Security & Data Protection
Your Clients' Data, Handled Like an Accountant Would.
The first question we get in every demo is the right one: “you will have all the data, right?” Here is the honest answer — what we store, where, who can see it, and what we will put in writing.
Firm-isolated workspaces
Your clients, documents and entries are visible to your firm only. BalanceNow staff access is limited to operating and supporting the service.
Singapore-region infrastructure
Documents and data stored on enterprise cloud services in the Singapore region, encrypted in transit and at rest.
Kept for the audit, not for us
Source documents stay attached to entries, aligned with 7-year record-keeping (LHDN). Deletion and export on request.
No model training on your documents
We use enterprise AI services under paid terms to extract data for your review — we do not build or train models on your documents.
Your books stay yours
Nothing posts without an accountant's approval; the export path makes no direct change to your software at all.
A DPA you can file
We will sign a data processing agreement with your firm — ask at hello@balancenow.com.my. Many firms attach it to their client engagement terms.
The Document Journey
What happens to a document you upload
One document, start to finish
From upload to audit support
- Stored encrypted in your firm's workspace
- Enterprise AI services extract the fields — supplier, date, invoice number, amounts, line items
- Your accountant reviews the prepared entry with the document beside it, and approves or corrects
- The document stays attached to the posted entry as audit support, for as long as you keep the books
FAQ
Data questions, answered straight
- Who can see the documents my firm uploads?
- Only your firm. Every firm works in an isolated workspace — your clients, documents and entries are never visible to another firm. BalanceNow staff access is limited to operating and supporting the service.
- Where is the data stored?
- On enterprise cloud infrastructure in the Singapore region, encrypted in transit and at rest. Nothing is stored on our laptops or moved to unmanaged locations.
- How long are documents kept?
- Source documents stay attached to their entries so your audit trail keeps working — aligned with the 7-year record-keeping requirement under Malaysian tax law. If you leave, you can request export and deletion of your firm’s data.
- Does BalanceNow train AI models on our documents?
- No. BalanceNow does not build or train models on your documents. Documents are processed by enterprise AI services under paid commercial terms to extract the data for your review — that processing is what turns a photo of an invoice into a prepared entry.
- Is BalanceNow PDPA-compliant? Can we get a DPA?
- We operate under Malaysia’s Personal Data Protection Act and will sign a data processing agreement with your firm — email hello@balancenow.com.my and we’ll send it. Many firms attach it to their own client engagement terms.
- Can BalanceNow change our accounting records by itself?
- No. Nothing posts without an accountant’s approval, and on the export path BalanceNow makes no direct change to your accounting software at all — you download the file and run the import yourself.
Get Started
Ask Us the Hard Questions Live.
Bring your firm's data-handling checklist to the demo — we'd rather answer it before you sign than after.
Last reviewed 20 July 2026 · BalanceNow team · Questions? hello@balancenow.com.my