Privacy Policy

ReconcileAI (getreconcileai.com) is a product operated by Cogniply, a sole proprietorship (eenmanszaak) registered with the Dutch Chamber of Commerce (KVK), based at Zetveld 145, 8447BC Heerenveen, Netherlands. Cogniply is the data controller responsible for your personal data under this Privacy Policy.

Contact: support@getreconcileai.com

We collect the following categories of data:

• Account data — name, email address, and password (hashed) when you sign up.
• Uploaded financial data — invoices, ledgers, and other financial documents (CSV, PDF, or similar) that you upload for reconciliation. This may contain business and transactional information, including vendor names, amounts, dates, and line items.
• Payment data — when you subscribe to a paid plan, payment is processed by Paddle.com Market Limited, acting as Merchant of Record. We do not store your card details ourselves; Paddle handles billing, tax compliance, and payment security.
• Usage data — basic technical data such as IP address, browser type, and log data, collected automatically to keep the service secure and functioning.

We do not currently use third-party analytics tools (such as Google Analytics). If this changes in the future, this Privacy Policy will be updated accordingly and you will be notified.

We process your data to:

• Provide and maintain the ReconcileAI service, including invoice reconciliation processing.
• Manage your account and respond to support requests.
• Process payments and manage subscriptions (via Paddle).
• Comply with legal and tax obligations.

The legal bases for this processing under the GDPR are: performance of a contract, legal obligation (tax/accounting), and legitimate interest (keeping the service secure and functioning).

ReconcileAI is built and hosted using:

• Lovable (application platform)
• Supabase (database and backend infrastructure)
• Paddle (payment processing and billing)

These providers may process data on our behalf as data processors, under their own respective security and data protection commitments. Data may be processed or stored outside the Netherlands, including within the EU/EEA and, where applicable, in countries with adequate data protection safeguards.

We retain your account data and uploaded financial data for as long as your account is active. If you close your account, we will delete or anonymize your personal account data within 30 days. Invoice and billing records are retained for 7 years, in line with Dutch legal requirements for business financial administration (Belastingdienst record-keeping rules), even after account closure.

Under the GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data ("right to be forgotten"), subject to legal retention requirements.
• Request a copy of your data in a portable format.
• Object to or restrict certain processing.
• Lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

To exercise any of these rights, contact us at support@getreconcileai.com.

We take reasonable technical and organizational measures to protect your data, including relying on the security infrastructure provided by Supabase and Paddle. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a notice on the website.