1. About this policy
This Privacy Policy explains how CleanBooks Consulting ("CleanBooks", "we", "us" or "our") collects, uses, stores and shares information when you visit our website, contact us, use our dashboards, or authorise us to provide reconciliation, receivables, document tracking and related finance operations services.
2. Information we collect
Depending on the services used, we may process:
- business contact information, including names, work email addresses, telephone numbers and company details;
- account and security information used to provide dashboard access;
- finance operations information supplied by a client, such as sales registers, invoices, purchase orders, GRNs, debit notes, PODs, customer or vendor references, amounts and reconciliation decisions;
- service records, including configuration, workflow status, exception decisions, audit history and technical logs; and
- website enquiry information and basic technical information needed to operate and secure our services.
3. Google and Gmail information
When an authorised administrator connects a Google account, CleanBooks requests read-only Gmail access. We use that access to find relevant business emails, read message metadata such as sender, subject and date, identify eligible attachments, and retrieve documents required for the configured workflow.
For GRN processing, this may include storing source PDFs and extracting operational fields such as customer, invoice number, GRN number, GRN date, purchase-order number and amount. We use the resulting information for document tracking, reconciliation, matching, exception review and audit history. Read-only access does not permit CleanBooks to send, modify or delete Gmail messages.
CleanBooks Consulting's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We do not sell Google user data, use it for targeted advertising, or use it to train general-purpose artificial intelligence or machine-learning models.
4. How we use information
We use information to provide contracted services; operate dashboards and integrations; extract, reconcile and match business records; investigate exceptions; communicate with authorised users; secure and troubleshoot our systems; maintain audit trails; and meet legal or contractual obligations.
5. How information is shared
Information may be made available to the client that supplied or authorised it and to personnel who need it to deliver the service. We may use vetted hosting, database, storage, email, document-processing and security providers acting on our behalf. We do not permit service providers to use client information for their own advertising. We may disclose information when required by law, to protect rights or security, or as part of a business reorganisation subject to appropriate safeguards.
6. Retention and deletion
We retain information only for as long as reasonably necessary to provide the service, maintain required business and audit records, resolve disputes and comply with legal or contractual requirements. Retention periods may also be agreed with a client. An authorised client representative may request deletion or return of information by contacting us. We will honour valid requests subject to legal, security, backup and recordkeeping requirements.
A Google account holder can revoke CleanBooks access through their Google Account connections. Revocation stops new Gmail access but does not automatically delete information already processed; deletion can be requested separately.
7. Security
We apply reasonable administrative, technical and organisational safeguards appropriate to the nature of the information, including access controls, protected credentials, encrypted connections, restricted document access and activity records. No online system can be guaranteed to be completely secure, and users should notify us promptly of suspected unauthorised access.
8. Your choices and rights
Subject to applicable law and the authority of the relevant client organisation, you may request access, correction or deletion of personal information, object to or restrict certain processing, or withdraw consent where consent is the applicable basis. We may need to verify identity and authority before completing a request.
9. Children's privacy
Our services are intended for businesses and authorised adult users. They are not directed to children, and we do not knowingly collect children's personal information.
10. Changes to this policy
We may update this policy as our services or legal obligations change. The effective date above will be revised when material changes are published.
11. Contact us
For privacy questions, access requests or deletion requests, contact manjunathms@cleanbooksconsulting.net or call +91 90083 82748.