Privacy Policy

1. Who We Are

STAAK(“we,” “us,” “our”) operates an internal automation system that connects our accounting, payment, and project management tools. This policy explains what data the system processes and how.

Contact: info@staak.ca

2. What This Application Does

The STAAK Automation System connects the following platforms to remove manual work from invoice, payment, and remittance processing:

• QuickBooks Online (QBO)
• Airwallex
• Wrike
• Microsoft 365 (Outlook, SharePoint, Excel)
• DEXT

The application reads business records from these platforms, applies classification logic, and writes results back (for example, creating draft invoices or bill entries).

3. Data We Process

The system processes business financial data, not personal consumer data. This includes:

• Vendor and client names, contact domains, and account identifiers
• Invoice numbers, amounts, tax details, and due dates
• Payment and remittance records
• GL account codes and classifications
• Contractor invoice data, including banking beneficiary identifiers held in Airwallex

We do not collect data from the public. All data originates from STAAK’s own business operations and its named vendors, clients, and contractors.

4. How We Use the Data

Data is used only to:

• Match incoming invoices and remittances to the correct vendor, client, or contractor record
• Classify documents and apply the correct accounting treatment
• Create and update records in QuickBooks Online and Airwallex
• Log every automated action for internal review

We do not use this data for advertising, profiling, or any purpose unrelated to STAAK’s own accounting operations.

5. AI Processing

The system uses the Anthropic Claude API to read email content and PDF attachments for classification purposes (document type, vendor matching, GL account assignment). Content sent to this API is limited to what is needed for classification. Anthropic’s own data handling terms apply to this processing; see Anthropic’s privacy policy at anthropic.com for details.

6. Third-Party Services

Data passes through the following third-party platforms as part of normal operation:

Each of these providers maintains its own security and privacy practices. This policy covers STAAK’s use of the data; it does not override the terms of these third-party providers.

7. Data Retention

Financial records are retained according to STAAK’s standard accounting record-keeping requirements. Automation logs are retained to support audit and troubleshooting.

8. Security

Access to the automation system and its configuration is restricted to authorized STAAK personnel. The application runs on infrastructure located in Canada. No payment is executed automatically; all contractor payments require manual operator approval in Airwallex.

9. No Sale of Data

STAAK does not sell, rent, or share this data with third parties for marketing purposes.

10. Changes to This Policy

We may update this policy as the system changes. The most recent version will always be posted at this URL.

11. Contact

Questions about this policy can be directed to info@staak.ca.