Privacy Policy

Effective date: August 7, 2026  ·  Last updated: August 7, 2026

1.Who we are & scope

This Privacy Policy is issued by Aibexa ("Aibexa," "we," "us," or "our") and governs the collection, use, and protection of information across aibexa.com, every client portal hosted on an aibexa.com subdomain, the Bexa assistant, and all related services (collectively, the "Services").

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with it, you must not use the Services.

2.Information we collect

Information you provide directly

• Account information — your name, business name, email address, and login credentials (passwords are stored only as one-way cryptographic hashes; we cannot read them).
• Business records you enter — expenses, budgets, insurance policies, vendors, notes, and any other data you add to your portal.
• Communications — inquiries, support requests, and messages you send us.

Information collected through services you connect

• Email-derived data — if you enable invoice scanning, we receive invoice and billing emails matched by your filters, including sender details, subject lines, message excerpts, and attached documents (e.g., invoice PDFs).
• Accounting data — if you connect QuickBooks Online, we receive financial reports and related data you authorize (e.g., profit & loss, expense summaries) via Intuit's official API.

Information collected automatically

• Technical and usage data — IP address, browser type, device information, pages viewed, and access timestamps, used for security, troubleshooting, and abuse prevention.

3.How we use information

We use your information solely to:

• provide, operate, secure, and maintain your portal and the Services;
• process, categorize, and organize the documents and data you direct us to handle;
• generate the summaries, reports, and reminders the Services exist to deliver;
• authenticate you and protect your account against unauthorized access;
• respond to your support requests and communicate service notices;
• comply with applicable law.

We do not use your data for advertising. We do not build advertising profiles. We do not train general-purpose AI models on your business data.

4.Google user data

Where the Services access data from Google accounts (including Gmail data processed through Google Apps Script under your own Google account), that access is governed by the permissions you grant in your Google account and is used only to identify and transfer invoice and billing information into your own portal.

Aibexa's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: Google user data is used only to provide the features you request; it is never sold, never used for advertising, and never accessed by humans except with your explicit permission, for security purposes, or as required by law.

You may revoke this access at any time from your Google account's security settings.

5.QuickBooks & connected services

Connections to QuickBooks Online are made through Intuit's official OAuth authorization flow. We never see or store your Intuit password. Access tokens are stored securely, used only to retrieve the financial data needed to power your portal, and can be revoked by you at any time — from your portal or from your Intuit account settings. Your use of QuickBooks remains governed by Intuit's own terms and privacy policy.

6.How we share information

We share information only in these limited circumstances:

• Service providers — infrastructure vendors that host the Services (e.g., our web hosting and database provider), bound to process data only on our instructions.
• Legal requirements — when required by law, subpoena, or court order, or where necessary to protect the rights, safety, or property of Aibexa, our clients, or the public. Where lawful, we will notify you before disclosing your data.
• Business transfers — if Aibexa is involved in a merger, acquisition, or sale of assets, your data may transfer under the same protections of this policy, and you will be notified.

7.What we never do

• We never sell your personal or business information — to anyone, for any price.
• We never share your data with advertisers, data brokers, or marketing networks.
• We never allow one client to access another client's data. Every portal is isolated: your data is segregated by account, your files are stored in your own protected space, and your credentials work only on your own portal.

8.Data security

We employ industry-standard safeguards, including encrypted connections (HTTPS/TLS) for all data in transit, one-way hashed passwords, unique per-client API credentials, strict tenant isolation at the database and file-storage level, and access controls limiting administrative access. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security; you are responsible for keeping your login credentials confidential.

If we become aware of a data breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

9.Data retention & deletion

We retain your data for as long as your account is active or as needed to provide the Services. When your account is closed, we will delete or irreversibly anonymize your data within a commercially reasonable period, except where retention is required by law (e.g., tax and accounting obligations) or for the establishment or defense of legal claims. You may request deletion of your data at any time by contacting info@aibexa.com.

10.Your rights & choices

Depending on where you live, you may have the right to: access the personal information we hold about you; request correction of inaccurate information; request deletion; receive a portable copy of your data; and object to or restrict certain processing. Residents of California and other U.S. states with comprehensive privacy laws may exercise these rights without discrimination — and because we do not sell or share personal information for advertising, there is nothing to opt out of.

To exercise any right, email info@aibexa.com. We will verify your identity and respond within the time required by applicable law.

11.Cookies

Client portals use strictly necessary session cookies to keep you signed in securely. We do not use advertising cookies, cross-site tracking cookies, or third-party analytics trackers on client portals.

12.Children's privacy

The Services are business tools intended for adults. They are not directed to anyone under 18, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will delete it.

13.Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be announced on this page with an updated effective date, and where required by law, by direct notice. Your continued use of the Services after changes take effect constitutes acceptance of the revised policy.