Privacy Policy

Last updated: 7 August 2026

This policy explains how Aeglio OÜ collects, uses, stores and shares personal data through the Aeglio website and application. It also explains how Aeglio handles business data on behalf of customer organisations.

1. Who is responsible for the data?

Aeglio OÜ, registry code 16311541, registered in the Estonian Commercial Register, is the controller for personal data connected with website visits, account registration, subscriptions, support and Aeglio's own business operations. You can contact us at info@aeglio.com or through the contact page.

When a customer organisation uses Aeglio to manage its employees, clients, suppliers, projects, invoices, expenses, documents, approvals or banking records, that organisation normally decides why and how the personal data in those records is used. The customer organisation is the controller and Aeglio acts as its processor. If your data was added by an Aeglio customer, contact that organisation first. We will assist the organisation with an appropriate request.

2. Data we process

Depending on how Aeglio is used, we process:

• Account and team data: name, email address, password hash, profile photo, language, time zone, team membership, roles, permissions and authentication-provider identifiers.
• Business records: client and supplier contacts, projects, tasks, time entries, invoices, recurring invoices, expenses, reimbursement and travel reports, uploaded files, approval records, comments and related audit history.
• Banking and payment data: account identifiers, statement transactions, payment references, reconciliation decisions and payment status. Aeglio does not ask for online banking passwords.
• Integration data: identifiers, access tokens, configuration and records exchanged with a service that an authorised user connects to Aeglio.
• Subscription data: plan, billing contact, Paddle customer and subscription identifiers, invoices and payment status. Paddle handles payment-card details; Aeglio does not store full card numbers.
• Technical and security data: IP address, browser and device details, request logs, session data, authentication events and error information.
• Website and communication data: public-page interactions, analytics identifiers where analytics is enabled, contact-form messages, support correspondence and newsletter status.

Please avoid uploading special-category personal data or other unusually sensitive information unless it is necessary for your business process and your organisation has a lawful basis to use it.

3. Why we process data

Purpose	Typical legal basis when Aeglio is the controller
Create accounts, authenticate users and provide the service	Performance of a contract or steps requested before entering one
Operate projects, invoices, expenses, approvals, banking and connected integrations	Performance of a contract; for customer content, the customer's documented instructions
Bill for the service and keep required transaction records	Performance of a contract and legal obligations
Secure the service, prevent abuse, troubleshoot and preserve audit history	Legitimate interests in operating a safe and reliable service and, where applicable, legal obligations
Respond to support and contact requests	Performance of a contract, steps requested by you or legitimate interests in responding
Understand and improve the public website	Consent where required; otherwise legitimate interests where permitted by law
Send a requested newsletter or marketing communication	Consent, which can be withdrawn at any time

Aeglio does not sell personal data and does not use customer financial records for third-party advertising.

4. AI-assisted document extraction

Aeglio uses the OpenAI API to help extract structured suggestions from supported invoices, receipts and other expense documents. Depending on the source, the request may include document text, an image of the document, email subject or body text, and limited matching context such as supplier names, expense categories and tax rates.

The output is a suggestion for fields such as supplier, document number, dates, totals, currency, tax or category. Aeglio users can review and correct it. AI extraction does not approve an expense, initiate a bank payment, post an accounting entry or make a decision that has legal or similarly significant effects on a person.

OpenAI states that API inputs and outputs are not used to train its models by default. Under OpenAI's standard API data controls, API content may be retained for abuse monitoring for up to 30 days unless a different approved retention control applies or longer retention is legally required. See OpenAI's enterprise privacy information and API data controls.

AI output can be incomplete or wrong. The customer organisation remains responsible for reviewing the extracted data and deciding whether it is suitable for its records.

5. Where core Aeglio data is stored

• The main Aeglio application and database run on Hetzner infrastructure in Helsinki, Finland.
• Uploaded business files and database backups are stored in private Amazon Web Services storage in the Europe (Stockholm) region, identified by AWS as eu-north-1 in Sweden.
• Temporary upload and processing copies are removed after the relevant workflow or by automated cleanup. Livewire temporary uploads are configured for cleanup after 24 hours.

These locations describe Aeglio's core infrastructure. A connected integration or specialist provider may process limited data in another location as described below.

6. Processors, service providers and other recipients

We use only the data each provider needs for its role. The current core providers are:

Provider	Role and data involved	Primary location or transfer note
Hetzner Online GmbH	Application and database hosting, including daily full-server backups retained for 7 days	Helsinki, Finland
Amazon Web Services EMEA SARL	Private file storage, database backups, transactional email and inbound document processing	Europe (Stockholm), Sweden for Aeglio storage; provider support may involve other locations
OpenAI	AI-assisted document extraction	Processing may involve the United States or other locations covered by OpenAI's contractual safeguards
Google Analytics	Aggregated traffic and conversion measurement on public pages when configured	Google may process data in the EEA and other countries
Hotjar Ltd	Public-page heatmaps and interaction analysis when configured; authenticated financial application pages are excluded from Hotjar	Hotjar stores collected site data in Ireland and uses listed subprocessors
Mailgun Technologies, Inc.	Newsletter subscriptions and email delivery where enabled	Provider infrastructure may involve the United States and other locations

Paddle acts as Aeglio's merchant of record for paid subscriptions and processes buyer and payment data under its own privacy notice. Paddle is not given access to customer projects, documents or banking records.

An authorised customer user can direct Aeglio to exchange data with optional services, including LHV Connect, Billberry, Google Drive, Microsoft OneDrive and Dropbox. The exact data depends on the integration. It can include bank statements, payment instructions, e-invoices, files, account identifiers and OAuth tokens. The connected provider's own terms and privacy notice also apply. Disconnecting an integration stops new exchanges but does not automatically delete records already imported into Aeglio or retained by the provider.

Users may also choose Google, GitHub or LinkedIn for sign-in. In that case, the provider sends Aeglio the account information needed to identify the user, and the provider learns that the user signed in to Aeglio.

We may disclose data when required by law, to protect the service or its users, or as part of a corporate transaction subject to appropriate confidentiality and data-protection safeguards.

7. International transfers

Aeglio's primary hosting and storage described above are in the European Economic Area. Some providers or customer-selected integrations may process data outside the EEA. Where an adequacy decision does not apply, Aeglio relies on an appropriate transfer mechanism made available under the provider agreement, such as the European Commission's Standard Contractual Clauses, together with additional safeguards where required.

8. Cookies and public-site analytics

Aeglio uses necessary cookies and similar storage for sessions, security, authentication, language and other requested functionality. Blocking these may prevent parts of the application from working.

When configured, Google Analytics measures public-page visits, approximate location, device and browser information, traffic sources and selected conversion events. Hotjar helps us understand how public pages are used through de-identified interaction data and heatmaps. Hotjar is disabled in authenticated financial application layouts. Aeglio does not intentionally send invoice, expense, document or banking content to either analytics service.

Necessary cookies are always active because they keep the service secure and working. Before Aeglio loads optional analytics, we ask for your explicit choice. You can accept or reject analytics cookies and change or withdraw that choice at any time through the Cookie settings link on public pages. Your choice applies to Google Analytics and Hotjar together; declining does not affect access to the public website. We retain a minimal pseudonymous record of each choice, the policy version and the time of the decision to demonstrate consent without storing browsing activity or an IP address.

9. Retention and deletion

Customer content is normally kept while the customer account is active so that the customer can use the service and maintain its business history. Individual records and files are deleted when an authorised user uses an available deletion function, subject to dependencies, audit integrity and legal restrictions.

When an account or customer workspace is deleted, Aeglio removes the associated data from active systems once it is no longer needed for service delivery, legal obligations, fraud prevention or legal claims. Billing records may be retained for the period required by accounting and tax law. Newsletter data is kept until unsubscribe or deletion. Provider-held data follows the provider's retention rules as well as Aeglio's configured controls.

Aeglio uses two daily backup layers for disaster recovery. Hetzner creates a full-server backup at 19:00 and retains the latest 7 days. Separately, Aeglio creates a password-encrypted database backup at 00:00 in private AWS storage. The database-backup rotation keeps all backups for 7 days, daily backups for 16 days, weekly backups for 8 weeks, monthly backups for 4 months and yearly backups for up to 2 years. As a result, deleted data may remain in restricted backup copies until the relevant backup ages out. Backups are not used as an active archive and are not restored to recover an individually deleted record. If a backup must be restored after an incident, deletion requirements are reapplied where technically feasible.

Security and operational logs are retained only for as long as reasonably needed to protect, troubleshoot and operate the service. Aeglio may retain a minimal record of a deletion request and its completion when needed to demonstrate compliance.

To request deletion of an account or other personal data, email info@aeglio.com. We may need to verify your identity and authority. If your data belongs to a customer organisation's workspace, the organisation may need to authorise the request.

10. Security

Aeglio uses HTTPS in transit, password hashing, team-scoped access, role and permission checks, two-factor authentication, short-lived file links, encrypted integration credentials, audit histories and daily database backups. Access is limited to people and providers who need it to operate or support the service. No online service can guarantee absolute security.

If you believe data in Aeglio has been accessed or disclosed improperly, contact info@aeglio.com promptly.

11. Your rights

Subject to the GDPR and other applicable law, you may have the right to:

• receive information about how your personal data is used;
• access and receive a copy of your personal data;
• correct inaccurate or incomplete data;
• request erasure or restriction of processing;
• receive portable data in a machine-readable format where applicable;
• object to processing based on legitimate interests or to direct marketing;
• withdraw consent without affecting earlier lawful processing; and
• lodge a complaint with a supervisory authority.

Send a request to info@aeglio.com. We may ask for information needed to verify identity and prevent unauthorised disclosure. We normally respond within one month, subject to extensions and exceptions permitted by law.

You may also complain to the Estonian Data Protection Inspectorate or the data-protection authority in the country where you live or work.

12. Children

Aeglio is a business service and is not directed to children. We do not knowingly create accounts for children who cannot lawfully enter the relevant agreement or provide required consent.

13. Changes to this policy

We may update this policy when the product, providers or law changes. The date at the top identifies the latest version. If a change materially affects how existing customer data is used, we will provide an appropriate notice before the change takes effect where required.

14. Contact

For privacy questions, requests or concerns, contact:

Aeglio OÜ, registry code 16311541, Estonian Commercial Register

Email: info@aeglio.com

Web: Contact form