Privacy Policy

Last updated: October 21, 2026

Clickbooks Online ("we") builds bookkeeping records for small businesses from the bank, e-wallet, credit card and marketplace files they upload. This policy explains what we collect, what we keep, and your rights under the Data Privacy Act of 2012 (Republic Act No. 10173).

Who we are

Clickbooks Online is a business based in Mandaluyong City, Philippines. Our Data Protection Officer can be reached at clickbooks@clickbooksonline.com.

What we never collect

• Your online banking or e-wallet username, password or one-time PIN (OTP).
• Your full card number, CVV or expiry date.
• The password of your PDF statements. It is used only in your browser to open the file.
• The files you upload. They are read in your browser and never stored on our servers.

What we keep

• Your account: your email address and a scrambled (hashed) version of your password. We can't see your password.
• Your business: the business name and description you give us.
• Your books: the accounts you add (such as "BDO Savings" or "Shopee Seller Balance", with the last 4 digits if shown) and, for each transaction, its date, description, amount and category. For each uploaded file we keep its name, statement period, opening and closing balance, and whether it matched. This is what lets your books build up month after month.
• Personal expense tracker: if you add one, the transactions from the files you upload to it (date, description, amount, category), kept separately from your business books under the same login. As with business files, the files themselves are never stored.
• Inventory: the items, quantities, costs and stock counts you enter.
• Pro features: if you use billing statements, bills or payroll, we keep what you enter: your customers' and suppliers' names, emails, addresses and TINs; document lines and amounts; and your employees' names, positions, salaries and payroll figures. We don't ask for employees' SSS, PhilHealth, Pag-IBIG or tax ID numbers. You're responsible for having your employees' and customers' consent to record this.
• Company details and logo: the name, address, TIN, phone, email, website and logo you add in Settings, so they can be printed on your billing statements, bills and payslips. Only you can see your logo.
• Tax profile: your registered name, TIN, RDO code and address, if you enter them, and the tax figures you type in.
• Sign-in sessions: a random code in a secure cookie that keeps you signed in for up to 30 days.

We keep this until you delete it. You can remove a single file, an account, or your whole account and all its data at any time from the app. Deletion is immediate and permanent.

How your files are read

• On your device: your browser opens each file, removes lines with your name and address, masks card numbers, account numbers, phone numbers and email addresses, and blanks out buyer name, address and contact columns in marketplace reports. You can see the exact text before it is sent. Screenshots and scanned PDFs are sent as images, and we can't remove details from them automatically.
• Our AI provider: the cleaned text or images are passed through our server to Claude, made by Anthropic, PBC, which finds and categorizes the transactions. Under Anthropic's commercial terms, our customers' data is not used to train its models. Anthropic deletes requests within 30 days, except where it must keep them longer to enforce its usage policy or comply with the law.
• Excel downloads are built in your browser and saved to your device.

Other information

• Invite code: during the beta we check your invite code when you create an account.
• Technical data: your IP address is used briefly to limit sign-in attempts and requests, which protects your account and the service from abuse. Our hosting provider keeps short-lived technical logs (such as time of request and error codes); these don't contain your file contents.
• Email: if you write to us, we keep your email to reply.

Why we process it

We process your information to provide the service you signed up for, to keep it secure, and to meet legal obligations.

Who we share it with

Only the service providers needed to run Clickbooks Online: Cloudflare, Inc. (hosting and database) and Anthropic, PBC (AI processing). Both are outside the Philippines. We don't sell your data or share it for advertising. We don't look at your books unless you ask us to help with a problem.

Your rights

Under the Data Privacy Act you have the right to be informed, to access, to object, to correct, to erase or block, to data portability, and to file a complaint with the National Privacy Commission. You can download all your books as an Excel file and delete everything from the app's Settings. For anything else, email clickbooks@clickbooksonline.com.

Security

All traffic is encrypted (HTTPS). Passwords are hashed, sign-in attempts are rate limited, and each customer can only reach their own books. Personal details are removed before a file leaves your device. If a personal data breach happens, we will notify the National Privacy Commission and affected users as the law requires.

Changes

If we change this policy we will update the date above and tell you in the app.

Contact

clickbooks@clickbooksonline.com · Mandaluyong City, Philippines