Privacy Policy
Booksmate (“us”, “we”, or “our”) operates the https://booksmate.com website (the “Service”).
This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service, and the choices you have associated with that data.
We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy.
1. Information Collection and Use
Personal Data: While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personally identifiable information may include, but is not limited to:
Email address
First name and last name
Phone number
Address, State, Province, ZIP/Postal code, City
Cookies and Usage Data
2. Use of Data
Booksmate uses the collected data for various purposes:
To provide and maintain the Service
To notify you about changes to our Service
To provide customer support
To improve the accuracy and performance of the Service
To detect, prevent, and address technical issues
Our AI processes invoices to extract relevant data such as dates, amounts, and suppliers. We use that data to show it in Booksmate, export it to your accounting software, and, if you connect the ChatGPT app, return selected fields to ChatGPT so it can answer your request.
3. Data Storage and Hosting
We host all customer data in Germany, under GDPR-compliant standards.
If you delete your account or remove data, it is immediately deleted from our systems.
4. Transfer of Data
Your information, including Personal Data, will not be transferred outside the European Union except as required to provide the Service, and only under GDPR-compliant safeguards.
5. Disclosure of Data
Booksmate may disclose your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of Booksmate
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of users of the Service or the public
Protect against legal liability
6. Service Providers
We may employ third-party companies and individuals to facilitate our Service (“Service Providers”), provide the Service on our behalf, or assist us in analyzing usage.
These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
7. Links to Other Sites
Our Service may contain links to other sites that are not operated by us. If you click a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
Google Data Access and Use
Booksmate accesses your Gmail account solely to retrieve invoices and receipts for accounting purposes. When you connect your Gmail account and select a mailbox or folder, we:
Query the selected Gmail folder via the Gmail API
Access email metadata including subject line, sender address, and recipient address
Retrieve PDF and image attachments
Filter emails in memory for invoice-related keywords and MIME types.
Extract and process attachment data using our AI to identify invoice details such as dates, amounts, and suppliers
We store only the following from Gmail:
Invoice or receipt attachment file
Email subject line
Sender email address
Recipient email address
Email unique identifier
We do not store email bodies. Gmail data is used exclusively to provide invoice management and export functionality within Booksmate and is never used for any other purpose, marketing, or analytics.
You can revoke Gmail access at any time through your Google Account settings. When you revoke access, we immediately stop accessing your mailbox and delete all stored Gmail data including attachments, subject lines, and email addresses.
Gmail attachments and metadata are processed by Booksmate. If you connect the ChatGPT app and ask it about your invoices, ChatGPT receives the invoice fields listed in the ChatGPT app section below. We do not send Gmail sender or recipient addresses to ChatGPT.
ChatGPT app
Booksmate offers a ChatGPT app through an MCP server. When you connect it, ChatGPT calls Booksmate tools on your behalf. Tool results go to OpenAI so ChatGPT can answer you.
We return only what the tool needs.
Organization id and name
Invoice and receipt fields. Vendor name, dates, amounts, currency, tax, category, subcategories, line items, document type, payment status, document id, file name, export status
Plugin instance id, name, type, provider, and connection status
Mailbox id and name for the mailbox picker
Ingestion and export status, including task id and counts
A short-lived download URL when you ask us to package documents
We do not send mailbox addresses, connected-account emails, tax IDs, customer addresses, correction usernames, file contents, or extraction debug fields to ChatGPT.
OpenAI processes those tool results under OpenAI’s terms. That traffic may leave the EU. You can disconnect the app in ChatGPT and revoke access in Booksmate at any time.
Data Security and Protection
We implement industry-standard security measures to protect your data:
All data in transit to and from our servers is encrypted using TLS/SSL
Stored data, including Gmail attachments and metadata, is encrypted at rest using AES-256 encryption
Access to customer data is restricted to authorized Booksmate personnel only and requires authentication
Our infrastructure is hosted in Germany on GDPR-compliant servers with regular security audits
We do not retain your data (including Google data) longer than necessary to provide the Service. When you delete your account or revoke Gmail access, all associated Gmail data is permanently deleted.