Privacy notice

Last updated October 15, 2026

What we collect

When you create a Decyml account, we collect your name and email address and store a secure hash of your password. When you join the early-access list, we collect your email address and may also store basic campaign information from the link you used, such as UTM parameters, the referring page, and the landing-page URL. We place a first-party cookie on that browser so the site can remember that you joined; the cookie does not contain your email address. When you connect or import accounting data, we store normalized transaction details, including transaction notes, memos, and line-item descriptions, source categories, and review history. Uploaded CSV files are processed for import but are not retained after the request.

When a firm owner invites a team member, we store the invited email address, the firm, the inviting user, the member's role and QuickBooks approval access, and a one-way hash of the invitation link, and we email the invitation to that address. Members' names, email addresses and roles are visible to others in the same firm. When you request a password reset, we store a hashed reset token for a limited time and email the reset link to the account address. If repeated incorrect codes pause sign-in codes for your account, we email a security notice to the account address.

How we use it

For two-factor authentication, we store an encrypted authenticator secret and encrypted recovery codes, whether setup is confirmed, and the last accepted code time to prevent reuse. We also record account security events, team invitation and access changes, approval-permission changes, QuickBooks connection or disconnection, requests to view or download original check and statement files and uploaded attachments, and deletion of those documents. These records identify the acting account, firm, affected record and client where applicable, the action, and its time. They help protect access and investigate security issues; they do not contain document contents, bank details, passwords, authentication codes, invitation links, or QuickBooks tokens. Authenticator QR codes are generated by Decyml without sending the setup key to an external QR service.

We use this information to operate your workspace, import and search transactions, suggest categories, surface items for human review, measure interest in Decyml, and send occasional product research or launch updates. We do not sell waitlist or transaction information.

Storage and sharing

Account, waitlist, normalized transaction, and review data is stored in Decyml's application database. The current site does not use third-party advertising pixels or behavioral analytics.

To provide support, a Decyml administrator can sign in to your account and see what you see. Each time is recorded, and while they are signed in as you they cannot approve QuickBooks changes, contact your clients or vendors, or change your sign-in, account or team settings.

When you select transactions for AI review, Decyml sends the transaction fields needed for categorization and anomaly review, including their notes, memos, and line-item descriptions, together with the names of the client's accounts to choose from, to OpenAI for processing. API requests disable response storage, but provider processing remains subject to OpenAI's applicable terms and policies.

Check documents and extraction

When you upload a check, we store the original image or PDF encrypted in Decyml's database, its client association, extracted payee/date/check number/amount/memo, and your review corrections. The document and review data are retained until you delete the check in its review screen or request account deletion. Deleting a check removes its application record and stored document; existing backups follow the site's backup retention process.

The full check image or PDF is sent to OpenAI for extraction.

Any routing numbers, account numbers, signatures or other information visible in the document are included in that processing even though Decyml does not extract them as separate fields. OpenAI check requests disable response storage. Extracted check fields remain drafts until you confirm them. Extraction and confirmation do not post to QuickBooks; you can separately prepare and approve a QuickBooks expense.

Statements, financial reports and workflows

When you upload a bank or credit card statement, we store the original PDF encrypted in the application database, extracted and corrected statement data, the selected account, and comparison results. PDF extraction sends the complete document to OpenAI, including details printed on its pages. Response storage is disabled. Deleting a statement removes its PDF and application extraction/comparison record; existing backups remain subject to the site's backup retention process.

For clients whose books are kept in Decyml instead of QuickBooks, we store the client's chart of accounts, its bank and credit card account names with optional last four digits and currency, and which account each confirmed statement belongs to. Reports for these clients are calculated from the reviewed transactions when you open, print or export them; Decyml stores only the notes your team adds to a report month and any opening balances you enter for the balance sheet.

QuickBooks report review stores the requested P&L reports, periods, basis, computed comparisons and optional AI summary drafts and review questions. A report package loaded from QuickBooks stores the P&L and balance sheet reports it read for that month and basis. Generating a draft sends calculated financial observations, including totals, margins and selected account changes, to the configured AI provider described above. AI writes an introduction and selects highlights; Decyml inserts the corresponding saved financial figures. The generated wording and questions require accountant review. We also store workflow templates and published versions, client assignments and settings, linked review records, monthly runs and review notes to track your work.

When you request an allocation suggestion, the source payee, date, amount, memo and line descriptions, together with eligible company account and class names, are sent to the configured AI provider described above. We store the proposed allocations and review notes. Suggestions require your review and saving; posting still requires separate approval of the exact saved change.

Review rules can store separate account and class mappings for each client, tied to that client's connected company. Saved rule proposals retain the mapping used for the review. Rule-based allocation proposals run locally without an AI request and still require review and separate posting approval.

Preparing QuickBooks changes stores account, vendor and class references, a source snapshot, allocations, an approval record and the posting result. Each write requires explicit accountant approval. Deleting an uploaded source document does not delete a separate posting approval or change anything already recorded in QuickBooks. Contact us to request deletion of retained workflow, report or posting records.

When you edit a QuickBooks transaction in Decyml, we store the pending edit with who made it: the chosen payee, location, class and customer (their QuickBooks references and names), whether lines are billable, memo text, and any split lines with their accounts, amounts and descriptions. A bulk edit of many transactions also keeps a record of the requested edit, the transactions it covered and its result. Pending edits are sent to the client's QuickBooks company only when an approver posts the reviewed change, and are removed once it is posted or discarded.

When you attach a receipt or other file to a QuickBooks transaction, we store the file encrypted in Decyml's database with its name, type, size and the transaction it belongs to. Uploaded receipts are stored and sent to the client's QuickBooks company, attached to that transaction, only when an approver posts them; until then, removing a file deletes it from Decyml and nothing is sent. When an approver posts an expense created from a check, the check image is also sent to QuickBooks and attached to that expense. A file sent to QuickBooks stays there until it is removed in QuickBooks; Decyml keeps its copy until you ask us to delete it.

For a client connected to QuickBooks, the Vendors page reads that company's vendors and stores each vendor's name, company name, primary email, billing address, 1099 status, active status and balance, and the tax ID as QuickBooks returns it, masked to its last four characters. When you edit a vendor or deactivate a duplicate, the changed name, email, billing address, 1099 status, active status and any new tax ID are sent to QuickBooks only after an approver posts the change. A newly entered tax ID is stored encrypted only until that change is posted, then removed; Decyml shows it masked and does not write it to logs. Merging duplicate vendors saves payee changes on the duplicates' transactions, which are reviewed and posted the same way.

A transaction's History tab shows only transactions and review records already stored in Decyml and makes no outside requests. Search memo does not contact Google by itself: when you choose Search Google, your browser opens Google in a new tab with only the text in the search box (by default the text you highlighted, or the memo or payee), which you can edit first, for example to remove account numbers. Decyml does not send or store that search and does not pass the Decyml page address to Google; the search is subject to Google's own terms and privacy policy.

When you upload a loan statement or a loan balance image, we store the file encrypted in Decyml's database, the figures read from it, the figures your team confirms, and the loan account chosen in QuickBooks. The file is read the same way as bank statements: by OpenAI, with response storage disabled. Comparing it with QuickBooks reads the loan account's General Ledger for the statement period and stores that ledger extract with the comparison. A proposed journal entry is sent to QuickBooks only after an approver posts the exact saved entry.

Tasks, time and team conversations

Firms can keep tasks outside their monthly workflows. For each task we store its name, optional details, the client it is for (or that it is the firm's own work), who has it, its due date, priority and work tags, and who added, completed or archived it and when. Work tags organize the firm's own work; they are not shared with clients.

When a team member uses a timer or adds time, we store who recorded it, the client, close and task it was for, its work tags, an optional note, and when it started and stopped, including each pause. Corrections and deletions keep a history of what changed, who changed it and when. Members see their own time; firm owners see the firm's time. Decyml does not take screenshots or monitor activity on your computer.

Team conversations store each message's text, who wrote it and when, people mentioned, and files attached to it. Attached files are stored encrypted in Decyml's database and are downloaded only by people who can open the conversation; downloads are recorded as security events. Edited and deleted messages keep their earlier text for the firm's records. A direct conversation can be read only by its current participants; other conversations can be read by the firm's active members. Team conversations are internal: clients never see them in the portal. When someone is mentioned, Decyml sends them a short email naming the conversation, without the message text.

A firm can forward emails to its private Decyml address. We store the email as received, encrypted, together with its sender, recipients, subject, date and message identifiers, and keep its text and accepted attachments with the task it creates or joins. Attachments of other types or over the size limit are not kept; the task lists their names and why. The stored copy of the original email is removed 30 days after it is received, while the task, the email's text and its accepted attachments remain until the firm deletes them or asks us to. Decyml may suggest a client by matching the original sender to the firm's client contacts; a team member confirms it. Forwarded emails are never sent to an AI provider, and their contents cannot post to QuickBooks, share documents or change settings.

Client contacts and portal

A firm keeps a list of the people at each of its clients. For each contact we store their name, and, where entered, email address, mobile phone number and title or role, which of the firm's clients they are listed on, and which person is each client's primary contact. Firm members enter these details; a contact who uses the client portal can update their own mobile number there. Decyml does not currently send text messages.

A firm can give contacts read-only access to a client portal. For each portal account we also store a hashed password, which of the firm's clients the contact may see in the portal and whether they may see reports, documents or both, who granted that access, and when they last signed in or used the portal. Each sign-in sends a six-digit code to the contact's email; we store only a keyed hash of the code with its expiry and attempt count, and clear it once used. A contact who uses an authenticator app has an encrypted authenticator secret and encrypted recovery codes, stored the same way as for workspace accounts. Password reset tokens for contacts are stored hashed and expire after one hour.

When a firm publishes a report to the portal, we store a copy of the report package exactly as published, including its figures and the accountant's notes, so later changes in Decyml or QuickBooks do not change what the client sees. Replaced and withdrawn versions are kept for the firm's history. Files a firm shares in the portal are stored encrypted in Decyml's database; removing a file deletes it and keeps only its name, size and who shared and removed it. A firm's portal logo is stored with its other settings.

A firm can turn on Messages for a contact on a client. Messages a firm and its contacts exchange in the portal are stored with their text, who wrote them and when, and any attached files, which are stored encrypted. A contact sees only the conversations the firm included them in, for businesses where they have Messages access. When the firm writes, Decyml emails the contact a notice naming the firm and the business, without the message text. Contacts never see the firm's internal discussions or task details.

A firm can ask a vendor for a completed Form W-9. We store the vendor's name, the recipient's email address and optional name, the firm's note, the request's status and history, and each uploaded form, encrypted. The emailed link is stored only as a one-way hash, and the six-digit code that confirms the recipient's email is stored as a keyed hash until it is used or expires. Uploaded forms can be opened only by the firm owner and members the owner allows to review W-9 forms; each opening is recorded. The forms stay until the firm asks us to delete them. Decyml does not read the form's contents, fill it in, check it with the IRS, or change anything in QuickBooks.

We record portal activity: contact sign-ins, sent and failed sign-in codes, password and authenticator changes, report views and document downloads, and firm changes to portal access, publishing and shared files. These records identify the contact or team member, the firm, the client and the record involved, and the time; they do not contain codes, passwords, email addresses or document contents. Portal invitations, sign-in codes, password resets, portal notices and a security notice when repeated incorrect codes pause a contact's sign-in codes are sent by email from Decyml's mail server. The portal makes no AI requests and no QuickBooks requests.

Connected services

If you connect QuickBooks Online, Intuit handles the authorization screen and Decyml stores your QuickBooks company ID, encrypted authorization tokens, and the transaction details imported for your workspace. These credentials maintain the connection and will be used only for QuickBooks features you choose to use. You can revoke the connection from Settings; imported transaction data remains available until you ask us to delete it.

Your choices

You may ask to access or delete your account or waitlist information, or unsubscribe from future messages, by contacting admin@decyml.com.

Product status

Decyml is early-stage software in active development. AI categories and anomaly flags are suggestions that require human review and may be incomplete or incorrect. Decyml does not provide accounting, tax, legal, or financial advice. See our Terms of use and end-user license agreement for conditions of use.