Privacy policy

1. Defined terms

“Software” means the TealFinch Windows desktop Excel add-in and related local synchronisation components. “Customer Data” means accounting records, report data, workbook content, formulas, and other data that you connect to or process with the Software. “Personal Data” means information that identifies or can reasonably be linked to an individual.

2. How the Software handles accounting data

TealFinch is a Windows desktop Excel add-in. You authorize the QuickBooks® Online connection through Intuit. The Software reads accounting records for reporting and does not post changes back. Xero® is coming soon and is not available for trials.

The reporting sync stores accounting data in a SQL Server or LocalDB database that you choose and control, rather than a TealFinch-hosted reporting database. Licensing, trial requests, support and optional AI features use separate online services. Information you include in a support request or AI prompt is handled by those services as described below.

OAuth access tokens and refresh tokens are stored on your Windows workstation using Windows data protection mechanisms. They are not sent to TealFinch servers. You can revoke access through your QuickBooks® Online account settings and, when available, through your Xero® account settings.

3. Information we collect

We collect the information needed to operate the website, issue trial keys, verify licences, process payments, and respond to support requests.

Account and trial information. When you request a 14-day trial or buy a licence, we may collect your name, business email address, company name, role (if you choose to give it), selected accounting platform, licence key, trial status, and account email.

Licence activation information. When the Software verifies a trial or paid licence, it sends information needed to validate the key and enforce licence limits. This may include a one-way hash or similar identifier derived from the local environment. We do not collect hardware serial numbers, personal files, workbook contents, or browsing history for licence verification.

Payments. Subscriptions are sold through Lemon Squeezy, our reseller and merchant of record, which collects your billing details and payment information under its own privacy policy. We receive payment status, transaction references, plan information, and contact details needed for billing and support. We do not receive full payment card numbers.

Communications. If you contact us at [email protected], [email protected], or another TealFinch address, we keep the correspondence and related contact information so we can respond.

Product email preferences. If you tick the box on the trial or contact form to receive product updates and reporting tips, we record your email address, the wording you agreed to, the form you used, the date and time, and your approximate country and browser type. We keep the same record when you unsubscribe or subscribe again.

Website security. We may collect technical information such as IP address, browser type, timestamps, and form-submission signals to operate the site, prevent abuse, and maintain security. The trial and contact forms use Cloudflare Turnstile to block automated abuse. We do not use advertising cookies.

TealFinch is a business product and is not directed to children.

4. Use of information

We use information to provide and support the Software, issue and verify trial and paid licences, process payments, respond to requests, maintain security, prevent misuse, and comply with legal obligations.

We send product updates and reporting tips only if you have asked for them. Every product email includes an unsubscribe link. Emails about your trial, licence, billing, security or support requests are part of the service and are sent regardless of this choice.

We process Personal Data to perform our contract with you, for our legitimate interests in operating, securing, and improving TealFinch, to comply with legal obligations, and with your consent where required.

We do not sell your Personal Data or Customer Data, and we do not share it for cross-context behavioural advertising. We do not use your accounting data to train machine-learning models.

5. Optional AI assistant features

TealFinch Copilot is optional and runs only when you ask it a question. Before your first question, Copilot shows what it will send and where, and nothing is sent until you choose Continue.

What is sent. Your question; the addresses, formulas and values of the cells you have selected; the workbook's company and period; up to 12 account names and numbers that match your question, taken from the local QuickBooks® Online cache (never balances or the full chart of accounts); up to 20 Workbook X-Ray findings when you ask for a summary; and, for follow-up questions, up to three earlier questions and answers from the same conversation.

Default service. By default, Copilot sends your request to the TealFinch Copilot service, which uses Microsoft Azure OpenAI to write the answer. TealFinch does not store your question, workbook data or answer. To enforce plan allowances, we keep only request metadata: licence, Excel installation, request identifier, time and status. Microsoft processes requests under its Products and Services Data Protection Addendum. Microsoft does not use prompts or answers to train or improve AI models and does not make them available to OpenAI. To prevent abuse, Microsoft may store prompts and answers that its systems flag as potentially harmful, in the Azure geography of our resource, so that authorised Microsoft staff can review them.

Your organisation's own provider. If your organisation configures its own AI provider (OpenAI, Anthropic, Azure OpenAI or GitHub Models), Copilot sends the same information directly to that provider, and its handling and retention are governed by your organisation's agreement with it. TealFinch does not receive those requests.

Neither TealFinch nor Microsoft uses your QuickBooks® Online data to train AI models. Copilot never changes your QuickBooks® Online records, and it changes your workbook only when you choose Insert reviewed formula. Check your firm's policy before including client information in a question.

6. Email sign-in for report distribution (Microsoft 365 and Gmail)

Report distribution can send reports from your own email account. When you choose Sign in with Microsoft or Sign in with Google in Distribution Settings, the Software asks for permission to send email on your behalf (Microsoft Graph Mail.Send or Gmail gmail.send) and to read your email address (Microsoft also shares basic profile details such as your name), so it can show which account is connected.

How it is used. The Software uses this access only to send the reports and test emails you set up, to the recipients you choose. It does not read, search, change or delete your mailbox, contacts or calendar. Emails are sent directly from your Windows PC to Microsoft or Google; their content and recipients do not pass through TealFinch's servers.

Where it is stored. The sign-in (refresh) token and connected email address are stored only on your PC, encrypted with Windows Data Protection (DPAPI) for your Windows account. TealFinch does not receive or keep them. Signing in with a different account replaces them, and you can revoke the Software's access at any time at myaccount.google.com/permissions or myapps.microsoft.com; after that it can no longer send from that account.

Google user data. TealFinch's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, do not sell it, do not use it to develop, improve or train AI or machine-learning models, do not transfer it to others except as needed to send the emails you request, and do not allow anyone to read it.

7. Sharing of information

We share information with service providers that help us operate TealFinch: Cloudflare (website hosting, website security, and licence and trial services), Resend (email delivery), Lemon Squeezy (sales, payment, tax, and licence keys), and Microsoft Azure OpenAI (optional AI assistant). These providers may process information only to provide their services to us, under contracts that require them to protect it.

We may disclose information if required by law, to protect our rights, to investigate abuse, or in connection with a business transaction such as a merger, financing, or sale of assets.

8. Where information is processed

TealFinch is based in Canada. Our service providers may store and process information in Canada, the United States, and other countries where they or their subprocessors operate. Information processed outside your country may be accessible to courts, law-enforcement, and national-security authorities of that country under its laws. Where required, we use contractual safeguards, such as standard contractual clauses, for transfers of personal data from the European Economic Area or the United Kingdom.

9. Retention and security

We retain account, licence, billing, and support records for as long as needed to provide the Software, meet legal obligations, resolve disputes, and maintain business records. Customer Data stored in your SQL Server or LocalDB database remains under your control.

We use administrative, technical, and organisational safeguards appropriate to the information we process. No system can be guaranteed secure, and you are responsible for securing your Windows devices, SQL Server or LocalDB database, Microsoft Excel workbooks, and accounting-platform accounts.

10. Your rights and choices

Depending on where you are located, you may have rights to request access, correction, deletion, restriction, portability, or objection in relation to Personal Data we hold about you. You may also have the right to withdraw consent where processing is based on consent.

Product emails. You can stop product updates and reporting tips at any time by selecting Unsubscribe in any of these emails or by emailing [email protected]. We act on unsubscribe requests promptly and in any case within 10 business days. We keep a record of your choice so that we don't email you again.

Canada. We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act. We have designated a privacy officer, reachable at [email protected], who is responsible for our compliance. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

European Economic Area and United Kingdom. You may lodge a complaint with your local data-protection supervisory authority.

United States. Where state privacy laws apply, you may request to know, delete, or correct Personal Data, and we will not discriminate against you for exercising these rights.

To exercise privacy rights, contact [email protected]. We may need to verify your identity before responding, and we aim to respond within 30 days. We do not charge a fee unless a request is excessive or clearly unfounded.

11. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised “Last updated” date. For material changes, we will give reasonable notice by email or in the Software.

12. Contact

For privacy questions, contact:

TealFinch Technologies Ltd.
British Columbia, Canada
Email: [email protected]
Support: [email protected]
General enquiries: [email protected]