Privacy Policy

BalanceNow is a business tool. Our users are businesses and accounting firms. Most of the information we handle is business information, but it inevitably contains personal data — the names, contact details and signatures of the people who appear on invoices, receipts and accounting records.

We treat all of it as protected.

Account information.Your name, email address, and the organisation you belong to. Used to sign you in, to keep your organisation’s data separate from everyone else’s, and to contact you about the service.

Documents you upload. Supplier invoices, receipts, bills, statements and similar business documents, together with everything readable in them — supplier names, addresses, contact details, amounts, dates, bank details and reference numbers.

Accounting data from systems you connect. When you authorise BalanceNow to connect to an accounting system — QuickBooks Online, AutoCount, SQL Account, Bukku or another supported ledger — we read the records needed to do the work you asked for (chart of accounts, suppliers, tax codes, outstanding bills, payments) and we write back the entries you approve.

Usage and technical records. Log records of actions taken in the service, error records, and standard technical information such as IP address and browser type. Used to operate, secure and troubleshoot the service.

We do not collectpayment card numbers, bank login credentials, or government identification documents. We never ask you for the password to your accounting system — connections are made through the accounting provider’s own authorisation process.

We use your information to:

• provide the service you signed up for — reading your documents, proposing accounting entries, and delivering the entries you approve to your accounting system;
• keep your data separate and secure, and detect misuse;
• provide support, including investigating problems you report;
• meet our legal and record-keeping obligations;
• improve the reliability and accuracy of the service.

We rely on your consent, and on the necessity of processing to perform our contract with you. You may withdraw consent at any time (section 9), though doing so will usually mean we can no longer provide the service.

BalanceNow uses artificial intelligence to read your documents. This is central to how the product works, so we state it plainly:

• When you upload a document, its content is sent to a third-party AI provider that extracts the fields (supplier, date, amounts, tax, line items) and proposes an accounting classification.
• The AI never posts to your accounting system on its own. Every entry is reviewed and approved by a human before anything is delivered to your ledger.
• We do not use your data to train AI models, and we do not permit our providers to do so.
• Where a provider offers a zero-data-retention arrangement, we use it, so that your document content is not retained by the provider after processing.
• AI output can be wrong. It is a proposal for a person to check, never a substitute for professional judgement.

We do not sell your data. We never share your documents or your accounting data for advertising.

We share it only with:

The accounting system you connect. By definition — that is the job you asked us to do.

Service providers who operate parts of our infrastructure, under contract and only to provide the service:

Other people in your organisation.Data you bring into BalanceNow is visible to the users in your organisation who have been given access to it. If you are an accounting firm, your staff can see the client records they are assigned to. Access is enforced at the database level, and one organisation can never see another’s data.

Authorities, where we are legally required to disclose.

Our public website at balancenow.com.my uses Google advertising and analytics cookies so we can measure which pages and advertisements bring people to us. These cookies relate only to browsing of the public website.

Your uploaded documents and accounting data are never used for advertising or analytics of any kind. You can block or delete these cookies in your browser settings without affecting your use of the BalanceNow application.

Our infrastructure and AI providers operate outside Malaysia, so your data — including personal data in your documents — is processed outside Malaysia. We only use providers who are contractually bound to protect it to a standard consistent with the PDPA. By using BalanceNow, you consent to this transfer.

• Documents and extracted data: kept for as long as your account is active, and then for seven (7) years, to align with Malaysian business record-keeping expectations.
• Account information: kept while your account is active and for a reasonable period after.
• Logs: kept for a limited operational period and then deleted.

You can ask us to delete your data earlier (section 9), subject to any law that requires us to keep it.

• Data is encrypted in transit and at rest.
• Credentials for connected accounting systems are encrypted before storage and are never displayed back to anyone, including us.
• Access between organisations is separated at the database level, not merely in the interface.
• Access to production systems is restricted to the people who need it.

No system is perfectly secure. If a breach affects your personal data, we will notify you and the relevant authorities as required.

You may ask us to:

• access the personal data we hold about you;
• correct it if it is inaccurate, incomplete or out of date;
• delete it, where we are not required to keep it;
• limit how we process it;
• withdraw consent, and disconnect any accounting system you have connected.

Write to hello@balancenow.com.my. We will respond within the period required by law. We may charge the fee permitted by the PDPA for an access request.

You can disconnect a connected accounting system at any time, from within BalanceNow or from your accounting provider’s own settings. When you disconnect:

• we stop accessing that system immediately;
• the stored authorisation is revoked and deleted;
• entries already delivered to your ledger stay in your ledger — they are your accounting records, not ours;
• data we already hold is retained under section 8 unless you ask us to delete it.

Where you connect QuickBooks Online:

• We access your QuickBooks company only after you authorise it through Intuit’s own authorisation screen. We never receive or store your Intuit password.
• We read only what is needed to prepare and deliver the entries you approve, and we write only the entries you approve.
• Your QuickBooks data is held under this policy and is not shared beyond section 5.
• You can revoke our access at any time from within BalanceNow or from your Intuit account settings.

BalanceNow is a business tool and is not directed at anyone under 18.

We may update this policy. Material changes will be notified through the service or by email before they take effect. The effective date at the top shows the current version.

FOKUS AI EDUCATION SDN. BHD.
No. 22-3, Jalan Radin Bagus 7, Bandar Sri Petaling, 57000 Kuala Lumpur, Malaysia
hello@balancenow.com.my

See also our Terms of Service and security practices.