BoKapsys

Bokapsys Privacy Policy & Data Handling

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal Data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or plural.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for You to access our Service or parts of our Service.

Affiliatemeans an entity that controls, is controlled by, or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest, or other securities entitled to vote for election of directors or other managing authority.

Company(referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to BoKapsys.

Cookies are small files that are placed on Your computer, mobile device, or any other device by a website, containing the details of Your browsing history on that website among its many uses.

Device means any device that can access the Service, such as a computer, cellphone, or digital tablet.

Personal Data is any information that relates to an identified or identifiable individual.

Service refers to the Website.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, provide the Service on behalf of the Company, perform services related to the Service, or assist the Company in analyzing how the Service is used.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Website refers to bokapsys.com.

You means the individual accessing or using the Service, or the company or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, State, Province, ZIP/Postal code, City
  • Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers, and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:

Cookies or Browser Cookies: A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.

Web Beacons: Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

Cookies Policy / Notice Acceptance Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

SMS / Mobile Messaging

If You provide Your mobile phone number and opt in through one of our web forms, BoKapsys may send You text (SMS) messages related to customer care, appointment scheduling, account or service updates, and responses to Your inquiries.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Opt-In Consent. We only send text messages to individuals who have provided express written consent by checking the SMS consent box on one of our web forms (Contact, Quote, or Callback request). Consent to receive text messages is not a condition of purchasing any goods or services.

Message Frequency. Message frequency varies based on Your interactions with Us and the nature of Your request.

Message and Data Rates.Message and data rates may apply. Please consult Your mobile carrier's plan for details. BoKapsys is not responsible for any charges imposed by Your mobile carrier.

Opt-Out. You can cancel the SMS service at any time by replying STOP to any text message You receive from Us. After You send STOP, We will send a confirmation message and then stop sending SMS messages to You. To opt back in, You may sign up again through one of our web forms.

Help. If You experience any issues with the messaging program, reply HELP to any message for assistance, or contact us. You can also call us at 888-745-2855.

Carriers. Carriers are not liable for delayed or undelivered messages.

Sign in with Google and Microsoft

Bokapsys offers "Sign in with Google" and "Sign in with Microsoft" as optional ways to create or access Your account. If You choose to use one of these options, the identity provider authenticates You and returns a limited set of profile information to Us.

What we receive. When You sign in with Google or Microsoft, We request only the basic profile scopes (openid, email, and profile). The specific fields We receive are:

  • Your email address
  • Your first name and last name (display name)
  • Your profile picture URL, if You have one
  • The unique identifier the provider assigns to Your account (Google "sub" / Microsoft "oid"), which We use to link Your sign-in to Your Bokapsys account

What we do not access. We do not request, read, or store any of Your Google or Microsoft content. We do not access Your Gmail, Outlook mail, Google Drive, OneDrive, Calendar, Contacts, or any other data held in Your Google or Microsoft account. We do not post on Your behalf and We do not have offline access to Your account beyond the sign-in itself.

How we use it. We use the information returned by Google or Microsoft solely to:

  • Create Your Bokapsys account on first sign-in
  • Authenticate You on subsequent sign-ins
  • Display Your name and profile picture inside the product
  • Send You account- and service-related email

How we share it. We do not sell, rent, or share the information We receive from Google or Microsoft with third parties for advertising or marketing. We share it only with the sub-processors that operate our Service (cloud hosting, transactional email, error monitoring) and only to the extent necessary to run the Service, as described elsewhere in this Policy.

Use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

How to revoke access.You can revoke Bokapsys's access to Your Google or Microsoft profile at any time:

Revoking access at Google or Microsoft prevents future sign-ins through that provider but does not delete Your Bokapsys account.

How to delete Your Bokapsys account. Sign in to Bokapsys and go to Profile → Delete account. We will email You a confirmation code; entering it permanently deletes Your user record. Workspaces You solely own are closed at the same time and any active subscription on them is canceled at the end of the current billing period (You keep access through what You have already paid for). Workspaces You share with other members remain available to those members, since the workspace and its data belong to the workspace, not to any individual user.

If You are unable to access the in-product flow for any reason, contact us and we will action the deletion on Your behalf.

Connecting Your Gmail account (Finance Inbox)

Bokapsys offers an optional "Finance Inbox" feature that connects to Your Gmail mailbox to automatically detect invoices, bills, receipts, and bank statements and convert them into draft accounting entries for Your review. This feature is entirely opt-in — You must explicitly authorize the connection from inside Bokapsys, and You can disconnect it at any time without losing access to the rest of the product.

Scope We request. When You connect Gmail, We request a single Gmail API scope: https://www.googleapis.com/auth/gmail.readonly. This grants Us read-only access to Your messages. We never request, and Google does not grant Us, the ability to send, modify, label, archive, or delete Your email.

What we read. Once connected, Bokapsys reads:

  • The subject, sender, snippet, and internal timestamp of messages in Your inbox (and, depending on Your settings, in selected labels)
  • The plain-text and HTML body of those messages, used to detect financial documents
  • File attachments on those messages (PDFs, images), used to extract structured invoice / bill / receipt data
  • The unique identifier Gmail assigns to each message and thread, used to avoid re-importing the same message twice

What we do NOT read. We do not read messages outside the labels You select. We do not read Your Gmail settings, filters, contacts, drafts, sent mail, calendar, Google Drive, or any other Google service. We have no access to messages You sent or received before, or after, You disconnect the integration.

How we use the data. Email content read from Your mailbox is used solely to:

  • Detect whether a message contains a financial document (invoice, bill, receipt, statement)
  • Extract structured fields (vendor, amount, currency, dates, line items) and present them to You as a draft entry inside Bokapsys
  • Hold the draft in a private Finance Inbox queue for Your review — email content never automatically posts into Your accounting ledger; only You can promote a draft to a real invoice or bill
  • Power related in-product features that operate over the draft (categorization, duplicate detection, audit trail of Your decisions)

We do not use email content for advertising, We do not sell or transfer it to any third party for advertising, and We do not use it to develop or train generalized machine-learning models. Use of data obtained from Gmail APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

Sub-processors. To detect financial documents and extract structured fields from email body and attachments, We send the relevant message content to the following sub-processors strictly for processing on Our behalf:

  • OpenAI, L.L.C.— large-language-model extraction of vendor, amount, date, line items, and other structured fields from message body and attachment text. We have opted Our organization out of OpenAI's training-data program, so message content sent for extraction is not used to improve their models. OpenAI's data policy is described at openai.com/policies/api-data-usage-policies.
  • Google LLC (Gmail API).Read-only access to Your mailbox is the source of the data. Google's privacy and security commitments apply at the source.
  • Amazon Web Services, Inc.— cloud infrastructure (Amazon RDS for the database, Amazon S3 for attachment storage) in the us-east-2 region.

Where Your email data is stored. Email metadata (subject, sender, snippet, timestamps), message bodies, and attachment binaries are stored inside Our private cloud environment on AWS in the us-east-2 region, isolated to Your workspace by application-layer tenant scoping. Access is restricted to authenticated application processes; every read and mutation is logged to an immutable audit log. The following elements are additionally encrypted at the application layer using AES-256-GCM with an application-managed key, on top of the transport encryption (TLS 1.2+) and access controls applied to the underlying storage:

  • OAuth refresh and access tokens issued by Google to Bokapsys
  • Email body content (both plain-text and HTML representations)

Email metadata that is used for in-product search and listing (subject lines, sender addresses, short previews / snippets) is stored in queryable form so that You can search Your inbox inside Bokapsys; this metadata is protected by the same network isolation, tenant scoping, and access controls as the encrypted content.

Retention. Email content fetched from Gmail is retained for as long as the integration is connected and Your Bokapsys account is active. Disconnecting the Gmail integration removes the stored OAuth tokens immediately and stops further sync. Deleting Your Bokapsys account removes the stored email content, attachments, and tokens from Our active systems within 7 days, and from encrypted database backups within 30 days as those automated backups roll off the standard retention window.

Your controls. You can:

  • Disconnect Gmail at any time from Account → Finance Inbox — takes effect immediately
  • Revoke Bokapsys's Gmail access directly at Google: myaccount.google.com/permissions
  • Delete Your Bokapsys account (Profile → Delete account), which removes Your email data per the retention section above
  • Contact support to request a one-off purge of specific messages or attachments

Human review. Bokapsys staff do not read the contents of Your mailbox as part of normal operations. We may access individual messages only with Your explicit consent (for example, when You forward a support ticket and ask Us to look at a specific extraction error) or when required to investigate security incidents or comply with a legal obligation.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • For the performance of a contract: the development, compliance, and undertaking of the purchase contract for the products, items, or services You have purchased or of any other contract with Us through the Service.
  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products, or contracted services, including security updates, when necessary or reasonable for their implementation.
  • To provide You with news, special offers, and general information about other goods, services, and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
  • To manage Your requests: To attend and manage Your requests to Us.
  • For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns, and to evaluate and improve our Service, products, services, marketing, and your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners, or other companies that We control or that are under common control with Us.
  • With business partners: We may share Your information with Our business partners to offer You certain products, services, or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to - and maintained on - computers located outside of Your state, province, country, or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

Our Service may give You the ability to delete certain information about You from within the Service.

You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.

Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition, or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law Enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

Other Legal Requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third-party link, You will be directed to that third-party's site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us by visiting our Contact page.