Bookkeeping Bot Privacy Policy

Effective September 29, 2026. Last updated September 29, 2026.

Bookkeeping Bot is a tool that Penland LLC ("Penland," "we," "us," or "our"), through its Penland Bookkeeping division, uses to perform bookkeeping for clients who use Xero. This policy covers only the data Bookkeeping Bot accesses through its connection to Xero. Penland's other services are covered by the Penland LLC Privacy Policy.

1. Who uses Bookkeeping Bot

Bookkeeping Bot is not a public or self-service app. Penland Bookkeeping uses it on behalf of clients who have engaged Penland Bookkeeping for bookkeeping, and it connects to a client's Xero organisation only after a person with authority for that organisation approves the connection in Xero.

2. What we access

Bookkeeping Bot accesses the data in the connected Xero organisation that the permissions approved during connection allow. Depending on those permissions, that can include:

• organisation details and settings;
• contacts, such as customers and suppliers;
• invoices, bills, credit notes, and payments;
• bank transactions and bank statement lines;
• the chart of accounts, tracking categories, and journals;
• financial reports;
• the name and email address of the person who approved the connection.

3. How we use it

Only to perform the bookkeeping work the client has engaged Penland Bookkeeping to do: coding and reconciling transactions, preparing reports, flagging items that need the client's attention, and answering the client's questions about its own books.

We do not use Xero data for marketing, we do not sell it, and we never use one client's data for another client's work.

4. AI processing

Bookkeeping Bot uses AI services to read and organise accounting data.

• Xero data is never used to train, fine-tune, or improve any AI model.
• Model training is turned off in the AI service we use, so Xero data is not used to train it.
• We review what the tool produces before relying on it for a client.

5. Sharing

Xero data is shared only with the service providers needed to run Bookkeeping Bot, such as hosting and AI providers, who process it only to provide their service to us, or when required by law. It is never shared for marketing or advertising.

6. Storage, security, and retention

• Connection credentials are stored securely and are never shared.
• Access is limited to the Penland Bookkeeping staff working on that client's engagement.
• We keep data retrieved from Xero only as long as the engagement requires, then delete it, except where we must retain records by law or under the engagement. Some data may be saved in the AI service's chat history.

7. Disconnecting

A client can revoke Bookkeeping Bot's access at any time in Xero, under Settings → Connected apps, or by emailing us. Once access is revoked, the tool can no longer read that organisation's data.

8. Your rights

You can ask us what Xero data we hold for your organisation, ask us to correct it, or ask us to delete it, subject to any records we must keep by law. Email support@penlandllc.com.

9. Xero

Data stored in Xero itself is governed by Xero's own privacy policy. Xero is a trademark of Xero Limited. Bookkeeping Bot is not affiliated with, endorsed by, or sponsored by Xero.

10. Changes to this policy

If we change this policy, we will update the "Last updated" date above and tell connected clients about material changes before they take effect.

11. Contact