Privacy Policy

1. Who processes the data

BAS Digital s.r.o. (address above), dev@basdigital.cz. BAS login details and accounting documents belong to the company that uses the application. For this data we act as a processor on behalf of that company under our contract with it. Requests about the content of documents — for example, from a counterparty named on an invoice — should be addressed to that company.

2. Accounting data

The mobile application connects directly to your company's BAS database and displays its data; this data does not pass through our servers. Some of it is stored on the device so that the application works faster and without a connection. The web version accesses the BAS database through our server and does not store accounting data.

3. Signing in

The server address, database name and login are stored on the device; the password is stored in the device's secure storage (iOS Keychain, Android Keystore). Our server keeps an account record — BAS login, role, and the dates of creation and last sign-in — and a session for up to 8 hours. Your BAS password is never written to our database; during a session it is held only in the server's memory.

4. Invoice scanning

A photo or PDF of an invoice that you submit is stored on our server in encrypted form (AES-256-GCM). To read its details, the file is sent to Anthropic (see section 7) without your login, database name or user name. The document and the file are then uploaded to your company's BAS database. Files are visible to employees of your company within their role; our support can see them only if your company's administrator has enabled support access, and every such access is recorded in a log.

5. The AI Assistant (“Ask BAS”)

The text of your question, together with extracts of data that the application retrieved from your BAS database to answer it, is sent through our server to Anthropic. Your login, password and database name are not sent. The assistant only reads data and never changes anything in BAS.

6. Feedback

When you send a message from the “Write to us” screen, we receive its text, a screenshot if you attach one, and technical details: application version, screen, server address and database name, and a list of recent requests with their timing. The application shows what will be sent before you send it.

7. Who receives the data

• —Anthropic PBC (USA) — invoice recognition and the assistant. Under Anthropic's commercial terms, data received through its API is not used to train models and is deleted automatically within 30 days, except where retention is required by law or by its usage policy. Processing may take place in the USA; the transfer is based on the EU Standard Contractual Clauses.
• —Hetzner Online GmbH (Germany) — hosting of our server; the servers are located in the European Union.
• —Google LLC (USA) — only in the Android app: the document scanner and the barcode scanner use Google ML Kit services. Images are processed on the device and are not sent to Google. ML Kit sends Google technical information about the device and the app (e.g. device model, operating system version, app name and version), an installation identifier and scanner performance metrics. Google uses them for diagnostics and usage statistics of its services as an independent controller under its privacy policy (https://policies.google.com/privacy). The data may be transferred to the USA; Google LLC participates in the EU–US Data Privacy Framework. Our legal basis is our legitimate interest in the reliable operation of the scanner (Art. 6(1)(f) GDPR). ML Kit is not used in the iPhone app or the web version.
• —Your company's BAS database — your company's own infrastructure; documents that you create or upload are sent there.

8. What the application does not do

It does not show advertising, does not track you across other apps or websites, does not use third-party analytics or crash-reporting tools (except for the technical information that Google ML Kit receives on Android — see section 7), and does not access your location, contacts or calendar. If the application crashes, it sends a short technical report to our server: the type of error, the place in the application's code, the application version and the platform. The report contains neither the error text nor data from your database. Fonts are built into the application, so it does not contact third-party servers when it starts.

9. Device permissions

Camera — to photograph invoices and scan barcodes. Photos — to pick an invoice you have already photographed. Microphone and speech recognition — to ask the assistant by voice; speech is recognised by the device's operating system (iOS or Android) and the audio is not sent to us. Face ID — to unlock the application; the check takes place on the device only and the application receives only a yes/no result. You can withdraw any permission in your phone's settings.

10. How long data is kept

A session lasts up to 8 hours or until you sign out. Invoice files are kept for the period agreed in the contract with your company; where no period has been agreed, they are not deleted automatically and are removed on request. The activity log (who created, approved or opened a document) is kept for 11 years as evidence for accounting purposes; IP addresses in it are stored only as a hash and erased after 30 days. Technical crash reports are kept for 30 days.

11. Opting out and deleting data

You can turn invoice scanning and the assistant off in the application's settings; your company's administrator can turn off AI features for the whole company. Removing an account in Settings → Switch account deletes its saved password from the device. To delete your account record and data from our server, write to dev@basdigital.cz.

12. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and objection, and the right to lodge a complaint with the Office for Personal Data Protection (Úřad pro ochranu osobních údajů, uoou.cz). Send requests to dev@basdigital.cz.

13. Children

The application is intended for use by businesses and is not directed at children.

14. Google API data — information we access

Our application may access the following user data via Google OAuth 2.0 authorization, only where necessary and explicitly authorized by the user:

• —Basic Google Account information (name, email address, profile image)
• —Google Drive files and metadata that the user explicitly selects or grants permission to view
• —Google Sheets content, where applicable, for automation and report generation

15. Google API data — how we use the data

The accessed data is used solely to provide and improve the services offered by the application, including automating bookkeeping, analytics and financial reporting, displaying relevant data to the authenticated user, and enabling synchronization with Google Workspace tools. We do not use Google user data for advertising, profiling or unrelated analytics.

16. Google API data — storage and retention

We do not permanently store Google user data on our servers unless explicitly required to provide the service. Any temporarily cached data is deleted once processing is complete or after the user disconnects their Google account. All stored data is encrypted in transit (HTTPS) and at rest.

17. Google API data — sharing and disclosure

We do not sell, rent, trade or disclose Google user data to third parties. Data may be shared only when required by law or valid legal process, or to protect our legal rights. No Google user data is shared with external partners or advertisers.

18. Google API data — security

We use industry-standard security measures, including SSL/TLS encryption, restricted access and periodic security audits, to protect user data from unauthorized access, disclosure, alteration or destruction.

19. Google API data — user control and deletion

Users retain full control over their data. You can revoke access to your Google account at any time via Google Account Permissions, and request deletion of any locally stored or cached data by contacting us at the email below. Once access is revoked, our application can no longer access your Google data.

20. Compliance with Google policies

Our application adheres to the Google API Services User Data Policy, including the Limited Use requirements, ensuring data is used only for purposes directly related to the application's core functionality.

21. Changes to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on this page. Significant changes will be communicated here or via email, if applicable.

22. Contact Us

If you have any questions about this Privacy Policy or your data, please contact us at s@basdigital.cz. Questions about the BAS Digital ERP application: dev@basdigital.cz.