Privacy policy
Last updated 23 October 2026
This policy tells you how Reccon B.V. ("Reccon", "we") collects, uses, shares and protects personal data. It applies to the Reccon application at app.reccon.io and its workspace addresses (for example yourfirm.app.reccon.io), to the Reccon desktop app, and to our website reccon.io.
1. Who we are
Reccon B.V. is a private limited company registered in the Netherlands, with its office in Rotterdam. We operate accounting firms in Europe ("member firms") and we build the Reccon application, which those firms use to keep and work on their own records and their clients' records.
For questions about this policy or your data, write to privacy@reccon.io.
2. Our role and your firm's role
An accounting firm that uses Reccon decides which data it puts into the application and why. For that data, the firm is the controller and Reccon is a processor: we process it only on the firm's instructions and under a data processing agreement with the firm. If you are a client of a firm, the firm's own privacy notice also applies to you, and the firm is your first point of contact.
Reccon is the controller for the data we need to run our own business: user accounts and sign-in, security logs, our website, and contact with us.
3. What we collect
Account and sign-in data
Your name, email address and profile picture when you sign in with Google or Microsoft. If you sign in with a password, we keep a one-way hash of it, never the password itself. We record each sign-in (time, method and IP address) and which workspaces you can open.
Data from sources a firm connects
A firm can connect services it uses, so that Reccon can file their contents as the firm's records. Depending on what the firm connects, this includes:
- email messages and their attachments (Gmail, Microsoft Outlook);
- files (Google Drive, Dropbox, Microsoft OneDrive, and folders on a computer that a person shares through the Reccon desktop app);
- bookkeeping data such as ledgers, invoices and relations (Exact Online, Moneybird, King, Zoho Books);
- bank accounts, statements and transactions (through Ponto or Plaid, or statements a person uploads);
- messages (Slack, Microsoft Teams, WhatsApp);
- practice records (monday.com, Fiscaal Gemak).
These sources can contain personal data about the firm's staff, its clients and people its clients do business with, for example names, addresses, bank account numbers and amounts.
Data people add
Documents uploaded in the application, documents a firm's client sends through an upload link or the client portal, notes, questions to the assistant, approvals and messages.
Technical data
IP address, browser type, error logs, and an audit log of who read or changed which record. The audit log is part of how a firm proves who did what, so it is kept with the firm's records.
4. How we use it
- To provide the features the firm uses: filing and searching documents and email, drafting bookkeeping entries and bank matches, drafting replies, and answering questions in the assistant.
- To do what a person approved: post an entry to the firm's books, or send a message.
- To keep the service secure, to prevent abuse and to find and fix errors.
- To support a firm when it asks us to.
- To meet legal obligations.
We do not sell personal data. We do not use it for advertising. We do not use a firm's data, or data from Google, to train general AI models.
Our legal bases under the GDPR are the contract with the firm (and, for data we process for a firm, the firm's own basis), our legitimate interest in running a secure service, and legal obligations.
5. Data from Google
Reccon asks Google for access only when a person chooses to sign in with Google or to connect a Google service. What each access is for:
| Access | What Reccon does with it |
|---|---|
| Sign in with Google | Reads your name, email address and profile picture to create and identify your account. Nothing else. |
| Gmail, read only | Reads the messages and attachments of the mailbox you connect, and files them as records of your firm and its clients, so that the firm can find them, link them to clients and use them in its work, including in the assistant. |
| Gmail, drafts and sending | Only if you add sending to a connected mailbox. Creates drafts in that mailbox, and sends a message only after a person in your firm approves it, or as the firm has set up for that mailbox. |
| Gmail, marking mail read | Marks the messages of a conversation as read in the connected mailbox when a person in your firm closes that conversation. It changes no other label, and moves or deletes nothing. |
| Google Drive, read only | Lets you choose folders in Google's file picker, and reads the files in the folders you chose, to file them as records of your firm and its clients. |
| Google Drive, editing | Only if your firm lets its assistants write to a connected Drive, or delivers the files its clients upload there. Creates and edits files in the folders you chose, replies to and resolves comments, and shares a file with the people named, either after a person in your firm approves it or as the firm has set up. Delivery adds each file a client submits to that client's folder and never replaces a file. It never deletes, moves or renames a file, except that an administrator withdrawing a client's submitted month moves the files delivery added for it to Drive's trash. |
Reccon's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
In particular:
- We use data from Google only to provide and improve the features described above, which you can see and use in the application.
- We transfer it to others only to provide those features (to the service providers in section 7, under contract), to comply with the law, to protect the security of the service, or as part of a merger or acquisition, after we tell you.
- We do not use it for advertising, and we do not sell it.
- No person at Reccon reads it, unless you or your firm give us permission for specific messages or files, it is necessary for security (for example to look into abuse), it is necessary to comply with the law, or it is aggregated and anonymised for internal operations.
- We do not use it, and we do not let our service providers use it, to develop, improve or train general AI or machine learning models.
You can stop Reccon's access at any time: disconnect the source in Reccon, or remove Reccon at myaccount.google.com/permissions. Reccon then stops reading the account. To have data that was already filed deleted, ask your firm or write to privacy@reccon.io; section 9 says how long that takes.
6. AI processing
Some features use AI models: reading a scanned document, classifying a document, drafting an entry or a reply, and answering a question. To do that task, Reccon sends the relevant part of the firm's data to an AI model provider and receives the result. The providers process the data only to return that result. Our contracts and account settings with them do not let them use it to train their models, and they keep it for at most 30 days, to detect abuse.
An AI result is a draft. A person in the firm decides what is posted or sent, unless the firm has chosen to let a specific agent post on its own.
7. Who we share it with
Inside the application, a person sees only the workspaces, clients and records that the firm gave them access to. Outside it, we use these service providers to run Reccon:
| Provider | Purpose |
|---|---|
| Google Cloud | Hosting, database and file storage, in the Netherlands (EU) |
| Anthropic | AI models |
| OpenAI | AI models, only for a firm that chooses them |
| Voyage AI | Search index of documents |
| TypeSafe | Document classification, only where it is turned on |
| Resend | Email that Reccon sends, such as invitations and links to confirm an email address |
| Slack | Notifications, and the firm's own Slack if it connects one |
The services a firm connects (for example Google, Microsoft, Dropbox, Exact, Ponto or Plaid) receive our requests on the firm's behalf, under the firm's own agreement with them. We also disclose data when the law requires it, or to protect the rights and safety of people or of Reccon.
8. Transfers outside the EU
We store the application's data in the EU. Some service providers in section 7 process data in the United States. For those transfers we rely on the EU-U.S. Data Privacy Framework where the provider is certified, and on the European Commission's standard contractual clauses otherwise.
9. How long we keep it
A firm's records
The firm decides how long its records and its clients' records are kept, and the legal duty to keep them is the firm's and its clients'. In the Netherlands that duty is seven years for bookkeeping records (Article 52 of the General Tax Act and Article 2:10 of the Civil Code) and ten years for records about real estate. Other countries set their own periods. Reccon keeps a firm's records for as long as the firm uses Reccon, so that the firm can meet that duty.
- Removed items. When a person removes a document or a source, it stays recoverable until the firm's retention setting (30 days to seven years, or never) deletes it for good.
- When a firm leaves. The firm can export its data at any time until we delete it. We delete the workspace within 12 months after the contract ends, unless the firm tells us in writing to keep an archive for its legal retention period, or the law requires us to keep it. What the law makes us keep is kept apart, used for nothing else, and deleted when that duty ends.
- Backups. Deleted data leaves our backups within 40 days.
Reccon's own records
- Your account and its sign-in records: until you or your firm ask us to delete the account.
- Invoices and contracts with firms: seven years, for our own tax duty.
- Server logs: 30 days. The audit log of reads and changes is part of the firm's records and is kept with them.
- Support email and website enquiries: three years after the last contact.
10. Security
All traffic uses TLS. Data is encrypted at rest. The access keys that a firm gives us for its connected services are encrypted again with our own key (AES-256-GCM) before we store them. Each workspace is kept apart from every other, and inside a workspace access follows the firm's settings. We keep an audit log of reads and changes. No system is completely secure; if a breach affects your data, we tell the firm and, where the law requires it, you and the authorities.
11. Your rights
Under the GDPR you can ask for access to your personal data, correction, deletion, restriction and a copy in a portable format, and you can object to processing. You can withdraw a consent at any time. For data that a firm controls, ask the firm; we help it answer. For data we control, write to privacy@reccon.io. We answer within one month.
You can also complain to a data protection authority, for example the Dutch Autoriteit Persoonsgegevens or the authority where you live.
Reccon is for businesses and their staff. It is not for children under 16.
12. Cookies and reccon.io
The application sets only the cookies it needs to keep you signed in and to protect the sign-in (session, CSRF and sign-in state). It uses no advertising or analytics cookies.
On reccon.io, the site keeps a random visitor number in your browser's local storage. It sends us which pages you open, which parts you click, your screen size and the site you came from, so that we can see how people use the site. If you send the contact form, we receive what you typed in it. The site loads its fonts from Google Fonts, so your browser sends your IP address to Google when you open a page there.
13. Changes and contact
If we change this policy, we change the date at the top. If a change is important, we tell the firms that use Reccon before it takes effect. Our terms of service apply to the use of Reccon.
Reccon B.V., Rotterdam, the Netherlands. privacy@reccon.io