Privacy policy

How Unapprove handles your data. Last updated 2026-11-05. This policy covers the service at https://unapprove.atesensoftware.com.

Who we are

Unapprove is operated by Samet Ateşen, trading as Atesen Software, Sakarya, Türkiye ("we", "us"). You can reach us at support@atesensoftware.com.

What we collect

• Account data. Your name, email address and Xero user ID, received from Xero when you sign in.
• Organisation data. The organisation name, its tenant ID, and the settings a job needs to be safe — for example the period lock dates.
• Access tokens. The OAuth tokens issued by Xero, stored encrypted with AES-256-GCM.
• Document data. The invoices and bills you select are read through the Xero API while a job runs. A snapshot of each processed document (its header and lines, never its attachments) is stored encrypted for 30 days, so that you can download a backup and so that an interrupted job can be resumed.
• Job logs. Document IDs, numbers, actions and results, kept for 12 months so that you have an audit trail.
• Feedback. If you answer the optional question under a finished run, we keep your sentence (up to 500 characters), which run it belongs to, and whether you allowed a quote on atesensoftware.com (first name or company only). We e-mail it to our own team. It is not written to our logs.
• Attachment export. A scan stores, encrypted, the list of documents that have attachments (number, date, contact, status, total) and their file names and sizes, for 30 days after the scan or until you disconnect. The files themselves are never stored: they go from Xero straight into the ZIP your browser downloads. We also keep the IDs of attachments you have downloaded and the size of each download, so that "only new files" works and fair use can be applied.
• Billing data. Handled by Paddle.com, our reseller and merchant of record. We do not see or store card numbers. After a purchase, we read the paying customer's email address from Paddle and send it to Resend for one thank-you and quick-start email. We do not log the address or keep it in the delivery record, and the email has no tracking pixels.
• Email me this result. On the free preview you can type your email address and press Send. Pressing Send is your consent. We store the address, the time, how many documents the preview found, a one-line summary of it, the sentence shown under the box and, if you had them, the website you came from and utm_ tags. We use it to email you the result now and at most 2 helpful emails after that (for example help if you get stuck). Every email has an unsubscribe link; after you unsubscribe we never email you again. We keep the row for at most 12 months, then delete it. To have it deleted sooner, email us. No document data is stored with it. The email is sent through Resend; our hosting and database are on Railway.
• Technical logs. IP address and request logs, for security, kept for 30 days.
• Where you came from. We save, in one first-party cookie for this site (30 days) and one first-party cookie shared by the atesensoftware.com sites (90 days), only the website you came from (its host name, nothing more), the page you landed on and any utm_ tags in the link, keep them with your organisation when you connect it and delete them when you disconnect, keep a copy with your payment record at Paddle, along with your answer if you tell us how you found us, use no third-party analytics, and skip all of it if your browser sends Do Not Track or Global Privacy Control.

A diagram and plain lists of what Unapprove reads from and writes to your organisation are on the support page.

What we do not do

We do not sell your data, use it for advertising, or use it to train AI models. We do not store your attachments: files are streamed from the original document straight to the new draft, or straight to your download, and are not written to our disks.

Why we process it

To provide the service you signed up for (contract), to keep that service secure and working (legitimate interest), and to meet our legal and tax obligations (legal obligation).

Service providers

• Railway — application hosting and the database.
• Paddle.com — payments, as reseller and merchant of record.
• Resend — post-purchase emails to paying customers, the result email you ask for on the preview, failure alerts and feedback answers e-mailed to our own team. The failure alerts carry job and organisation IDs only, never your documents or contacts.

They process your data only on our instructions.

International transfers

Our providers may process data outside the country you are in. We rely on the contractual safeguards those providers offer.

Retention and deletion

• When you disconnect an organisation, its stored tokens are deleted immediately.
• Document snapshots are deleted within 30 days.
• Attachment scans are deleted 30 days after they finish, and at once when you disconnect the organisation.
• Job logs are kept for 12 months, then deleted.
• Feedback answers are deleted when you disconnect the organisation. A quote you allowed and we already published stays until you ask us to remove it.
• Addresses you gave under "Email me this result" are deleted after 12 months, or sooner when you ask.
• Technical logs are kept for 30 days.
• You can ask us to delete your account and its logs at any time, and we will do so within 30 days.
• If your subscription ends, jobs stop. Disconnect the organisation to have its stored tokens deleted at once.

Security

Tokens and snapshots are encrypted at rest. Everything travels over HTTPS. We request the narrowest set of API permissions the job needs, and our own admin accounts use two-factor authentication. If we become aware of a breach affecting your data, we will notify you and Xero promptly.

Business contacts we email

This section is for accounting and bookkeeping firms we contact about Unapprove, not for people who use the service. The controller is Samet Ateşen, trading as Atesen Software, Sakarya, Türkiye (see "Who we are" above).

• What we collect. The firm's name, the role email address or contact form it publishes (for example an info@ address), the web page where we found it, and the date.
• Why. To offer a business tool to firms that work with Xero. Our legal basis is legitimate interest (Article 6(1)(f) of the UK GDPR and the GDPR).
• Where it comes from. The firm's own public website.
• How long we keep it. 12 months, or until you opt out, whichever comes first.
• How to opt out. Reply "unsubscribe" to our email, or email support@atesensoftware.com.
• Your rights. You may ask for access to this data, for correction or deletion of it, or object to our use of it. You may complain to the UK Information Commissioner's Office (ico.org.uk) or the Irish Data Protection Commission (dataprotection.ie), or to your local data protection authority.

Your rights

Depending on where you are — for example under the GDPR and UK GDPR, the Australian Privacy Act, the New Zealand Privacy Act, or Türkiye's KVKK — you may ask for access to your data, correction of it, deletion of it, or a copy of it in a portable form. Email support@atesensoftware.com from the address on your account and we will answer within 30 days. If you are not satisfied, you may complain to your local data protection authority.

Children

Unapprove is a business tool and is not directed at anyone under 18. We do not knowingly collect data from children.

Changes to this policy

We will post updates on this page and change the "last updated" date above. If a change is material, we will email you about it before it takes effect.

How to ask us something

Email support@atesensoftware.com. The support page explains what to include so that we can answer on the first reply.