Privacy notice
Wording version 2026-11-05.1
What we read
Your bank statements, personal credit card statements, general ledger and management pack are read by Squarebooks to find costs that sit in the wrong place in your books.
Where it is held
Your information is held in London, in the United Kingdom, on Supabase (the database and file store) and Vercel (the web servers). That is outside South Africa. Nothing is shared with any other product.
Who can open your business
Sean King, who runs Squarebooks, cannot open your business until you allow it. Access is off to begin with. If you switch it on, every time he opens a page of your business it is logged with the time and page, and you can see that log. You can switch it off or withdraw your consent at any time, and his access stops at once.
The AI model
Lines from your documents are masked first (names and account numbers removed) and then sent to an AI model, Claude from Anthropic, to help classify them. The call goes through the Vercel AI Gateway with zero data retention, which means the provider keeps nothing. The AI model runs outside South Africa. The rand figures are never worked out by the AI.
Original files
Your original files are deleted 30 days after they are read. A file that is uploaded but never read goes 30 days after it was uploaded. We tell you by email at least 3 days before, and you can download the original first. If that email cannot be sent, the file still goes, at the latest 33 days after it was read or uploaded. The lines read from them, the findings and a fingerprint of each file stay, so the findings can still be checked.
How long things are kept
The lines, findings and letters stay until you delete your business. Original files go after 30 days, as above. Keep your own records for SARS as well.
Deleting your business
When you delete your business, everything held about it is deleted from the live system immediately, including the original files. No backup copies are kept.
Not tax advice
We help you ask your accountant good questions. We don't give tax advice or prepare returns. Any rand effect shown is an estimate, for your accountant to confirm.
Questions
Questions about your information, or a request to see or correct it, go to Sean King, who runs Squarebooks, at the address your invitation came from.