Privacy Policy

Last updated: 18 October 2026

In short: this website sets no cookies and runs no analytics. If you join the waitlist we keep your email address only to contact you about early access. If your firm uses the early-access app, the documents you upload are stored on Amazon Web Services and read by OpenAI’s API to extract the fields. We never sell your data or use it to train our own models.

Who we are

KhalasBooks (“we”, “us”) builds on-site invoice capture for accounting firms in the United Arab Emirates. Questions about this policy or your data go to hello@khalasbooks.com.

This website

khalasbooks.com sets no cookies and uses no analytics, advertising or tracking scripts. The site is hosted on Cloudflare, which processes basic technical information such as your IP address and browser type in order to deliver the pages and protect them from abuse.

The early-access waitlist

What we collect: the email address you enter.
Why: to tell you when early access opens and to follow up about it. Nothing else.
Where it is kept: in a Google Form and its linked Google Sheet, under Google’s terms.
How long: until early access is over or you ask us to remove it, whichever comes first. Email us at any time and we will delete it.

The early-access app

If your firm uses KhalasBooks, we process:

Account details: the name and email address of each team member who signs in.
Client details: the names of the clients your firm sets up.
Documents and extracted data: photos or files of invoices and receipts, and the fields taken from them, such as supplier name, TRN, dates, amounts and VAT.

For client documents, your firm decides what is uploaded and why. We process that data on your firm’s behalf and only to provide the service: capture, extraction, review and export.

AI processing

Uploaded documents are sent to OpenAI’s API to extract the fields. Under OpenAI’s API terms, data sent through the API is not used to train OpenAI’s models by default, though OpenAI may keep it for a limited period to monitor for abuse. We do not use your documents to train models of our own. Every extracted field is shown to your team for review before export.

Where data is stored

Documents and extracted data are stored on Amazon Web Services in the Asia Pacific (Mumbai) region. This means data is processed outside the UAE, in India for storage and by OpenAI (in the United States) for extraction. All data is sent over encrypted connections, and access is limited to signed-in users of your firm.

Retention and deletion

We keep documents and extracted data for as long as your firm uses the service. Your team can remove documents in the app, and we will delete your firm’s data on request. Email hello@khalasbooks.com to ask.

Sharing

We do not sell personal data. We share it only with the service providers named above (Cloudflare, Google, Amazon Web Services and OpenAI) to run the service, or where the law requires it.

Your rights

You can ask to see, correct or delete the personal data we hold about you, or object to how we use it, under applicable data protection law, including UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data. Email us to make a request. If your data is in the app because your accounting firm uploaded it, we may refer your request to that firm.

Changes

If we change how we handle data, we will update this page and the date at the top.