Privacy policy
Last updated 26 August 2026
This policy explains what we do with the email you forward to us and the QuickBooks Online data you connect. We have written it in plain English rather than legal language, because you should be able to read it once and know exactly what happens to your information.
The short version. You forward receipts to an address we give you. We match them to expenses already in your QuickBooks Online books and attach them once you approve. We never connect to your inbox, we never create new entries in your books, and forwarded email that turns out not to be a receipt is moved to the trash within seven days and permanently removed after that.
Who we are
KBInnovate is a trading name of KB Innovations, a company registered in India. Cleo is our receipt-matching product.
KB Innovations
8, 603 Orchid Petals, Sector 49
Gurgaon, Haryana 122018, India
privacy@kbinnovate.co
What we collect
Email you forward to us
When you sign up we give you your own forwarding address, in the form yourname-cleo-xxxx@kbinnovate.co. Anything you forward to that address arrives in a mailbox we control.
Most customers set up a rule that forwards everything, because filtering for receipts in advance is unreliable and causes real receipts to be missed. That means email which is not a receipt will reach us. We do not want it and we do not use it. See how long we keep things below.
We have no access to your mailbox. We cannot read, search, send, edit or delete anything in your inbox. The only email we ever see is what you forward.
QuickBooks Online data
When you connect your QuickBooks Online company, you approve that connection on Intuit's own screen and you can withdraw it at any time from inside our product or from within QuickBooks.
We read transactions from your bank feed so that we can match receipts to them. We read enough about your company to display it correctly, such as the company name and its accounts.
What we do not do: we do not create expenses, purchases, bills, journal entries or any other new records in your books. We attach receipt images to transactions that already exist, and only after a person has reviewed the match and approved it. Nothing is attached automatically.
Your account details
Your name, email address and password, so you can sign in. Basic records of what you did in the product, so we can support you and investigate problems.
What we do with it
- Read the receipts you forward, and pull out the merchant, date, amount and similar details
- Compare those details to transactions already in your QuickBooks bank feed and propose a match
- Attach the receipt to the matching transaction, once you have approved it
- Show you what has been matched, what is still missing, and send you summaries if you ask for them
- Keep the service running, fix problems, and answer your questions
We do not sell your information. We do not share it with advertisers. We do not use your receipts or your books to train artificial intelligence models, and our suppliers are contractually prevented from doing so with the data we send them.
How long we keep things
| What | How long we keep it |
|---|---|
| Forwarded email that is not a receipt | Moved to the trash within seven days of arriving, then permanently removed by our email provider 30 days later |
| Receipts you have not attached to anything | Kept while your account is open, deleted on request |
| Receipts attached to your QuickBooks books | Kept while your account is open. The attached copy inside QuickBooks belongs to you and stays there |
| Account and activity records | Kept while your account is open, then deleted within 90 days of closure |
If you close your account or ask us to, we delete what we hold. Records we are required to keep for tax or legal reasons are the only exception, and we keep no more than we must.
Where your information is stored, and who can see it
Your receipts and account records are stored in the United States, in Amazon Web Services data centres in Oregon, through our database provider Supabase.
We are based in India, and our staff access that data from India in order to run and support the service. We are telling you this plainly because it matters: your information is stored in the United States but it is reachable by a small number of people in India. Access is limited to those who need it to do their job.
Companies that help us run the service
We use a small number of suppliers. Each one sees only what it needs to do its job.
| Supplier | What they do for us |
|---|---|
| Supabase, on Amazon Web Services | Stores your receipts and account records, in Oregon, United States |
| Google Workspace | Runs the mailbox that receives the email you forward |
| Anthropic | Reads receipt content so we can pull out the merchant, date and amount |
| Intuit | Provides the QuickBooks Online connection |
| Vercel | Hosts the product |
| Resend | Sends the emails we send you, such as summaries and password resets |
How we protect it
- Information is encrypted while travelling and while stored
- Receipts are only ever shown to you through a sign-in protected page, never through a public link
- Receipt content from email is cleaned before it is displayed, so that nothing hidden inside a message can run in your browser
- Writing to your QuickBooks books is switched off by default and turned on per company, with a full record of every action taken
- Access to customer information inside our company is limited to staff who need it
No system is perfectly secure, and we will not pretend otherwise. If something goes wrong that affects your information, we will tell you.
What you can ask us to do
At any time you can ask us to show you what we hold about you, correct it, delete it, or send you a copy. Write to privacy@kbinnovate.co and we will reply within 30 days.
You can also stop your forwarding rule at any time, which stops any new email reaching us, and disconnect QuickBooks at any time, which stops us reading your books.
Children
This is a product for businesses. It is not intended for anyone under 18 and we do not knowingly collect information about children.
Changes to this policy
If we change this policy we will update the date at the top. If the change is significant, we will email you about it rather than expecting you to notice.
Getting in touch
Questions about this policy, or about anything we hold: privacy@kbinnovate.co.