain full document content and cannot be used to reconstruct original documents.

In some cases, authorised personnel may review limited data for:

• debugging
• system improvement
• resolving customer issues

Access is restricted and governed by internal controls.
We do not routinely review user documents.

SmartBookkeeping uses automated systems and software logic (including the Grace Systems engine) to process documents.

You acknowledge that:

• automation may produce errors
• outputs depend on document quality and context
• all outputs require human review before use

SmartBookkeeping integrates with third-party platforms (including accounting software and email services).

We are:

• independent of
• not endorsed by
• not affiliated with

any third-party platform referenced, including Xero.

Your use of third-party platforms is governed by their own privacy policies and terms.

We take reasonable technical and organisational measures to protect data, including:

• restricted access controls
• secure processing environments
• monitoring and logging
• deletion and retention controls

No system is completely secure, but we design our processes to minimise risk.

Where applicable under UK GDPR, you have rights to:

• request access to your personal data
• request correction of inaccurate data
• request deletion of data
• object to certain processing

Requests can be made using the contact details below.

We may update this Privacy Policy from time to time to reflect changes in our service or legal requirements.

Continued use of SmartBookkeeping constitutes acceptance of the updated policy.

For privacy or data protection enquiries:

📧 legal@gracesystems.ai