CountWell privacy policy

Who is responsible

Accuvio Accounting runs the service. For the books and documents a practice keeps in the hub, the practice and its client companies are the responsible parties and we are their operator (see Schedule 1 of the terms). For the accounts people create to sign in, and for the running of the service itself, we are the responsible party.

What we collect

We collect only what the service needs:

• Sign-in details: your name, email address, a password or one-time codes, and when and from where you signed in.
• Practice and company details: names, registration and VAT numbers, year ends and the settings the practice chooses.
• Books and documents: ledger data the practice connects, bills and receipts sent in, answers to questions, expense claims (including the claimant's name and the receipts), stock and cash flow records.
• People at a company the practice keeps in its address book, so meetings and tasks can be matched to them.
• Technical records: the audit trail of every change, error logs and rate-limit counters. We do not use advertising or tracking cookies.

Why we use it

• To run the service: read documents, propose coding, ask and record answers, keep subledgers, post approved entries to the ledger, send reminders and notices.
• To keep it safe: sign-in, access control, audit trail, detecting misuse.
• To meet legal duties: tax and company law record keeping, responding to lawful requests.
• Never to train an AI model, to profile people for marketing, or to sell to anyone.

Where it goes

The service runs on providers outside South Africa. Each holds only what its part of the service needs, under written terms that protect the data at least as POPIA requires:

• Vercel: Hosts the two apps and runs their server code. Data held in Dublin, Ireland (EU), with Vercel's global network serving static files. Under Vercel's Data Processing Agreement.
• Supabase (on Amazon Web Services): The database, sign-in and file storage. Data held in Ireland (EU), AWS eu-west-1. Under Supabase's Data Processing Addendum.
• Cloudflare: Receives bills emailed to a company's forwarding address and passes them to the hub. Data held in Cloudflare's global network; the message is processed in transit and not kept by Cloudflare. Under Cloudflare's Data Processing Addendum.
• Anthropic: Reads bills, receipts and short answers to propose coding (the AI provider). Data held in United States. Under Anthropic's commercial terms: inputs and outputs are not used to train its models and are kept only as its terms allow.
• Resend: Sends the hub's emails (reminders, notices, invitations) when the practice turns email on. Data held in United States. Under Resend's Data Processing Agreement.
• Google: Calendar and Drive, only for a practice that connects them for its own meetings and notes. Data held in Google's data centres under Google's terms. Under Google's API Services User Data Policy.
• Xero: The accounting ledger the practice connects; the hub reads from and writes to it on the practice's instruction. Data held in Xero's data centres under Xero's own terms. Under Xero's terms of use between Xero and the practice or company.

How long we keep it

Books, documents and the audit trail: for as long as the company is connected, then deleted within 30 days of disconnection or of a request, except what tax and company law require to be kept (five years for accounting records) and the record of what was posted to the ledger.

Sign-in records: twelve months. Error logs: thirty days. Acceptances of these terms: for as long as the account exists and five years after.

Your rights

You may ask what personal information we hold about you, have it corrected or deleted, object to its processing, and complain to the Information Regulator of South Africa (inforeg.org.za). Write to ane@countwellhub.com. Where the practice is the responsible party we will pass your request to it and help it answer. We answer within 30 days.

Children

The service is for people at work. We do not knowingly collect information about anyone under 18.

Changes

We may change this policy. The version and date are shown at the top; a change that matters to you is shown in the hub and asked about before you carry on. Questions go to ane@countwellhub.com.