Privacy Policy

Who We Are

Fileo is a service operated by Precision Ledger Solutions, a registered operating name of a Canadian-incorporated company. We provide AI-powered document organization services that automatically extract, name, and file receipts and invoices to your Google Drive.

For all privacy-related inquiries, you may contact us at our support page.

Information We Collect

We collect the following categories of personal information:

We do not collect credit card numbers directly. All payment processing is handled by Stripe, Inc.

How We Use Your Information

We use your information solely to provide and improve the Fileo service:

• To process and file your receipts and invoices to your Google Drive
• To log document data to your Google Sheets log
• To send you confirmation emails for each filed document
• To manage your account, team members, and subscription
• To provide you access to the Fileo client portal
• To maintain an audit trail of all filing activity
• To detect and prevent duplicate filings

We do not sell your personal information. We do not use your data for advertising purposes. We do not share your document data with any third party except as described in Section 9 (Third-Party Services).

AI Processing & Third-Party Services

Fileo uses artificial intelligence to extract information from your documents. Specifically:

By using Fileo, you consent to your document data being processed by Google Gemini AI for the purpose of extraction and organization. We do not use your documents to train AI models.

The extracted data (vendor, date, amounts) is stored in your Google Sheet, which lives in your own Google Drive account. The original document files are also stored in your Google Drive.

Data Storage & Security

We take the security of your data seriously. Here is how we protect it:

• Account data (name, email, business name, team members) is stored in Supabase, hosted in Canada (Canada Central region), compliant with Canadian data residency expectations.
• Google OAuth tokens are encrypted using AES-128 (Fernet) encryption before being stored. Your Drive credentials cannot be read without the decryption key, which is never stored alongside the encrypted tokens.
• Document data is stored exclusively in your own Google Drive account. Fileo does not maintain a separate copy of your documents.
• All communications between Fileo and third-party services occur over HTTPS/TLS encrypted connections.
• Portal sessions use secure, HTTP-only cookies that expire after 7 days. Expired sessions are automatically deleted daily.

While we implement industry-standard security measures, no system can guarantee absolute security. In the event of a data breach affecting your personal information, we will notify you as required by applicable law.

Your Google Drive Data

Fileo connects to your Google Drive using OAuth 2.0, which means you explicitly authorize us to access your Drive on your behalf. Here is what you should know:

• We only access files and folders that Fileo creates. We use the drive.file scope, which limits our access to files created by Fileo.
• All your documents and logs are stored in your own Google Drive. You own this data completely.
• You can revoke Fileo's access to your Google Drive at any time through your Google Account settings.
• If you move your Fileo folder within your Drive or to a Shared Drive, Fileo will continue to work correctly as it references files by ID, not by path.

You may share your Fileo folder with your bookkeeper or team members at any time directly through Google Drive. This sharing is governed by Google's terms and is entirely within your control.

Data Retention

We retain your personal data for as long as your account is active. Upon cancellation of your subscription:

• Your account data (name, email, team members) will be deleted from our systems within 90 days of cancellation.
• Your documents and logs in Google Drive are not deleted by us — they remain in your Google Drive under your ownership.
• You may request immediate deletion of your account data at any time by contacting us at our support page.

Portal session tokens are automatically deleted daily upon expiry. Magic link tokens are single-use and expire after 1 hour.

Your Rights

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, you have the following rights:

• Right of Access — You may request a copy of the personal information we hold about you.
• Right to Correction — You may request that we correct inaccurate or incomplete personal information.
• Right to Withdrawal of Consent — You may withdraw your consent to our collection and use of your personal information at any time, subject to legal or contractual restrictions.
• Right to Erasure — You may request deletion of your personal information from our systems. We will fulfill such requests within 30 days, subject to retention obligations.
• Right to Complain — You have the right to file a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise any of these rights, please contact us at our support page. We will respond within 30 days.

Third-Party Services

Fileo uses the following third-party services to deliver the service. Each operates under its own privacy policy:

We do not sell your data to any of these providers. Data is shared only as necessary to deliver the Fileo service.

PIPEDA Compliance

Fileo is operated by a Canadian corporation and complies with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). We adhere to the following principles:

• Accountability — Precision Ledger Solutions is responsible for personal information under its control.
• Identifying Purposes — We identify the purposes for collecting personal information before or at the time of collection.
• Consent — We obtain your knowledge and consent for the collection, use, and disclosure of personal information.
• Limiting Collection — We collect only the information necessary for the identified purposes.
• Limiting Use — We do not use or disclose personal information for purposes other than those for which it was collected.
• Accuracy — We keep personal information as accurate, complete, and up-to-date as necessary.
• Safeguards — We protect personal information with appropriate security measures.
• Openness — We make our privacy practices readily available.
• Individual Access — We provide individuals access to their personal information upon request.
• Challenging Compliance — We have procedures to receive and respond to complaints about our privacy practices.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will notify you by email and update the "Last Updated" date at the top of this page.

Your continued use of Fileo after any changes constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

You also have the right to file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca if you are not satisfied with our response.