Privacy notice — Accmerio

Registration uses United Arab Emirates as the country automatically. A copy of new registration details is sent to the internal Accmerio administrator inbox at admin@accmerio.com for follow-up, using the service's existing email providers. An administrator may use an approved lead to prefill company setup and explicitly create the client after the separate commercial discussion. The lead records the linked workspace and when it was created; approval alone does not create a client or accept a contract.

When you register your interest in Accmerio, IA Systems collects your name, email address, optional phone number, company names, entity type, country, optional emirate, intended currency and financial-year start month. We store these as a prospective-business lead, with its submission time, source and review history, so authorised administrators can review and respond to your request. Internal follow-up notes may be added. This does not create a customer account or contract; commercial discussion and formal acceptance take place separately by email or official letter.

The registration form keeps a draft in this browser tab's session storage for up to 24 hours to recover your progress after a refresh. It clears the draft when submission succeeds. Request limits use the existing security infrastructure to reduce repeated or abusive submissions. Use the privacy contact in this notice to ask about your registration information or request its correction or deletion.

Accmerio is operated by IA Systems, based in Dubai, United Arab Emirates (“we”, “us”). This notice covers Accmerio: the business web app, the invitation and sign-in pages it uses, and the public links a company can create to share a document with its customers.

The household edition of AccountHouse has its own Privacy Policy. If you use both editions with the same sign-in, this notice applies to what happens in a company’s workspace and the household policy applies to your household.

We aim to collect only what is needed to run the service, keep it secure, and support the companies that use it. We do not sell personal data.

Two different kinds of personal data pass through Accmerio, and the responsibility for each is different.

Your company is the controller of its business records. The personal data a company records about its own customers, suppliers, their contact people, its employees and anyone else named in its books is that company’s data. The company decides what to record, why, who may see it and how long to keep it. For that data, IA Systems acts as a processor: we store and process it only on the company’s instructions, as given through its use of the product and its contract with us, and for no purpose of our own.

IA Systems is the controller of account and security data. For the sign-in, session, device and security data of the people who use Accmerio, and for support requests sent to us, we decide how that data is used, and we are responsible for it under this notice.

In practice: if you are a customer, supplier or employee of a company that uses Accmerio and you have a question about what that company holds about you, ask that company first. If you have a question about your own AccountHouse sign-in, ask us.

Account and membership data (IA Systems as controller):

• Name, email address, username and a hashed password.
• Each company you belong to, your role there — one of Accmerio’s roles or one the company defined for itself — any individual permissions granted or withdrawn, any access end date, whether that company requires a second factor of you specifically, and the history of those changes.
• Invitations: the address invited, the name, phone number, job title and message the inviter added, who sent it, and when it was accepted or revoked.
• The version of these terms you accepted, and when.

Technical and security data (IA Systems as controller):

• Session metadata, IP address at sign-in, approximate location hints derived for session display, device or browser type, and which AccountHouse app a session was opened from.
• Security event logs, for example sign-in, two-factor authentication, session revoke, authenticator setup or reset, and password reset.
• Where you set up an authenticator app: the secret your app and our server share, held encrypted — it is shown to you once when you set it up and is never shown again, to you or to anyone else — a label you give the app, when it was set up and last used, and, if an administrator of your company resets it, who reset it and for which company.
• Where you are given recovery codes: a one-way hash of each code, not the codes themselves, and whether each has been used.
• Whether a session has completed a second factor and when, so that a sensitive action can ask you to confirm again without repeating it on every request.
• A random identifier for your browser installation, used to recognise the same browser across AccountHouse apps.
• Where your company uses them: its allowed IP address ranges, and devices trusted for a person in that company, with a device description, platform, operating system label, and when and from which IP address the device was last seen.

Company records (your company as controller, IA Systems as processor):

• Company profile: legal and trade name, Arabic name, trade licence number, Tax Registration Number, emirate and address, phone, email, website, VAT registration details, financial year and currency, and the terms of its contract with us.
• Customers and suppliers: names and legal names, Tax Registration Numbers, email addresses, phone numbers, websites, billing and delivery addresses, contact people with their roles, email addresses and phone numbers, bank details (bank name, IBAN, account number, SWIFT/BIC), payment terms and notes.
• Sales, purchases and payments: invoices, bills, credit and debit notes, items, payments and allocations, recurring schedules, and the evidence attached to payments (PDF, PNG, JPEG or WebP files).
• Banking: the company’s bank accounts (bank name, IBAN, account number, SWIFT/BIC), the bank statement CSV files it imports — each line’s date, amount, description, counterparty and reference — its bank rules and reconciliations.
• Ledger and tax: the chart of accounts, journals, accounting periods, fixed assets and depreciation, and VAT returns with their box figures, filing status and any acknowledgement number the company records.
• Documents sent and shared: letterheads (logo, colours, bank details text, terms text), the recipient, copy address, subject and note of each document the company emails, and for each public share link its expiry, whether it was revoked, how many times it was viewed, and when and from which IP address it was last viewed.
• Quotations, purchase orders and statements, where the company adds the Document Generation plugin: their contents, lines, sections, earlier versions and activity, and what people ask its AI Builder, with the changes it proposed.
• Document designs: the designs your company creates, their saved versions, the pictures and stationery uploaded for them, and a record of each document printed with a design — its number, who it was for, its amount, its date, which version of the design printed it, who in your company produced it, and, where it was emailed, the address it went to. Where the AI Designer is used: your brand colours, typeface and standing text, what a model read from the files you gave it, the descriptions and instructions your company typed, the designs it produced, and a record of each model request and what it cost.
• Transportation, where the company adds the Transportation Management connector: its vehicles (plate, chassis number, make, model, ownership, odometer and where each is based), the documents it records for them (registration, insurance, permits — with numbers, issuing authority and expiry dates), its jobs and trips with their addresses, contact names and phone numbers for each stop, what was carried, and the costs recorded against them.
• Transport drivers and crew: a transport profile linked, where there is one, to the company’s employee record — driving licence number, the country that issued it, the categories held and its expiry, other documents the company records with their numbers and expiry dates (for example an identity document, a residence visa, a medical certificate or a training certificate), availability, shift pattern, skills, a phone number and email address where the company records one, and an emergency contact name and telephone number where the company records one.
• Proof of delivery: the name and role of whoever took a delivery, a signature drawn on screen where one is given, the time it was recorded, any remarks, and — where the person recording it allows their device to share it — the location at which it was recorded. Photographs and scans attached to a job, a trip, a cost, an inspection or a document are stored with the record they belong to.
• Vehicle positions: where somebody in the company records where a vehicle is, that position, the time and who reported it. Accmerio is not connected to any GPS or telematics service and does not track a vehicle or a person by itself; every position held is one a person entered.
• Money carried by drivers: advances issued, customer money a driver records taking, what somebody in the company counted when it was handed in and any difference they explained, and the settlement statements drawn up between the company and a driver.
• Audit trail: a record of actions on the books — who acted, what they did, to which record, when, and the details of the change.

Employee and payroll data (your company as controller, IA Systems as processor), where the company uses payroll:

• Employee number, first and last name, email address and phone number.
• Nationality, social security regime and pension scheme (including GPSSA), labour card number, Emirates ID number, passport number and visa number.
• Job title, department, join date, leave date and reason for leaving, status and notes.
• Documents the company keeps on file for that person — for example an employment contract, an identity document, a passport, a residence visa, a labour card, a licence, a certificate or a qualification — recorded with what the document is, its number, who issued it, when it was issued and when it expires, and, where the company chooses to attach one, a scan or photograph of the document itself. Whether to hold any of this, and which documents, is the company’s decision; Accmerio requires none of it. These are visible only to people whose role carries the payroll permissions, and a copy is downloaded rather than shown in the page.
• Salary bank name, IBAN and bank routing code.
• Salary components and amounts with their effective dates, pay runs, payslips (days worked, unpaid leave, gross pay, deductions, net pay and employer cost), gratuity accruals (length of service, basic and daily wage, accrued amount), and the WPS salary files generated from pay runs.
• Where an employee is given a sign-in, the link between their employee record and that sign-in. A sign-in a company creates is held as a company sign-in, not as an AccountHouse account: it is not listed among AccountHouse’s own users, and it has no home side of the product. If that person later signs up for AccountHouse at the same address it becomes their own account, keeping the access their employer gave them.

Support requests (IA Systems as controller):

• What you send from Guides & support › Contact support: what the request is about, the page it concerns, your description, and any screenshots. The request is stored with your name, email address and the company it is about, so our team can see and answer it; screenshots are emailed to our support inbox and are not stored with the request.
• What you send us by email, including any screenshots or files you attach.
• Where access is blocked at sign-in, the request and optional message you send to our administrators from the sign-in screen.

Where a company that used the household edition of AccountHouse asks us to bring its existing bookkeeping into its business workspace, our operators copy the household’s expenses, income, categories and bank accounts into that company’s books. The household is not changed by the copy.

• Provide the business edition to your company: keep its books, produce the documents, PDFs, VAT figures, WPS files and reports it asks for, and show its records to the people it has given access to.
• Authenticate people, enforce roles, permissions, modules, seats and your company’s security settings, and maintain sessions.
• Send transactional email: invitations, sign-in and two-factor codes, login notices, security recovery, verification codes for resetting or deleting a company, and documents your company chooses to email to its customers.
• Detect and respond to suspicious sign-in activity (see “Where it is stored and how it is protected”).
• Set up and administer workspaces: provisioning a company, applying its contract, seats and modules, and carrying out requests such as importing household records or deleting a company.
• Answer support requests and investigate problems your company reports.
• Operate and improve the service, including diagnosing outages and abuse.

We use a company’s records only to provide the service to that company. We do not use them to build anything for another customer.

• We do not sell personal data, and we do not sell, license or share your company’s records with third parties for their own use.
• We do not use your company’s records for advertising, and they are not used to build advertising profiles.
• No AI model is trained on your company’s records. The AI features in Accmerio are optional, come with the Document Generation plugin, and run only when a person in your company asks them to. Your company can switch them off. We do not use your company’s records to train AI models.
• The AI Builder sends an AI model provider only what is needed for the document being prepared — its contents and the instruction typed, together with the customer or supplier and the earlier documents it was told to look at.
• The AI Designer, which designs how your documents look, sends the model provider the files your company chooses to give it — your logo, signature, stamp, product images, and any brochure, letterhead or existing document you upload as a design reference — together with your description, your company name and the design it is working on. Files are reduced in size before they are sent. Nothing is sent until a person asks for a design, and only the files chosen for that design are sent. A design is then printed by Accmerio from your own records: no AI model is involved when a real invoice, receipt or statement is produced.
• We do not pool companies’ data. Nothing from one company’s books is shown to, or used to produce figures for, another company.
• We do not file or submit anything on your company’s behalf. VAT returns are not sent to the Federal Tax Authority by us, and WPS salary files are not sent to banks, exchange houses or the Ministry of Human Resources and Emiratisation by us. Your company downloads and submits them itself.

People your company gives access to, according to their role and individual permissions. For example, an invoice-only member sees the dashboard and sales but not the books; an accountant sees the books but, unless granted it, not payroll; an auditor reads the books and the audit trail and changes nothing; an employee with self-service access sees only their own payslips. Payroll is visible only to roles that carry the payroll permissions, or to a person who has been granted them individually.

Company isolation. Data is scoped to the company it belongs to. Other companies, including your own branches and group companies, cannot access a company’s records through the normal product APIs; a person sees a company’s books only through a membership of that company.

People your company shares documents with. When your company emails a document or creates a public link to it, anyone holding that email or link can view that document until the link expires or is revoked.

IA Systems staff, for operating the service: setting up workspaces and their contracts, seats and modules, answering support requests, investigating security alerts and abuse, and carrying out requests such as importing household records or deleting a company. Elevated security alerts may be reviewed by our system administrators so incidents are not ignored.

Infrastructure providers. We use infrastructure providers — hosting on Google Cloud, and email delivery services — solely to operate AccountHouse. Those providers process data under our instructions.

Payment providers your company connects. When your company adds a Marketplace plugin such as Network International / N-Genius, AccountHouse exchanges data with that provider on your company's behalf: it receives payment details for your company's orders (amount, order reference, the payer's email address and name, the card scheme and the last four digits of the card; never the full card number or security code) and reads order status back from the provider. The provider is chosen by your company and has its own terms with it. Your company's credentials for the provider are stored encrypted and are used only for that connection.

The AI model provider, when the AI Builder is used. Where your company has added the Document Generation plugin and a person asks its AI Builder to prepare or change a document, the document being prepared and the records looked up for that request are sent to Google’s Gemini service to prepare the proposed changes. Those records can include the names, contact details, addresses, contact people and payment terms of customers and suppliers, item names and prices, earlier documents with them, and amounts they owe or are owed. Nothing is sent until someone asks, every figure is recalculated by Accmerio, and nothing is issued, sent or posted by the AI. Your company can switch the AI Builder off under Documents › Settings.

The AI model provider, when the AI Designer is used. Where a person asks the AI Designer to design a document template, the files your company chooses to give it are sent to Google’s Gemini service, together with your description, your company name and the design being worked on. Those files are whatever your company selects: a logo, a signature, a stamp, product images, and any brochure, letterhead or existing document uploaded as a design reference. An existing document used as a reference may contain another party’s details — a past invoice carries the customer’s name, address and Tax Registration Number — so choose references with that in mind. Files are reduced in size before they are sent. Nothing is sent until a person asks for a design, and only the files chosen for that design are sent. What comes back is a design, never a document: every real invoice, receipt and statement is produced by Accmerio from your own records, with no AI model involved.

The map provider, when a place is looked up. Where your company has added the Transportation connector and somebody searches for a collection or delivery address, or drops a pin on the map, what they typed — or the point they tapped — is sent to Google Maps Platform to find the place, and your browser loads the map itself from Google. Only the search text or the coordinates are sent: no customer name, no job, and nothing else about your company. Nothing is sent until somebody types in an address box or opens the map, and a suggestion nobody chooses is not kept. Addresses can be typed instead, and if your installation has no map key configured the search is simply absent.

Where the law requires. We may disclose information if required by law or to protect the service against abuse or fraud.

Accmerio runs on Google Cloud. Company records, including payment attachments, letterhead logos and generated WPS files, are stored in our database there. Security is layered:

• Passwords are stored hashed; they are not kept in clear text.
• Two-factor authentication (2FA): after the password check, a second step must be completed before the session is established. It can be a code from a standard authenticator app on your device, a one-time code emailed to your registered address, or a tap in an AccountHouse app you are already signed in on. A company can require 2FA of everyone in it, of chosen roles, or of one named person, and can choose which of those methods it accepts.
• Authenticator secrets are encrypted where they are stored. Nobody at IA Systems and nobody in your company can read yours back: an administrator who needs to help you can only reset it, which asks you to set up a new one and is recorded on your company’s audit trail.
• Recovery codes let you sign in if you lose the device with your authenticator. Each works once, and only a one-way hash of each is stored, so they cannot be read back either — if they are lost, a new set replaces them.
• Some actions always ask you to confirm with a second factor, whatever your company has set: changing who may do what, company settings, payroll, bank accounts, integrations, and reversing something already recorded.
• A company can limit sign-in to its workspace to allowed IP addresses, and trust specific devices for specific people.
• Successful sign-ins can trigger login notification email.
• Active sessions can be reviewed, and other sessions can be revoked remotely; that ends access on those devices.
• Automated monitoring looks for patterns such as failed-login bursts, repeated 2FA failures, credential spray across addresses, and sign-ins from unfamiliar locations. When activity appears abusive, an account may be placed under a security lock, which blocks normal access until recovery completes through the email recovery path.
• Resetting a company’s records and deleting a company both require a verification code sent by email before anything is removed.
• The audit trail is append-only and each entry is chained to the one before it, so a change to past entries can be detected.

No system is perfectly secure. Security incidents involving your account or your company’s workspace should be reported to us as soon as practicable, through the contact details below.

While a company’s workspace exists, its records are kept. Accounting records are permanent by design: posted entries are corrected by reversal rather than deleted, filed VAT returns keep the figures that were filed, and the audit trail is append-only. For that reason we do not delete individual posted records on request while the workspace exists. Your company, as controller, decides how long to keep its records and is responsible for keeping them as long as the law requires it to.

There are three ways records are removed:

• Resetting records. The owner can reset the company’s business records. This permanently removes its transactions, documents, payments, bank statements, VAT returns, pay runs and assets. The company’s setup, contacts, employees, members, audit trail and document number counters are kept.
• Deleting a company. Our operators can permanently delete a company’s workspace at the company’s request or when our relationship with it has ended. This removes its ledger, documents, payments, bank records, VAT returns, payroll, assets, settings, members and audit trail. It does not delete anyone’s AccountHouse sign-in account, any household data, or any other company.
• Removing a person. The owner or an administrator can remove a member from the company. The member’s past actions stay in the company’s audit trail, which is part of the company’s records.

A lapsed contract does not delete anything. Records stay intact while access is paused or closed.

Backups and logs. Deleted data may remain in our backups for a limited period as needed for security, backup integrity, and legal obligations. Security logs are kept long enough to investigate access issues. Account data is kept for as long as the account exists.

Household backups do not include company records. The backup archive a household can download from the household edition deliberately excludes business data, because a company’s books belong to the company and its members, not to whoever downloads their household archive.

Payroll holds some of the most sensitive data a company keeps: identity document numbers, bank details and pay. Because your company is the controller of that data, it is your company’s responsibility to:

• Have a lawful reason to record each item it enters about an employee, and record only what it needs — for example, the fields the WPS file and your bank require.
• Tell its employees what it records about them in Accmerio, why, who inside the company can see it, and how long it will be kept.
• Limit who can see payroll by giving payroll permissions only to the people who need them.
• Keep employee details accurate, and correct them when an employee points out a mistake.
• Respond to employees’ requests about their own data, and remove data it no longer has a reason to keep, within the limits of the accounting rules described above.
• Where the company uses Transportation: tell its drivers what it records about them — licences, certificates, availability, the jobs they were given, proof of delivery they record and any position they report — and why. A driver’s device is asked for a location only at the moment they record a proof of delivery, and only if they allow it; Accmerio never follows a person or a vehicle in the background.

If an employee contacts us directly about their data, we will direct them to their employer and, where we can, help the company respond.

Depending on the law that applies, you may have rights to access personal data about you, to have it corrected, to have it deleted or its use restricted, and to object to some uses of it. How to exercise them depends on whose data it is.

• Your own AccountHouse account. Email us to ask for access, correction or deletion. You can change your details, enable two-factor authentication and revoke other sessions yourself. If your sign-in account is deleted, your memberships of companies end with it, but a company’s records of what you did in its books remain part of that company’s records.
• Data a company holds about you — as its customer, supplier, contact person or employee. Contact that company; it controls the data and decides how to respond. If you contact us instead, we will refer you to the company where we can identify it.
• A company responding to a request. The owner or an administrator can view and correct most records directly in the workspace, and download documents as PDFs. Where the company needs our help to respond to a request, contact us and we will assist.

Some requests cannot be met in full. A company may need to keep accounting, tax and payroll records the law requires it to keep, and posted records are corrected by reversal rather than erased while the workspace exists.

The business app uses a small amount of browser storage, all of it needed for the app to work:

• A session cookie that keeps you signed in. It is HttpOnly, so scripts in the page cannot read it, and it is shared across AccountHouse apps on the theaccounthouse.com domain so one sign-in covers them.
• A security token stored in the browser, sent with requests that change data to protect against cross-site request forgery.
• A browser installation identifier, kept after you sign out, so the same browser is recognised as one device in your session list.
• The company you last opened, so a reload brings you back to the same workspace. It grants no access by itself.
• A copy of the app's own pages, styles, icons and fonts, kept by the browser so Accmerio loads quickly and can be installed as an app on a phone or computer. It holds no company data — your books are fetched from the server every time — and it is cleared when you sign out.

Where a map is opened in the Transportation connector, Google Maps Platform sets its own storage in your browser to draw and cache map tiles. That happens only on a screen where somebody opened a map, and not anywhere else in the app.

The business app does not use advertising cookies or third-party tracking.

Accmerio is for companies and the adults who work with them. People given access to a company must be at least 18 years old. It is not directed at children under 16. If you believe a child has been given access or has provided personal data without appropriate consent, contact us so we can remove it.

We may update this notice as the product evolves. Material changes will be reflected here with a new version and effective date, shown at the top of this page. Related product terms are in the Accmerio Terms of use.

For privacy requests — including access, correction, or deletion — or questions about this notice, use Guides & support › Contact support in the business app, or email support@theaccounthouse.com. We usually respond within one business day; working hours are Sunday to Thursday, 09:00 to 18:00 GST. If you are a customer, supplier or employee of a company using Accmerio, contact that company first.

Security incidents involving your account should be reported through the same channel as soon as practicable.