Privacy & data protection

CleanRows is bookkeeping software used by an accounting practice to prepare your books. Your bookkeeper decides what information is collected; CleanRows stores and protects it on their behalf.

Bank statements you or your bookkeeper upload, and — only if you choose to connect an account — account details (name, type, last four digits, balances) and transactions (date, description, amount) received through Plaid. Messages, notes and files you send through a questions link are stored with the transaction they relate to.

Banking usernames and passwords are entered only inside Plaid's own window. They are never seen, transmitted or stored by CleanRows or your bookkeeper.

Solely to prepare, review and report on your books: naming merchants, categorising transactions, reconciling statements and producing reports for your bookkeeper. Your information is never sold, rented, or used for advertising or profiling.

All traffic uses TLS 1.2 or higher. Data is encrypted at rest, and bank connection credentials and share links receive a second layer of AES-256 encryption using a key held outside the database. Access is restricted to the practice that owns the record and enforced at the database level, and bookkeeper accounts require two-step sign-in. Sensitive actions are recorded in an access log.

Your bookkeeper, and the service providers needed to run the software: Plaid (bank connections), our hosting and database provider, and the model provider used to read statement text. No other party receives your information, except where the law requires it.

Records are kept while your bookkeeper needs them for your engagement and any retention period their profession requires (commonly seven years). When a client file is closed a purge date is set, after which transactions, statements, files and bank connections are permanently deleted.

You can withdraw a bank connection at any time by asking your bookkeeper to disconnect it; the connection is ended at Plaid immediately and no further transactions are received. You can also ask your bookkeeper for a copy of what is held about you, for corrections, or for deletion where records are no longer required by law.

Questions about your own records should go to your bookkeeping practice, who is the controller of that information. For questions about the software itself, contact the practice and they will reach us.