Paflio is operated by GKI Software Inc., Saskatchewan, Canada. This policy covers the Paflio website, web application, and support communications. Contact info@paflio.com about privacy or your information.
The essentials
Paflio uses cloud storage and processing. Documents you upload and information extracted from them can leave your device. Automated processing can make mistakes, so review results against your source documents. Keep independent copies of important records.
We use providers for accounts, hosting, storage, document processing, communications, and product diagnostics. Information can be processed outside Canada. Do not assume that beta use is anonymous, that every operation happens on your device, or that deleting an item immediately erases every backup or recipient copy.
Information and purposes
- Name, email, account identifiers, authentication and session information
- Sign-in, account administration, access control, responding to requests, and the one-time account welcome described in the Beta Terms
- Workspace membership, permissions, Projects and settings
- Keep records associated with the appropriate Workspace and control access
- Uploaded receipts, images, PDFs and other supported documents
- Store, display, synchronize and process the documents you submit
- Extracted text, amounts, dates, taxes, vendor information, payment details present in documents, categories and notes
- Prepare reviewable records and support search, organization and exports
- Business profiles, customer contact information, invoices, selected attachments and delivery history
- Prepare invoices and, when you use delivery, send them to the recipient you select
- Browser and device information, usage events, network/request information and error reports
- Identify failures, diagnose problems, measure feature use and performance, and maintain security
- Beta-access requests and support or privacy correspondence
- Manage beta access, respond to questions, investigate problems, and handle information requests
Information about other people may appear in the documents or customer details you submit. Provide only information you are entitled to use and that is needed for the task. Avoid submitting unrelated sensitive information. Support messages should not include passwords, authentication codes, or complete financial documents unless a specific, appropriate transfer has been arranged.
Optional Google sign-in
Added September 6, 2026. If you choose Google sign-in, Google provides Clerk and Paflio with your Google account identifier, email address, and basic profile information, such as your name and profile picture. We use this information to authenticate you, associate the sign-in with your Paflio account, and display your account profile. Account information is handled under the provider, retention, security, and request provisions of this policy.
Google sign-in requests only basic identity, email, and profile permissions. It does not give Paflio access to your Gmail messages, Google Drive files, calendar, or contacts. You can review or revoke the connection in your Google Account settings. Revoking Google access does not by itself delete your Paflio account or records; contact us for account deletion or other privacy requests.
Documents and automated processing
Cloud document processing uses the document itself and relevant extraction context to suggest structured information. Context can include Workspace category labels, descriptions, and payment-method details such as the last four digits used to match a record. Results are returned to Paflio for review.
Paflio currently sends documents selected for cloud processing to LlamaIndex, Inc. through LlamaCloud. See LlamaIndex’s Terms of Service and Privacy Notice. Provider handling is governed by the applicable service and data-processing agreements; a provider's public privacy notice may cover different information from customer documents processed on our behalf.
We do not promise that all providers have identical retention, model-training, or deletion practices. This is not permission to use your documents for an undisclosed purpose. Changes that require notice or consent will be handled before the affected processing begins.
Providers and recipients
- Clerk
- Account authentication and access; account/contact details, sessions and membership information
- Google, when you choose Google sign-in
- Authenticates your Google account and supplies the basic identity information described above. Google also processes the sign-in request under its own privacy policy.
- Convex
- Application backend, cloud records, synchronization and file storage; account-linked records, documents and operational metadata
- Cloudflare
- Website and web application delivery; requests and associated hosting/security logs
- PostHog, where analytics is enabled
- Usage and diagnostic events from the Paflio website and web application
- LlamaIndex / LlamaCloud
- Uploaded documents, extraction context and processing results
- Resend
- The account email, name, onboarding or invoice email content, sender/reply-to details, invoice files and attachments where applicable, and delivery information
- Fastmail
- Support and privacy email, including the contents of messages you send us
This beta policy does not describe planned subscription providers as active payment processing.
Workspace members with access can view information available to that Workspace. Invoice recipients receive the information and attachments you choose to send. A person with a working recipient link may be able to open the linked invoice; treat such links as confidential. Recipients can retain or forward content independently of Paflio.
We do not sell your personal information. This does not mean information is never disclosed: providers, authorized Workspace users, and recipients receive information for the purposes explained here. We may also disclose information when required by law or as necessary and legally permitted to respond to fraud, security threats, or misuse. Using providers does not remove GKI Software Inc.'s privacy responsibilities.
Analytics, local storage, and permissions
Website and authentication services use browser and session storage needed for their operation. Connected records also exist in cloud storage. Where enabled, analytics collects product events and diagnostics. The landing analytics implementation disables session recording and persistent person profiles. Those settings do not make all event or network data anonymous.
Camera, photo, and file access depend on the feature and your browser or device permissions. You can manage those permissions in your browser or device settings. Withdrawing a permission prevents related future access but does not delete material already uploaded. Contact us about analytics or other consent choices; do not assume a control exists in Paflio unless it is shown in your version.
Retention, deletion, and your requests
Contact info@paflio.com to request access, correction, export, account deletion, or withdrawal of an applicable consent. We may verify your identity and authority before acting. Tell us the account email and request type; do not send identification documents unless we explain why they are needed and arrange an appropriate method.
We keep account and Workspace information for providing the service and handling the purposes described in this policy. Deletion requests include a review of associated files, account records and relevant provider copies. We will explain any information that needs to be retained, the reason, and the applicable period or criteria. We do not describe an unverified fixed deadline as a guarantee of erasure across every system.
Backups, security records, and records needed for applicable legal obligations may have a different retention cycle from active application data. Retention exceptions do not authorize unrelated use or indefinite retention without a reason. Exported files, delivered emails, recipient downloads, and copies held on devices outside our control cannot necessarily be recalled by Paflio.
Removing a personal account does not necessarily delete business records controlled by a separate shared Workspace. We will explain applicable ownership or retention constraints when handling the request. Export important accessible information before requesting deletion; do not rely on a promised recovery window.
Processing locations and security
Cloud providers may process information outside your province or country, including in the United States. Information may be subject to the laws and lawful access requirements of the places where it is processed. Paflio is not presented as a Canada-only data-residency service.
Paflio uses authenticated access and Workspace authorization for protected records. Authorized operational access may be needed to investigate a support request or security issue. No online service can promise absolute security; we do not describe Paflio as end-to-end encrypted or inaccessible to its operators and providers. Contact us promptly about suspected unauthorized access. We will handle incidents and any required notices under applicable law.
Questions, concerns, and changes
You can raise a privacy concern or ask about an applicable right through info@paflio.com. We will respond under applicable law, including explaining any restriction on a request. You may also contact the appropriate privacy regulator.
Published versions identify their effective date. Material changes will be communicated through an appropriate website, product, or direct notice. We will seek consent when required; posting a revised policy is not blanket consent to new processing purposes.
GKI Software Inc. · info@paflio.com