Privacy Policy

1. What is held, and what is not

Insight360 holds your firm's record, the clients you report on, their chart of accounts, account balances by period, the classifications and headings your firm has set, and the reports your firm has produced.

It does not hold a copy of your accounting system's ledger. Balances are read and stored as figures by period; journals, transactions, invoices and source documents are not imported and are not retained.

For the people who use it, the product stores a first and last name and an email address, so that your colleagues appear in your firm's people list as people rather than as identifiers. It stores no phone numbers, no postal addresses and no profile pictures.

Those three values are a copy of what Clerk holds, refreshed when you sign in. Clerk, our authentication provider, remains where your identity actually lives: your password, or your Google or Microsoft sign-in, is held there and never reaches this product.

2. Where your clients' data is stored

Client financial data is stored in the European Union, in Ireland. It is not stored in South Africa, because no provider in this product's stack offers a South African region.

That is a cross-border transfer, and it is governed by section 72 of the Protection of Personal Information Act. Ireland is subject to the GDPR, which is the basis on which the transfer is made: a recipient subject to a law upholding principles substantially similar to POPIA's. Ireland was chosen over a United States region for that specific reason.

A deployment's region cannot be changed after it is created, so this is a permanent property of where your data sits rather than a current setting.

3. Your accounting system, and why it cannot be changed

When you connect a client's Xero organisation, this product requests read-only permission and nothing else. There is no code path anywhere in it that writes to a ledger, and that is a rule the codebase is built to rather than a setting that could be changed.

The credentials that permit that read are encrypted before they are stored, with a key held separately from the database and specific to the environment. Nobody reading the database alone can use them.

You can disconnect a client at any time, which destroys the stored credentials. Your mapping, headings and history are kept, because losing them would mean re-doing work that has nothing to do with the connection.

4. Published reports and share links

A published report can be shared with a client by link. The recipient has no account and never needs one, so the link itself is what grants access: it carries a token of 32 random bytes, derived from nothing about the report, the client or the firm.

Because the token is in the address, the product sends a restrictive referrer policy on every page, so that a client clicking an external link from a report does not pass the address of that report to the site they land on. Published reports are also excluded from search engine indexing.

Anybody holding the link can read that report. Treat a share link as you would the report itself.

5. Who inside your firm can see what

Every person in your firm holds one of four roles, and every request is checked against that role on the server. A control that is hidden is not the mechanism; the check is.

Your firm is a separate tenant. A request carries which firm it is for in a signed token issued at sign-in, not as a parameter, so one firm's data cannot be requested by another firm's user.

Four actions change access: inviting somebody, changing a role, revoking access, and assigning a client. Each is recorded with who did it and when, and your administrators can read that record.

6. The services this product depends on

Convex stores the data, in the Ireland region described above. Clerk holds identity and authentication. Vercel serves the application. Resend delivers email that the product sends. Xero is the accounting system you connect, at your instruction.

No data is sold, and none is shared for advertising or analytics profiling.

7. Keeping and deleting

Data is kept for as long as your firm uses the product. Removing a client removes their data from your firm's view.

A firm's complete data can be exported on request, and by an administrator from within the product.

A defined retention and deletion schedule is one of the terms not yet settled in writing. Ask for it if you need it before committing.

8. Asking about your data

If you are an accounting firm using this product, your administrators can see and export everything held for your firm from within it.

If you are a client of a firm that uses it, the firm is the party you should ask: they decide what is held about you and they are responsible for it. This product processes that data on their instruction.