Privacy policy

Who we are

Quidwise CFO is an AI finance director for UK small businesses, operated by CIJ Labs (“we”) [legal entity name, company number and registered address to be completed]. We are the data controller for your account data and for the business data you connect. Contact: info@cijlabs.com.

What we collect

• Your account: your email address and name, the businesses you belong to and your role in each, and sign-in records.
• Bank data you connect through a regulated Open Banking provider (TrueLayer or Enable Banking): account names, balances and transactions. Access is read-only: we cannot move money. Your consent lasts up to 90 days at a time and you can withdraw it whenever you like.
• Accounting data you connect (Xero, QuickBooks, Sage): chart of accounts, contacts, invoices, bills, payments and journals. Read-only.
• Email you connect (Gmail, Microsoft 365 / Outlook or any IMAP mailbox): see the next section.
• WhatsApp: if you pair a number, we keep that number and the messages you exchange with Ada, the CFO, so she can answer and keep the thread.
• Voice: if you talk to Ada, your speech is turned into text to answer you; we keep the text of the conversation, not the recording.
• Notifications: the push subscriptions of your devices and the email addresses you add for alerts.
• Conversations with Ada in the app, what she remembers at your request, the tasks you give her, and usage events that help us fix problems.
• Billing: your plan and Stripe’s customer reference. Card details go to Stripe directly and never reach us.

Your Gmail, and Google user data

When you connect Gmail you grant two permissions: to read your email (gmail.readonly) and to send email (gmail.send). This is what we do with them:

• Reading. We look for messages about money: invoices, receipts, statements, reminders, tax and arrears letters. For those we store the sender, subject, date, a short extract, the amounts and dates found, the figures read from their attachments, and short summaries of ongoing matters (for example a dispute or a final demand) built from the emails about them. An email that matches the search but turns out not to be about money is kept only as a dismissed line (sender, subject, date and a short extract) so it is not read again; email that never matches the search is not fetched.
• Sending. Ada sends an email from your account only when you have approved that exact email, its recipients and its attachments, in the app or by replying YES on WhatsApp. Each approval sends once.
• Never. We do not delete, move, label or change your email, and cannot: the permissions do not allow it.

Quidwise CFO’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular: we use Gmail data only to provide the features you see in the app; we do not sell it, use it for advertising, or use it to train or improve AI models, ours or anyone else’s; we transfer it only to the processors below as needed to provide those features (for example the AI model that reads an invoice), or where the law requires; and no person at CIJ Labs reads it unless you ask us to (for support), it is needed for security, or the law requires it.

You can disconnect Gmail at any time from Settings, or at myaccount.google.com/permissions. Disconnecting deletes the access tokens at once.

Why we use it, and our lawful basis

To compute your figures (cash, runway, profit, tax set-aside, forecasts), to explain them, to warn you about problems, to answer your questions and to carry out the tasks you give Ada. Our lawful bases are the performance of our contract with you and our legitimate interest in running, securing and improving the service. We do not sell data, do not use it for advertising, and do not use your business data to train AI models.

Who processes it for us

• Anthropic, the AI model that reads documents and writes Ada’s words. The figures and text needed for each request are sent to it per request, under Anthropic’s commercial terms, which do not allow that data to be used to train their models. Anthropic may keep requests for a limited period for safety monitoring.
• TrueLayer, Enable Banking (Open Banking), Intuit, Xero, Sage, Google: the sources you choose to connect.
• Meta (WhatsApp messages), ElevenLabs (Ada’s voice and speech-to-text, when used), HeyGen LiveAvatar (Ada’s live face, when used), Resend (email delivery), Stripe (billing).
• Hosting and database: [hosting provider and database provider to be completed], with data stored in [the UK / the EU, region to be completed].

Some of these process data outside the UK. Where they do, the transfer is covered by UK adequacy regulations or the UK International Data Transfer Agreement (or the UK addendum to the EU standard contractual clauses).

How long we keep it

While your account is open. When you disconnect a source, its access tokens are deleted at once and you can ask us to delete its stored data. When you close your account we delete your business data within 30 days, and remove it from backups as they expire (within [35] days), except where the law requires us to keep records.

Deleting your data

Email info@cijlabs.com from the address on your account with the subject “Delete my data”, or reply STOP to Ada on WhatsApp and ask us to remove your number. We confirm within 30 days. You can also disconnect any source yourself from Settings.

Your rights

Under UK data protection law you can ask for a copy of your data, have it corrected, restrict or object to its use, have it deleted, and receive it in a portable form. Email us to use any of these; we answer within a month. If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office (ico.org.uk).

Cookies

We use only the cookies the service needs to work: one that keeps you signed in and short-lived ones that protect each connection while you link a bank, accounting system or mailbox. No advertising or third-party tracking cookies.

Security

Connection tokens are encrypted at rest; all traffic is encrypted in transit; sign-in uses one-time codes; access to each business is limited to its members; the database is backed up daily.

Changes

If we change this policy in a way that matters, we tell you by email before the change takes effect. The date at the top is the latest version.