Privacy Notice

ReconcileAI is operated by Donatus C. Oleri, trading as Cogniply, a sole proprietorship (eenmanszaak) registered with the Dutch Chamber of Commerce (Kamer van Koophandel, KVK) under KVK number 42139551, VAT number NL005528149B69, with registered address Zetveld 145, 8447BC Heerenveen, the Netherlands. There is no separate company behind the trade name, so for the personal data described in this notice Donatus C. Oleri is the data controller ("Cogniply", "we", "us"). You can reach us at the contact details shown in the app or via our payment partner's support channel at paddle.net for purchase-related questions.

• Account data — your name, email address, login credentials (stored only as secure hashes), company/workspace name, role, and settings such as currency and tolerances.
• Document data — the invoices, purchase orders and receipts you upload (CSV, Excel, PDF), the text extracted from them, and the reconciliation results and dispute drafts derived from them. These may contain supplier names, contact details, prices and other business data.
• Support and communications — messages you send us and invite emails you generate for teammates.
• Usage and device data — log data, IP address, device and browser identifiers, and product-usage events used for security and product improvement.

Payment data (card details, billing address, tax identifiers) is collected and processed by Paddle as Merchant of Record under its own privacy terms; we receive only subscription status and transaction references.

• Providing the Service (account creation, document processing, reconciliation, dispute drafting, team management) — performance of our contract with you.
• Security and fraud prevention (authentication, abuse detection, audit logs) — our legitimate interests.
• Product improvement (aggregated usage analysis) — our legitimate interests.
• Customer support — performance of contract and legitimate interests.
• Legal obligations (tax, accounting, regulatory record-keeping) — compliance with legal obligations.
• Marketing, where applicable — your consent, which you can withdraw at any time.

• Service providers / subprocessors — cloud hosting and database infrastructure, AI processing providers (which receive extracted document text solely to produce reconciliation results), analytics and support tooling, each bound by data-processing terms.
• Paddle — our Merchant of Record, for the sale of the product, subscription management, payments, tax compliance and invoicing.
• Professional advisers — legal and accounting advisers where needed.
• Authorities — where required by law or to protect rights and security.

We do not sell your personal data.

Some of our service providers process data outside the EEA. Where personal data leaves the EEA, we rely on appropriate safeguards such as adequacy decisions or Standard Contractual Clauses.

We keep account and document data for as long as your workspace is active. You can delete uploaded files and runs at any time. When data is no longer needed — for example after account deletion — it is deleted or anonymised, except where we must retain it to meet legal obligations (e.g. financial records).

We apply appropriate technical and organisational measures, including encryption in transit and at rest, access controls, row-level isolation between workspaces, and least-privilege access to production systems.

Under the GDPR you have the right to access, rectify, or erase your personal data; to restrict or object to processing; to data portability; and to withdraw consent where processing is based on consent. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority. We respond to requests within one month. To exercise any right, contact us via the details in the app.

We use essential cookies and local storage required for authentication and preferences (such as theme). We do not use marketing cookies. You can clear cookies and site data in your browser settings; essential cookies are required for the Service to function.

We may update this notice from time to time. Material changes will be signposted in the app. Continued use after an update takes effect constitutes acknowledgement of the revised notice.