Privacy Policy

1. Who we are and how to contact us

Qentigo is operated by The McCalla Group Ltd., 410 Copperpond Blvd SE, Calgary, AB T2Z 0Z7, Canada. This policy covers qentigo.com, app.qentigo.com, the Free Statement Test, customer workspaces, and related support services.

Privacy Officer: The McCalla Group Ltd. Send privacy inquiries to privacy@qentigo.com, with “Qentigo Privacy” in the subject line, or write to the address above. This contact also handles questions about service providers outside Canada.

When an accounting firm or other organization uploads client information, it is responsible for its authority to collect and submit it. Qentigo processes the documents to provide the service to that organization. We are responsible for our own account, security, and administration practices. This policy does not replace your accountant’s privacy notice.

2. Information we collect

Account information: email address, user and workspace identifiers, access permissions, and information supplied during registration or support.

Statement information: uploaded PDFs and their contents, which may include names, addresses, account identifiers, balances, dates, transaction amounts, merchant or counterparty names, and transaction descriptions. Statements may reveal sensitive information about you or other people.

Processing information: extracted transactions, categories, reconciliation checks, generated spreadsheets, failure diagnostics, document fingerprints, and processing history. A document fingerprint can remain personal information when linked to your account.

Technical information: network addresses, request and security logs, session information, and events relating to access, uploads, processing, downloads, and service usage.

Billing information, when paid services are enabled: subscription identifiers, payment status, usage records, and invoice details. Payment details submitted directly to a payment processor are also subject to that processor’s privacy notice.

Do not provide online banking passwords, PINs, card security codes, or unrelated identity documents. Qentigo does not need those credentials to process a statement.

3. Why we use information

We use information to authenticate users and deliver sign-in codes; manage workspaces and permissions; process statements and generate results; check reconciliation and document eligibility; diagnose failed processing; communicate about requested services; prevent fraud and misuse; apply trial and subscription limits; maintain security and backups; and meet applicable legal obligations.

The Free Statement Test uses your email and statement for the same processing and security purposes as the main service. We keep account and trial-use records to administer the one-statement allowance. A free test is not consent to unrelated marketing.

Optional marketing must be offered separately from sign-in and document processing, with an unsubscribe mechanism. Withdrawing marketing consent does not prevent necessary service or security communications.

4. Your choices and authority to upload

Before uploading, review this policy and the short notice beside the upload control. Submit only information that you are entitled to provide, including information about other account holders, employees, customers, or counterparties. An uploader’s confirmation does not replace any consent or other authority required from those individuals.

You may choose not to provide a statement. We cannot produce a statement result without the document, or provide email-code access without an email address. Contact our Privacy Officer to ask about withdrawing consent or limiting future use. Withdrawal may prevent further processing; it does not automatically remove records that we are entitled or required to retain.

Where additional express consent is required for a particular use or disclosure, we will request it separately. Continued use is not a substitute for consent to a new, unrelated purpose.

5. Automated processing, AI, and troubleshooting

Qentigo uses automated software to extract and categorize transactions and compare results with statement controls. Outputs can contain errors and should be reviewed before bookkeeping, tax filings, or other decisions.

For failed processing, repair workflows may copy the relevant PDF, extracted content, diagnostics, or output files into a troubleshooting workspace. Authorized support personnel or an AI-assisted development provider, including OpenAI’s Codex where used, may process relevant evidence to diagnose the problem, test a repair, and reprocess the statement. Troubleshooting copies are covered by this policy.

Fixing the requested processing is different from retaining identifiable documents for longer-term product development or commercial analysis. Such additional uses are governed by the optional purposes below. Removing a name alone does not necessarily anonymize financial information.

We do not authorize use of identifiable statements to train a general-purpose AI model as part of our service. Provider handling is also governed by its applicable terms and account settings; this statement is not a guarantee of zero provider retention. Ask our Privacy Officer for information about the applicable arrangements.

Qentigo provides accounting assistance. Its outputs are not credit, lending, insurance, or eligibility decisions about individuals.

6. Who may receive information

Authorized workspace users may access documents and results according to their permissions. Your organization manages its users and should remove access when no longer needed.

Our current service arrangements include VPS infrastructure associated with Bluehost for hosting; Titan for sign-in email delivery; and OpenAI/Codex for AI-assisted troubleshooting where used. Hosting providers process stored files and service traffic; the email provider processes recipient addresses and sign-in messages; and the AI provider may process relevant troubleshooting evidence. Their infrastructure or subcontractors may also be involved. Authorized personnel may access information needed for support and operation.

Stripe is not activated for live charges at the date of this policy. If paid billing is enabled, the payment processor will receive payment information and Qentigo will hold subscription, usage, and invoice records. Payment information sent directly to the processor is subject to its privacy notice as well.

We may disclose information where permitted or required by law, to respond to valid legal demands, protect rights and security, or investigate misuse. Any business transfer involving personal information must be handled under applicable protections and notice requirements.

Our permitted uses do not include selling identifiable statements or financial transactions to advertisers, uploading them to advertising platforms, or disclosing customer results to unrelated firms merely because they use Qentigo.

7. Processing locations and external providers

Qentigo does not offer a Canada-only processing or storage commitment. Documents, account data, email, and troubleshooting evidence may be stored or processed outside Canada by the providers described above. Information held in another country may be accessible to that country’s courts, regulators, or authorities under its laws.

Contact our Privacy Officer using the address or email in section 1 for information about our policies and practices concerning foreign providers, and the processing locations and contractual arrangements applicable to your service. We do not represent an unverified location as Canadian. If you require a particular location, contact us before uploading to confirm whether we can meet that requirement.

We assess provider arrangements and must apply appropriate contractual and operational protections. A change introducing a new purpose or a material change in processing will be disclosed, with additional consent where required.

8. Cookies and local browser storage

Qentigo uses a session cookie to keep you signed in and apply access controls. Browser storage may also support the interface and remember necessary preferences. Blocking required cookies can prevent sign-in or normal service operation. Signing out removes the browser’s session cookie, but does not itself delete your account or uploaded files.

This policy does not authorize advertising trackers. If optional analytics or advertising technologies are introduced, their purposes and providers must be disclosed and appropriate choices made available before use.

9. Retention and deletion

We retain personal information only while reasonably necessary for the identified purpose, subject to legal obligations. Retention is reviewed by data category and purpose rather than by one deadline for all information. Client retention preferences can be considered where compatible with legal requirements and service capabilities.

At this policy’s publication, a scheduled automatic deletion service has not been verified. Uploads and results are stored for processing, access, support, and any specifically authorized additional purpose until deletion is carried out. Do not assume a file disappears when processing finishes, you sign out, or your subscription ends. This does not authorize indefinite retention; records that no longer have a necessary, lawful purpose must be removed through our retention review and deletion process.

Contact our Privacy Officer to request deletion or a specific retention arrangement. We verify authority, identify related primary, troubleshooting, and testing copies, and review any legal exceptions. We will explain the scope and expected completion time, including backup handling, and respond within applicable legal timelines. We do not promise an unimplemented seven-day or thirty-day deletion schedule.

Backup copies may remain until they are removed through backup management. Approved deletion restrictions must be reapplied if a backup is restored. Copies downloaded by your organization are under its control. Limited account, consent, usage, security, or invoice records may need to be retained separately for their own purposes; a document fingerprint linked to your account is not automatically anonymous.

Additional retention for Qentigo Grow requires the authority and purpose described below. A withdrawn optional permission is not a reason to retain identifiable data for that optional purpose.

10. Security and incidents

Qentigo uses HTTPS for public access, authenticated sessions, workspace access controls, and restricted technical administration. We use service backups for recovery. These controls reduce risk but do not guarantee that a breach or loss can never occur. This policy does not claim an independent security certification or verified encryption of all stored files.

Protect your mailbox, keep sign-in codes private, and avoid shared accounts. Contact our Privacy Officer promptly if you suspect unauthorized access.

If a privacy incident occurs, we will investigate, take appropriate containment measures, and make notifications and maintain records as required by applicable law.

11. Access, correction, and complaints

You may ask for access to personal information held about you, information about its use or disclosure, correction of inaccuracies, or consideration of a deletion or consent-withdrawal request. Contact our Privacy Officer using the details above. We may need proportionate identity or authorization verification. Do not email a complete bank statement or identity document unless a suitable secure method has been arranged.

We will respond within the time required by applicable law. If an exception prevents full access or correction, we will explain the applicable reason where permitted. For information uploaded by your accountant or employer, we may need to coordinate with that organization.

You may complain to our Privacy Officer and, where applicable, the Office of the Privacy Commissioner of Canada or the relevant provincial privacy commissioner, including the Office of the Information and Privacy Commissioner of Alberta. Contract terms do not remove statutory privacy rights.

12. Optional Qentigo Grow purposes

Qentigo Grow is intended to support product improvement, customer insights, and commercial growth. These additional purposes do not automatically follow from accepting this policy or uploading a statement. They remain disabled for identifiable document and transaction reuse until the relevant permission and controls are in place.

Product improvement: with specific authorization where required, relevant documents and diagnostics may be retained to test extractors, validate repairs, and improve reliability. We prefer synthetic or suitably deidentified evidence. For identifiable documents, the permission must explain what is retained, who can access it, and the retention period. This is separate from troubleshooting the processing you requested.

Customer insights: if you choose an optional analysis feature, Qentigo may analyze transaction amounts, dates, categories, merchants, and recurring payments to identify patterns and offer insights to you. The feature must explain its scope before activation.

Personalized commercial recommendations: if you separately opt in, relevant transaction patterns may be used to identify and present offers or services suited to your needs. Before activation, we must explain the data used, categories of offers, who receives the data, and the retention period. This is not permission to sell your statements or send them to advertising platforms. Refusing this option does not prevent basic statement processing.

Marketing communications: receiving promotional email is a separate choice from permission to analyze transactions. Commercial messages must identify the sender and provide a way to unsubscribe. We retain evidence of the applicable permission or other lawful basis and respect withdrawals.

We may use genuinely anonymous aggregate statistics to understand service usage and conversion trends. Information that can still identify someone or be linked back to them remains subject to appropriate privacy controls. We do not use other people’s identifiable transaction details for commercial targeting merely because they appear in an uploader’s statement; authority for those individuals must be established.

Optional permissions can be withdrawn through the Privacy Officer. Before accepting real financial data for these optional purposes, we must provide a specific retention period or clear retention criteria. Configurability does not mean indefinite storage.

13. Changes to this policy

We will identify the effective date and make the current policy available on the website. Material changes will be communicated appropriately, and additional consent obtained where required. A revision does not retroactively authorize unrelated use of previously uploaded information.

Effective date: October 6, 2026. Version 1.1. This policy supersedes the unpublished October 5 draft.