Who we are
PaperHound is operated by FiftyPoint6 Ltd, a company registered in England and Wales (company no. 11025082, registered office Dodpitts House Dodpitts Lane, Newbridge, Isle Of Wight, Hampshire, United Kingdom, PO41 0TW) ("we", "us"). We are the data controller for the personal data described in this policy. Contact: alex@paperhound.ai.
PaperHound is a business tool: it finds payments in your accounting ledger that have no supporting invoice, locates the matching invoice PDF in your connected email account, and attaches it to the transaction in your accounting software. It is intended for business use.
What we collect
Account data. When you sign in with Google or Microsoft, we receive your name, email address, and an account identifier. We do not use passwords.
Accounting data. When you connect Xero, we read transactions and payments from your ledger (amounts, dates, payees, references, reconciliation and attachment status) to identify payments that are missing an invoice, and we write invoice attachments back to those transactions.
Email data. When you connect Gmail, we access your mailbox as described in "Google user data" below.
Invoice data. Invoice PDFs captured from your mailbox or uploaded by you, and fields extracted from them (supplier, invoice number, amount, date), which you can edit.
Website data. If you join our waitlist or contact us, we collect the email address you submit. We do not use analytics or advertising trackers.
Google user data
We request one Gmail permission: read-only access to your mailbox (gmail.readonly). We cannot send, modify, or delete your email.
Access. We search only within the scan window you choose when connecting, and thereafter incrementally, for messages with PDF attachments that look like invoices. We never perform an unbounded read of your mailbox.
Use. We download qualifying PDF attachments, extract invoice fields from them, match them to payments in your connected ledger, and attach them to the corresponding transaction. That is the only use.
Storage. We store the invoice PDFs and, for matching, the sender, subject line, and filename of the message they came from. We do not store the bodies or full content of your emails. PDFs are stored encrypted in AWS (London); your Gmail refresh token is encrypted with AES-256-GCM under keys managed in AWS KMS and is decrypted only at the moment of use.
Sharing. Google user data is shared only with the service providers listed in the subprocessor table below, as needed to provide these features, and with your accounting platform when we attach an invoice at your direction. We do not sell it, use it for advertising, or share it with anyone else.
Limited Use. PaperHound's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: we use Google user data only to provide the user-facing features described above; we do not use it for advertising; we do not sell it; we do not use it to train, develop, or improve generalised AI or machine-learning models; and no human at FiftyPoint6 reads your email data except with your explicit permission for a specific request, where necessary for security purposes, or where required by law.
How we use data, and why we may
We process account and accounting data to provide the service you have signed up for (performance of a contract), email data on the basis of the connection you explicitly authorise and can revoke at any time (consent), and website contact data to respond to you and let you know about availability (legitimate interests). We use aggregated, non-identifying operational data to run and secure the service.
Where data lives, and who processes it
Application servers and our database run in the EU; invoice files and encryption keys are held in London. We share personal data only with these subprocessors, each only for the purpose shown:
| Provider | Location | What they process |
|---|---|---|
| Railway | Netherlands (EU) | Application hosting and database (transactions, extracted invoice fields, account records) |
| Amazon Web Services | London, UK (eu-west-2) | S3 — invoice PDF storage; KMS — encryption key management; Textract — extracting invoice fields from stored PDFs |
| Clerk | United States | Sign-in only: names, email addresses, and account identifiers. Certified under the EU-U.S. Data Privacy Framework and its UK Extension. No financial, invoice, or email data is ever sent to Clerk |
| Per your Google account | Gmail API access to your connected mailbox | |
| Xero | Per your Xero account | Reading your ledger and attaching invoices, at your direction |
| Formspree | United States | Waitlist and contact form submissions (email address) |
Amazon Textract is used solely to extract fields from your invoice PDFs for the invoice library and matching features; we have opted out of AWS using this content to improve its services, and we do not retain Textract's raw output. The only international transfers are to Clerk and Formspree in the US, both under the UK Extension to the EU-U.S. Data Privacy Framework.
Retention and deletion
PaperHound is not your document archive or your system of record for HMRC purposes — the invoice attached to your ledger in Xero is the copy you retain there.
Our copies are deleted as follows: disconnecting a mailbox immediately deletes its access token and deletes the invoice PDFs captured from it; deleting your account deletes all your data — tokens, invoices, PDFs, transactions, and account records; you can also delete individual unmatched invoices from your library at any time. Invoices already matched to a payment are kept while your account is open, to preserve the record of what was attached, and are deleted with your account.
Your rights
Under UK GDPR you may request access to, correction of, or deletion of your personal data, object to or restrict processing, request portability, and withdraw consent (by disconnecting a mailbox or deleting your account, or by emailing us). Contact alex@paperhound.ai; we respond within one month. You may complain to the Information Commissioner's Office (ico.org.uk).
Cookies
We use only essential cookies: your sign-in session (secure, HTTP-only) and short-lived cookies that protect the account-connection flow. No advertising or analytics cookies.
Changes and contact
We will post any changes to this policy on this page and, for material changes, notify you by email. Questions: alex@paperhound.ai, or FiftyPoint6 Ltd, Dodpitts House Dodpitts Lane, Newbridge, Isle Of Wight, Hampshire, United Kingdom, PO41 0TW.