This Privacy Policy explains how Reconcile (the "Service") collects, uses, shares, and protects information when you access or use our online platform. "You" may be an individual user, a customer organization (such as a company or NGO), or an authorized user of a customer organization.

Reconcile is designed to help teams compare datasets (such as CSV or spreadsheet exports) to identify mismatches and produce reconciliation reports. We aim to follow "privacy by design" principles: we collect the minimum data needed to operate the Service and we use it only for legitimate purposes described in this policy.

If you have questions about this policy or our privacy practices, contact us at privacy@reconcileonline.com. If you want to include a legal business name, address, or a dedicated privacy contact, replace this email and add those details here.

We collect and process the following categories of information, depending on how you use the Service:

• Account & Workspace Information. Information you provide to create and manage an account and workspace, such as name, email address, workspace name, and basic profile details.
• Customer Content (Uploaded Files and Derived Results). Files and data you upload for reconciliation (for example CSV/XLSX files), plus outputs generated by the Service (such as mismatch tables and export-ready reports). Uploaded data may contain personal data depending on what you upload.
• Usage Data & Device Information. Basic technical information such as IP address, device/browser type, timestamps, pages/actions used, and error events. This helps us operate the Service, diagnose issues, prevent abuse, and improve reliability.

We use the above information for these purposes:

1. Provide and operate the Service. To authenticate users, run reconciliations, generate results, deliver exports, and maintain workspace history.
2. Security, fraud prevention, and abuse protection. To protect the Service and users, investigate suspicious activity, and prevent unauthorized access.
3. Customer support. To respond to support requests and provide help related to account access, billing, or reconciliation outputs.
4. Product improvement. To understand feature usage, improve performance and usability, and maintain service reliability.

Legal bases (where applicable): we process personal data to perform a contract (provide the Service), for our legitimate interests (security, reliability, improvement), to comply with legal obligations, and/or based on your consent (for example, if you opt in to certain communications).

Depending on where you live and the laws that apply (for example, GDPR in the EU/UK, or similar frameworks), you may have rights over your personal data. These rights are not absolute and may be subject to limitations under applicable law.

• Access & Portability. You may request access to personal data associated with your account and, where feasible, a copy in a portable format.
• Deletion. You may request deletion of your account information. Deletion of uploaded files and reconciliation outputs may depend on your workspace settings, retention choices, and legal obligations.

Additional rights (where applicable) may include:

• Correction. Request correction of inaccurate personal information.
• Restriction & Objection. Request restriction of processing or object to certain processing activities, where permitted by law.
• Withdraw consent. Where we rely on consent, you may withdraw it at any time (this does not affect processing already performed).

To exercise privacy rights, contact privacy@reconcileonline.com. We may ask for reasonable information to verify your identity and protect your account. If you are using Reconcile through an organization, your organization may be the primary controller of the uploaded content, and we may direct you to them where appropriate.

We implement technical and organizational safeguards designed to protect data processed through the Service. No method of transmission or storage is 100% secure, but we work to reduce risk and continuously improve.

Our safeguards may include access controls, least-privilege permissions, encryption in transit (TLS) for connections to the Service, secure credential handling, monitoring for suspicious activity, and regular updates to dependencies and infrastructure. Access to customer content is restricted to authorized users and, when necessary for support, to limited personnel under confidentiality obligations.

If we become aware of a security incident that affects your personal data, we will take reasonable steps to investigate, mitigate harm, and notify affected users or customers when required by applicable law.

Payment information is handled by third-party payment providers. Reconcile does not store full payment card numbers on our servers.

We retain personal data and customer content only for as long as necessary to provide the Service, meet legitimate business needs, and comply with legal obligations. Retention may vary depending on your workspace settings and how you use the Service.

Typical retention practices may include:

• Account information. Retained while your account remains active and for a reasonable period afterward to support account recovery, security, and recordkeeping.
• Uploaded files and reconciliation outputs. Retained according to your workspace choices and operational needs. You may delete reconciliations and associated files from within the Service (subject to limited exceptions for legal compliance and security investigations).
• Logs. Security and operational logs are retained for a limited period to detect abuse, troubleshoot issues, and maintain reliability.

International transfers: depending on where our infrastructure and service providers are located, your data may be processed in countries other than your own. Where required, we use appropriate safeguards for cross-border transfers.

If you want more specific retention controls (for example automatic deletion schedules), we may offer them in the Service over time. Until then, you can request assistance at privacy@reconcileonline.com.