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Dialekt Agency

Dialekt Invoice Engine

Privacy Notice

Last updated 8 October 2026

The Dialekt Invoice Engine reads supplier invoices from a mailbox a business connects, pulls out the details (who it is from, the invoice number, dates, amounts and VAT), and puts each one in a list for a person to check. When that person approves an invoice, the app records it as a bill in the business's QuickBooks Online and attaches the original file.

This notice explains what information the app handles, where it goes, how it is protected and how long it is kept. It applies to the app only. Our website has its own privacy policy.

Who is responsible

Dialekt Agency uses the app for its own books, and provides it to businesses that engage us to run it for them. Every business gets its own separate copy, with its own database and file storage. One business's data is never visible to another.

When we run the app for our own business, Dialekt Agency is the data controller. When we run it for a client, the client is the controller and we act as their processor, under a written data processing agreement.

What the app reads from your email

The app connects to the mailbox you choose, using a password or app password you provide, or a sign-in you approve with your email provider. It only ever reads. It never sends, deletes, moves or marks anything as read.

  • Day to day, it reads only the folder or label you set aside for invoices, such as one called Invoices
  • If you use Find old invoices, it looks at the sender, subject and date of messages that look like invoices or receipts since a date you pick, so you can choose which to bring in. The contents of a message are only read for the ones you tick, or when you click one to preview it
  • From the messages it reads, it keeps invoice and receipt attachments (PDFs and images) and, where there is no attachment, the text of the email

What the app reads from and writes to QuickBooks

The app connects to QuickBooks Online through Intuit's official API, with the accounting permission only, after you sign in to Intuit and choose the company. It uses that connection to:

  • Read your company ID, your list of suppliers, your expense accounts and your VAT codes, so bills go to the right place
  • Read bills, supplier credits and expenses dated within a few days of an invoice, only to check whether that invoice is already in your books before anything is added
  • Create suppliers, bills and supplier credits, and attach the invoice file to the bill. This happens only when a person presses Approve on that invoice

What the app stores

To do its job, the app keeps:

  • The invoice files and the details read from them: supplier, invoice number, dates, amounts, VAT, references and a short description
  • The QuickBooks connection tokens Intuit issues, encrypted before they are stored
  • Who added, approved, rejected or posted each invoice and when, in an audit log that cannot be edited
  • Basic sign-in details for the people allowed to use that business's copy of the app

What we never do

We do not sell this information, use it for advertising, use it to train AI models, or share it with anyone other than the service providers below, who act only on our instructions. We do not look through your mailbox or your accounts for anything except what the app needs to process the invoices you have sent it.

Service providers

The app runs on these providers, all acting as processors:

  • Vercel, which hosts the app. Processing runs in its London region
  • Supabase, which holds the database and the invoice files, in London
  • Anthropic, whose Claude model reads each invoice to pull out the details. Anthropic does not use this data to train its models and keeps it only for a limited period under its commercial terms
  • Intuit, which runs QuickBooks Online, the destination for approved bills
  • Your own email provider (for example Google, Microsoft or your web host), which the app reads on your behalf

How it is protected

  • Everything travels over encrypted connections
  • QuickBooks tokens are encrypted with AES-256-GCM before storage, using keys that can be rotated, and the client secret is never shown in a browser
  • Invoice files sit in private storage and are only ever opened through short-lived links
  • The database cannot be reached from the public internet API, and the app connects with its own login that can only touch the invoice tables
  • The app itself sits behind a sign-in, and the audit log cannot be altered
  • Nothing goes into QuickBooks without a person approving it

How long it is kept

Invoices, their files and the audit log are kept for six years, the period UK businesses are expected to keep financial records, unless you ask us to delete them sooner.

Disconnecting QuickBooks, from inside the app or from QuickBooks itself, deletes the stored tokens straight away. Bills already in QuickBooks are not touched. If you stop using the app, we delete your copy's data within 30 days of being asked, apart from anything the law requires us to keep.

Leaving the UK

Anthropic and Intuit are based in the United States, so invoice contents may be processed there. Those transfers are covered by the safeguards the providers have in place, such as the UK International Data Transfer Addendum and Standard Contractual Clauses.

Your rights

You can ask for a copy of what the app holds, have it corrected or deleted, restrict or object to how it is used, or receive it in a portable format. If we run the app for a business you deal with, we will pass your request to them and help them answer it.

Email hello@dialektagency.com and we will respond within one month. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes

If the app starts handling information in a new way, this notice is updated first and the date at the top changes.

Getting in touch

Dialekt Agency is a sole trader based at Eshald Mansion, Lynwood Crescent, Woodlesford, Leeds LS26 8LJ.

hello@dialektagency.com