Nova AI Bookkeeping · Last updated 4 October 2026
Nova AI Bookkeeping is a bookkeeping service operated by Nova AI Accounting Ltd., of 118–1340 Olmsted Street, Coquitlam, British Columbia V3E 0T2. It is used by businesses to keep their accounting records, and by the accountants who work on those records.
This policy explains what the service collects, where it is kept, who can see it, and what you can ask us to do with it. It applies to the service at novaaccounting.ai.
You sign in with a Google account. Google tells us your email address, your name and your account identifier. We ask Google for nothing else about you — not your contacts, not your calendar, not your files.
We do not see or store your Google password.
Everything you or your accountant puts into the service: transactions, invoices, receipts, supplier and customer details, payroll records, bank reconciliations, budgets, and the documents you upload.
If your organisation asks us to, the service reads a single mailbox you nominate — typically an address used for nothing but supplier invoices — so that bills arriving there are recorded without anyone retyping them. We read the messages and their attachments, and we mark a message as processed so the same invoice is not filed twice.
This happens only after an administrator of your own Google Workspace domain has authorised it, and only for the one address configured for your organisation. We cannot send email, and we cannot delete anything. The authorisation can be withdrawn by your administrator at any time, which stops it immediately.
The service is operated largely by asking it things in plain language. Those conversations — your messages, the assistant's replies, and any documents attached to them — are stored as part of your records so that you can return to them.
Every change to your books is recorded with who made it and when. Where our staff access your books to support you, that is recorded too, with the reason — see Our access to your books.
Your accounting records and documents are stored in Canada, in Google Cloud's
Montreal region (northamerica-northeast1). The database and the document store are both
there, and both are private — neither is reachable from the public internet.
Being plain about the one exception:
| Your accounting records and documents | Stored in Canada (Montreal) |
|---|---|
| The application itself | Runs in Canada (Montreal) |
| AI processing | United States — see below |
| Email, where the mailbox feature is used | Wherever Google holds your organisation's mail |
The assistant is built on Anthropic's Claude models, which run in the United States. When you ask the service a question, the text of your conversation and the specific records needed to answer it are sent to Anthropic for processing and the answer is sent back.
Anthropic processes this on our behalf under its commercial terms and does not use it to train its models. We do not send your whole ledger — only what a given question needs.
The honest summary: your financial records are stored in Canada; the AI that reads them runs in the United States. If that is not acceptable for your organisation, tell us before you start.
We do not sell your information, we do not share it with advertisers, and we do not use your accounting records to train AI models.
Your records belong to your organisation. Within it, what each person can see is set by your own administrator: access is granted by named roles covering particular areas — financial statements, payables, sales, projects, inventory, payroll, settings — and, where you have more than one company, by which companies a person may see. Somebody who has not been granted an area cannot reach it.
Our staff do not have standing access to your records. Where we need to go into your books to fix something, it is through a support session: opened deliberately, with a stated reason, limited in time, and written into your own access log where you can see it. You can read that log at any time from Settings.
Both act as our processors. Nobody else receives your records.
We may disclose information where the law requires it. If we are compelled to, we will tell you unless we are prohibited from doing so.
Your accounting records are kept for as long as your organisation uses the service, and afterwards for as long as Canadian records-retention rules require — generally six years from the end of the tax year a record relates to. This is deliberate: deleting a ledger on request would leave you unable to answer the Canada Revenue Agency.
The ledger is append-only by design. A mistaken entry is corrected by a reversing entry rather than erased, so the history of a correction stays visible. That is ordinary accounting practice and it is also how you can trust what the service tells you.
Conversations, uploaded documents and support records are kept alongside the books they belong to.
Under Canadian privacy law (PIPEDA) and comparable provincial law, you may:
Requests about an organisation's accounting records are handled through that organisation's own administrator, since the records belong to the business rather than to any one person.
No service can promise it will never be breached. If your information is involved in a breach that poses a real risk of significant harm, we will notify you and the Privacy Commissioner as the law requires.
This is a service for businesses. It is not directed at children and we do not knowingly collect information from them.
If we change it, we will update the date at the top. Where a change materially affects how your information is handled, we will tell the organisations using the service rather than relying on you to notice.
Nova AI Accounting Ltd.
118–1340 Olmsted Street, Coquitlam, British Columbia V3E 0T2
raul.h@novaai.ca