Privacy Policy
Last updated: November 10, 2026
OnFileBooks is a bookkeeping and tax-compliance web application for accounting and bookkeeping firms. This policy explains what information OnFileBooks handles, why, who else processes it, and the choices you have.
1. Who we are
OnFileBooks is operated by Harsh Bhavsar, an individual based in India ("we", "us"). You can reach us at support@onfilebooks.com.
2. Whose information this covers
Our customers are accounting and bookkeeping firms. This policy covers:
- Firm users: the firm's staff who have OnFileBooks accounts.
- Firms' clients: the businesses and people whose books a firm keeps in OnFileBooks. A firm decides what client information to put into OnFileBooks and uses it for its own services; we process that information on the firm's behalf and under its instructions. If you are a client of a firm, please contact the firm about your information. We will help the firm respond.
3. Information we collect
| Type | Examples |
|---|---|
| Account information | Name, work email, role, firm name, a hashed password (never the password itself), sign-in times and failed sign-in attempts. |
| Client records a firm enters | Client names, contact details, entity type, tax identification numbers, states of operation, filing settings and staff assignments. |
| Financial documents and data | Uploaded bank and card statements, the transactions read from them, categories, vendors, bank rules, journal entries, reconciliation status and reports. |
| Technical information | IP address, browser type and request logs our servers record to keep the service running and secure. |
| Website usage | On our public pages only: which pages and buttons were used, the form field someone stopped at (never what they typed), device type (mobile or desktop), whether this browser has visited before, and where the visit came from (a campaign tag on the link or the referring website). It uses no cookies and no third-party tools. It keeps a small marker in your browser's local storage so a return visit can be told from a first one. We don't save an IP address with it, and it isn't linked to your name. If you send an early-access request, where your visit came from is saved with that request. Browsers that send Global Privacy Control or Do Not Track are not measured. We delete this usage data after 13 months. |
| OnFileBooks Assistant conversations | When a business owner uses the OnFileBooks Assistant to ask about their own books: their questions and its answers. They're kept with the owner's account for 13 months after the last message, then deleted, and the owner can delete a conversation sooner. Staff at the owner's accounting firm don't see these conversations. |
| Email delivery information | Whether an email we sent was delivered, bounced or marked as spam. |
4. How we use information
- To provide OnFileBooks: reading statements, suggesting categories, reconciling accounts, producing reports and tracking filing deadlines.
- To keep accounts and data secure, for example by limiting sign-in attempts and enforcing each firm's permissions.
- To send service emails: password resets, team invitations and account setup. We do not send marketing email.
- To answer support requests and to fix problems.
We do not sell information, use it for advertising, or share it with anyone except the service providers listed below. We do not use customer data to train AI models.
5. Service providers
We use these providers to run OnFileBooks. Each processes information only to provide its service to us.
| Provider | What it does | Information involved |
|---|---|---|
| Amazon Web Services (AWS), United States | Hosting, database, file storage, encryption-key management (AWS KMS), reading scanned statements (Amazon Textract) and sending email (Amazon SES). | All information described above. |
| Anthropic | AI suggestions for transaction categories, and the OnFileBooks Assistant's answers to business owners. | For categories: each transaction's bank description, amount, date and direction, the client's name and business type, its account names and vendors, and how similar transactions were categorized before. For the Assistant: the owner's questions, the business's name, industry and account names, and the figures and transactions from its own books needed to answer. Never contact details or tax IDs. |
| Resend | Email delivery, while we move service emails to Amazon SES. | Recipient email address and the email's content. |
6. How we protect information
- Connections to OnFileBooks use HTTPS.
- Tax identification numbers are encrypted at rest with AES-256, with keys protected by AWS Key Management Service.
- Passwords are stored only as one-way hashes.
- Each firm's data is isolated from other firms' data at the database level, and a firm's admin controls what each staff role can see and do.
No system is perfectly secure. If we learn of a breach affecting your information, we will notify the affected firm without undue delay.
7. Where information is stored
Information is stored with AWS in the United States (US East, N. Virginia region).
8. How long we keep information
We keep a firm's information while its account is active. Firms can delete statements and other records themselves at any time. When a firm closes its account, we delete its information within 90 days of its written request, unless the law requires us to keep it longer.
9. Your choices and rights
Firm users can update their account details in OnFileBooks or ask us to access, correct, export or delete their information by emailing support@onfilebooks.com. Depending on where you live, you may have additional rights under local law; we will honour requests as the law requires. Clients of a firm should contact that firm first.
10. Children
OnFileBooks is a business tool and is not intended for anyone under 18.
11. Changes to this policy
We will post any changes on this page and update the date above. If a change is significant, we will tell firm admins by email before it takes effect.
12. Contact and grievances
Questions or requests: support@onfilebooks.com.
Grievance Officer: Harsh Bhavsar, support@onfilebooks.com. We acknowledge grievances within 48 hours and aim to resolve them within 30 days.