Privacy policy

Last updated: October 6, 2026

Reconcilia is a desktop app. It runs on your computer and connects only to the accounts you give it: a QuickBooks Online company and, if you want, a Gmail mailbox. This page says what it does with them.

Who is responsible

Reconcilia is published by Benjamin Gaudreau-Pépin, in Quebec. I am also the person in charge of protecting personal information. You can write to me at privacy@reconcilia.app.

What Reconcilia does in Gmail

With your consent, Reconcilia asks Google for access to your mailbox that lets it read messages and add a label to them (gmail.modify). It uses it for two things.

First, finding your vendors' invoices. It searches for the messages that carry them, reads their sender, subject and date, and downloads their attachments (PDFs and images) into the company's books folder on your computer. It keeps the ID of each imported message so it never imports the same one twice.

Then, once every invoice in a message is in QuickBooks, it adds a label to that message, so your mailbox shows what has been dealt with.

That label is the only thing Reconcilia changes in your mailbox. Google offers no narrower access that allows adding a label; this one would also allow writing and sending email, archiving messages or moving them to the trash. Reconcilia does none of that. It does not send, change, move or delete any email.

reconcilia.app addresses

A company can receive its invoices at an address ending in @reconcilia.app. A message sent to that address goes through a Reconcilia service hosted by Cloudflare. The service keeps the message as it arrived, forwards it to the company's mailbox, then hands it to the app on your computer, which takes the invoices out of it.

The service does not open the message. It records the sender's address, the address it was sent to, its size, the time it arrived and the result of the sender authentication checks made on arrival. The message is deleted 30 days after the app confirms it has received it; those arrival records are kept. The servers are in eastern North America and may be outside Quebec.

What Reconcilia does with invoices

To read an invoice, the agent sends its content to the AI model provider you chose (for example Anthropic for Claude, or OpenAI for Codex), under your own account and that provider's terms. That is how the vendor, number, amounts and taxes get extracted. Apart from that, only the entry you approve and the document you attach to it leave your computer, and they go to QuickBooks.

Limited use of Google data

Reconcilia's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In practice, Gmail data is used only for the two features described above. It is not sold. It is not used for advertising, or to train or improve general AI models. Nobody reads it except you, or me if you ask me to look into a specific problem, or if the law requires it.

What Reconcilia does in QuickBooks

Reconcilia reads your chart of accounts, vendors and transactions to learn how your books are kept. It only writes the entries you approve, one at a time, and attaches the source document to each.

Where the data is kept

The Gmail access token stays on your computer, in a file only your user account can read. Imported invoices stay in the company's books folder. Apart from messages sent to a reconcilia.app address, described above, no Reconcilia server keeps your email or your invoices.

How long

Invoices and the tables from each pass stay in your folder for as long as you keep them. In Canada and Quebec, accounting records are generally kept for six years, and that choice is yours. You can remove Reconcilia's access to your Google account at any time at myaccount.google.com/permissions. Deleting the books folder erases the local copies.

This website

reconcilia.app sets no cookies, runs no analytics and loads no fonts from a third party. Cloudflare, which hosts it, processes the technical data of each request, such as the IP address and browser, to serve and protect the pages.

Your rights

You can ask to access, correct or delete the personal information about you, and withdraw your consent, by writing to privacy@reconcilia.app. I answer within 30 days. If my answer does not satisfy you, you can contact the Commission d'accès à l'information du Québec.

Changes

When this policy changes, the date at the top changes too. If a change widens how your data is used, I will ask for your consent before it applies.