Version 1.0 · 13 October 2026
This policy explains what BOGS Accounting (“BOGS”, “we”) does with personal information in BOGS EasyBooks. It is written to meet our obligations under PIPEDA, the federal privacy law that applies to us in Manitoba. It forms part of the EasyBooks Subscription Agreement.
We have tried to write it so you can actually tell what happens to your records. Where something leaves our control, we say so and we say where it goes.
1. Who is responsible
BOGS Accounting, Winnipeg, Manitoba, is responsible for the personal information described here. Questions, access requests and complaints go to sam@bogsbookkeeping.ca or 204-558-9283.
2. What we collect
About you
- Your name, business name, and email address, from registration.
- Your billing address and, if you give one, your GST/HST number — collected by Stripe when you subscribe.
- Your password, stored only as an irreversible scrambled value. We cannot read it.
- Basic technical records of your visits: IP address, browser, and the times you signed in.
What you put in
- Income, expenses, invoices, quotes, bills and time entries you record.
- Photographs of receipts and proofs of payment that you upload or forward by email.
- Mileage trips, odometer readings and vehicle details.
- Documents you send for electronic signature, and the record of who signed and when.
About other people
When you add a customer or supplier to EasyBooks, or upload a receipt with someone’s details on it, you are putting other people’s information into our system. You remain responsible for having the right to do that. We hold it on your behalf and use it only to run the service for you.
3. Why we collect it
- To run EasyBooks for you: producing your invoices, your reports and your GST/HST worksheet.
- To take your subscription payment and send you receipts for it.
- To answer you when you ask us for help.
- To keep the service secure and to investigate misuse.
- To meet legal and record-keeping obligations.
We do not sell your information. We do not use it to target advertising, and we do not share it with advertisers.
4. What we do not do
- We do not read your books for our own purposes.
- We do not use your business records to train our own systems or build products from them.
- We do not pass your information to other subscribers.
5. Reading your receipts — and what this means
This is the part most worth your attention, and the reason it has a section of its own.
When you photograph a receipt or a proof of payment and ask EasyBooks to read it, the image itself is sent to Anthropic, which operates the Claude service, so that the supplier, date, amount and a suggested category can be extracted. The image is sent in full. Anything printed on that receipt goes with it.
- Anthropic operates outside Canada. Your image is processed on servers in the United States and, while there, is subject to the laws of that country, including lawful access by its authorities.
- We send the image, and nothing about who you are. No account name, business name, or email address is attached to it.
- This happens only when you upload or forward a receipt for scanning. If you enter an expense by typing it in, no image is sent anywhere.
- Receipt scanning is a Growth and Pro feature. On the Starter plan nothing is sent for reading.
If you would rather no image of your records left Canada, enter expenses manually and do not use the email forwarding address. Everything else in EasyBooks works the same.
6. Who else sees your information
We use the following outside services. Each gets only what it needs to do its job.
| Service | What it receives | Where |
|---|---|---|
| Stripe | Your subscription payment details and billing address. Also processes card payments your own customers make to you. | United States |
| Anthropic (Claude) | Receipt and proof-of-payment images you ask EasyBooks to read. See clause 5. | United States |
| Bluehost (Newfold Digital), our web host | Everything stored in EasyBooks, as the system it runs on. | United States |
| Brevo (formerly Sendinblue), our email provider | The address and contents of notification emails we send you. | European Union |
| Telpay | Supplier payment details, only if you use the Bill Pay add-on. | Canada |
We may also disclose information where the law requires it, or to protect our rights or someone’s safety.
7. Information crossing the border
Some of the services above operate outside Canada. Information held in another country can be accessed by that country’s courts and authorities under its own laws, and Canadian privacy law does not prevent that. By using EasyBooks you accept that this happens. If that is not acceptable for your business, clause 5 explains the one feature that causes it and how to avoid using it.
8. How long we keep it
- While you are a subscriber, we keep your records so they are there when you need them. Receipts and the records behind them are kept for six years, which is the period the CRA may ask about.
- After your subscription ends we keep your data for 90 days, so you can come back or ask us for a copy, and may delete it after that.
- We keep what we must keep for our own tax and legal obligations for as long as those require.
9. Keeping it safe
- Connections to EasyBooks are encrypted.
- Passwords are stored scrambled and cannot be read by us or recovered.
- We never see or store your full card number. Stripe handles cards.
- Access by our staff is limited to what is needed to run the service and support you.
No system is perfectly secure. If a breach occurs that creates a real risk of significant harm to you, we will tell you and report it as the law requires.
10. Your rights
- Ask what we hold about you, and get a copy. We will respond within 30 days.
- Ask us to correct anything that is wrong.
- Export your own records as CSV at any time while your subscription is active.
- Withdraw your consent, subject to what the law and our agreement with you require. Withdrawing it may mean we can no longer provide EasyBooks.
- Complain to us first — we would rather hear it. If we do not resolve it, you can complain to the Office of the Privacy Commissioner of Canada.
11. The EasyBooks website
Our website uses cookies to keep you signed in and to understand which pages people read. You can block cookies in your browser; the sign-in will stop working if you do.
12. Children
EasyBooks is for businesses. It is not intended for anyone under 18, and we do not knowingly collect information from children.
13. Changes to this policy
We may update this policy. For a material change we will give at least 30 days’ notice by email and publish the new version on the EasyBooks website before it takes effect.
14. Contact
BOGS Accounting
Winnipeg, Manitoba, Canada
sam@bogsbookkeeping.ca · 204-558-9283