Privacy policy
Last updated 10 November 2026
This policy explains what personal data Keepando holds, why it holds it, who else handles it and what your rights are. It is written for the people who use Keepando and for the people whose details appear in the records they keep in it.
1. Who we are
Keepando provides the Keepando bookkeeping service. You can contact us about anything in this policy at info@keepando.com.
Keepando has two roles under the General Data Protection Regulation (GDPR):
- Controller for the data about you as a user: your account, your sign-in and how you use the service.
- Processor for the business records a company keeps in Keepando, such as orders, bank transactions and invoices. These can include personal data about that company's customers and suppliers. The company is the controller of those records. We process them only to provide the service, on its instructions, under the data processing terms in our terms of service.
2. What we hold
About you as a user
- Account: your name, email address and password. Passwords are never stored as typed; we keep only a one-way scrypt hash.
- Two-factor sign-in, if you turn it on: the secret your authenticator app uses, and recovery codes, which we store only as hashes.
- Company details you enter: company name, tax or VAT number, country, address and similar details used on reports.
- Access and security:
- sign-in sessions, stored as hashes;
- the companies and roles you have access to;
- invitations you send or receive;
- the AI assistants you connect and the access tokens you create, stored as hashes;
- a history of the changes and decisions you make, kept so you and your accountant can see who did what;
- your IP address, used briefly in memory to slow down repeated failed sign-ins.
- Emails we send you: password-reset links and invitations, and the delivery records of those emails.
- Shop connection, if you connect one: the name of your Shopify store and the access key Shopify issues to Keepando. We store the key encrypted.
- Analytics, only if you agree to them: how the website and app are used. This includes:
- the pages and features opened;
- the device, browser and approximate location (country or city);
- the page that referred you;
- a random identifier stored in an analytics cookie.
In the records a company keeps
The files and exports a company imports can contain personal data, for example:
- customers' names, addresses and email addresses on shop orders;
- the names of the people and businesses on bank transactions;
- contact details on supplier invoices.
The company decides what to import, or which shop to connect. Keepando uses these records only to provide the service to that company.
3. Why we use it, and our legal basis
| Purpose | Legal basis (GDPR Article 6) |
|---|---|
| Creating and running your account, signing you in, and providing the service you signed up for | Performance of a contract (6(1)(b)) |
| Sending password-reset links and invitations you or your company asked for | Performance of a contract (6(1)(b)) |
| Keeping the service secure: preventing misuse, limiting sign-in attempts, keeping a history of changes | Legitimate interests (6(1)(f)) in protecting you, your company's records and the service |
| Bringing in orders, refunds and payouts from a shop you connect | Performance of a contract (6(1)(b)), on the company's instructions as its processor |
| Analytics: understanding how Keepando is used, so we can improve it | Your consent (6(1)(a)), which you can withdraw at any time through Cookie settings |
| Answering your questions and support requests | Legitimate interests (6(1)(f)), or contract where the request concerns your account |
| Meeting legal obligations, such as responding to lawful requests from authorities | Legal obligation (6(1)(c)) |
We do not use your data for advertising. We do not sell it. We do not make decisions about you that have legal or similarly significant effects by automated means alone.
4. AI assistants
Keepando does not send your records to any AI provider itself. If you connect an AI assistant to your company, over the Model Context Protocol (MCP), after you sign in and approve it, that assistant reads the records of the company you chose. It reads them on your instruction, under your own agreement with the assistant's provider. You can disconnect it at any time in Settings. An assistant can propose changes, but it can only apply them when you have allowed it to.
5. Shopify
When you connect your Shopify store, you authorise Keepando to read your orders, refunds, payouts and related details through Shopify's API. This includes your customers' names, addresses and email addresses on those orders. Keepando reads only what it needs for bookkeeping and does not change anything in your store.
Disconnecting the store, or uninstalling Keepando from Shopify, stops new data coming in. When Shopify tells us that one of your customers has asked for their data to be erased, we erase or anonymise that customer's personal details in your records. Your figures stay intact. When Shopify tells us that a store has removed Keepando, we delete that store's data as Shopify requires, unless you are still using the company in Keepando.
6. Who else handles data
We use a small number of service providers (sub-processors). They handle data only on our instructions and under written agreements.
| Provider | What for | Where |
|---|---|---|
| DigitalOcean | Hosting: the servers, databases, file storage and backups where Keepando and your records are kept | DigitalOcean's data centre in London, United Kingdom. The EU recognises the UK's data protection as adequate (an adequacy decision under GDPR Article 45). DigitalOcean is a US company; any transfer to the US is covered by the EU–US Data Privacy Framework or the EU Standard Contractual Clauses |
| Resend | Sending password-reset and invitation emails: the recipient's address and the content of the email | Sent from Resend's EU region (Ireland). Resend is a US company; any transfer outside the EEA is covered by the EU Standard Contractual Clauses or another safeguard under GDPR Chapter V |
| Google (Google Analytics 4) | Analytics, only with your consent: usage data and the analytics cookie identifier. No financial records. Google Analytics 4 does not log or store IP addresses | Provided by Google Ireland Limited. Data may be processed in the US under the EU–US Data Privacy Framework and the EU Standard Contractual Clauses |
We keep this list up to date and announce new sub-processors in advance, as our terms describe. Shopify is not on this list: it is your own provider, and Keepando receives data from it on your instruction.
We may also disclose data where the law requires it, or to protect the rights, property or safety of Keepando, our users or others.
7. How long we keep it
- Account data: for as long as your account is open. When you close your account, we delete it within 30 days. Copies in backups are overwritten within a further 35 days.
- A company's records: for as long as the company uses Keepando. When the company stops, we delete them in the same way. Most countries require businesses to keep their accounting records for several years, often six or more. That obligation is the company's, so export your records before you close the account.
- Sign-in sessions: expire after 30 days. Password-reset links expire after 30 minutes, and invitations after 7 days.
- Failed sign-in counters: kept in memory only, for minutes.
- Analytics: kept by Google Analytics for 14 months, then deleted automatically. If you withdraw consent, the analytics cookies are removed and no further data is collected.
8. Security
We protect data with:
- hashed passwords, sessions and sign-in links;
- optional two-factor sign-in;
- encrypted connections (HTTPS);
- encrypted storage of shop access keys;
- limits on repeated sign-in attempts;
- role-based access, so an invited accountant can read but not change records;
- separation of each company's records and files.
If a personal data breach puts your rights at risk, we will tell you and the Data Protection Commission, as the law requires.
9. Your rights
You have these rights over the personal data we hold about you:
- to access it;
- to correct it;
- to have it erased;
- to restrict or object to how we use it;
- to withdraw consent to analytics at any time;
- to receive it in a portable format. Your company's records can also be exported as CSV at any time.
To use any of these rights, email info@keepando.com. We will reply within one month.
If your details appear in a company's records, for example as a customer of a shop that uses Keepando, please contact that company first. It is the controller of those records. If you contact us, we will pass your request to the company.
You can complain to the Data Protection Commission, the supervisory authority in Ireland, where Keepando is run from, at dataprotection.ie. You can also complain to the authority in the EU country where you live or work. We would appreciate the chance to resolve your concern first.
10. Cookies
Keepando uses cookies it needs to sign you in and remember your choices. It uses analytics cookies only if you accept them. It uses no advertising cookies. The cookies page lists them all.
11. Who Keepando is for
Keepando is a service for businesses and the people who work for them. It is not meant for anyone under 18.
12. Changes
If we change this policy, we will update the date at the top. If a change is significant, we will tell account holders by email or in the app before it takes effect.