Privacy Statement - App

2. For what purposes is personal data processed in the OkiOki app?

2.1. Invoices, offers and other documents

In the OkiOki app, documents such as invoices, cash receipts, statements of expenditure and payment invitations are collected and processed via various channels. These documents can be automatically retrieved from linked e-mail inboxes, imported from vendor portals (e.g. via a unique link or stored credentials) or delivered via other integrations such as the PEPPOL network, a specific e-mail address, application uploads, linked cloud storage or API links. In addition, users can also upload documents manually via the OkiOki app. The purpose of this processing is to register incoming financial documents centrally and make them available for further administrative and accounting processing.

When certain transactions are confirmed solely by email (for example in the case of digital tickets), the content of that email message can be converted into a PDF file so it can be stored and processed as formal supporting documentation.

The OkiOki app uses technologies to automatically extract and structure data from documents. For example, data from documents are read via OCR and structured data from electronic invoice formats (such as UBL files) are also processed. In this way, relevant data, such as supplier information, can be efficiently integrated into accounting processing.

In addition, the OkiOki app provides functionalities for editing documents, such as merging multiple files into one document or splitting documents into separate parts. Documents can also be automatically enriched and classified based on available information, such as the content of the document or its source (e.g. the sender of an email). Additional metadata can be added or the document type can be adapted according to predefined business rules.

Unstructured documents, such as PDF invoices, can be converted into structured electronic invoices to support automated processing and interoperability.

The OkiOki app also includes a reconciliation function that checks whether a corresponding payment has been registered for imported documents. If no match is found, this is indicated as an open action so that further follow-up is possible. Users can be notified of this via notifications within the OkiOki app.

In addition, users can also receive reminders by email. This means that users are periodically informed when there are open or missing documents.

2.2. E-invoicing

As part of e-invoicing, personal data is processed in the OkiOki app when creating outgoing documents such as invoices, credit notes and offers within the application. These documents are generated based on data entered by the user or already available in the system. When created, the data is structured in a digital format so that it is suitable for further processing, sending and integration into accounting and administrative processes.

After preparation, these documents are processed with a view to electronic transmission to the intended recipients. This can be done through standardised networks such as PEPPOL, where the data is exchanged in a structured format to enable a secure and automated transfer between companies and governments. As part of this process, the data is technically validated and prepared for transmission in accordance with the applicable standards.

In addition, the same documents can be sent by email. In that case, the personal data is processed in order to address the document correctly, sent and ensured it is legible to the recipient, usually as an attachment or within the body of the message.

The aforementioned processing enables sales documents to be created digitally, structured and sent via various channels, with the aim of supporting efficient processing of commercial transactions and correct administrative processing.

2.3 Financial management

As part of financial management, personal data is processed in the OkiOki app to collect and further process financial data from various sources. 

For example, data from credit card statements is read out so that individual transactions can be identified and used for accounting purposes. A link can also be established between the OkiOki app and the user’s bank accounts or credit cards. Transaction data is retrieved automatically via these links or imported into the OkiOki app at the user’s request. The imported data is then processed to make it usable for further financial management. This includes automatically analysing and categorising transactions based on predetermined rules or algorithms so they can be accounted for consistently and efficiently.

The OkiOki app also processes this data for the purpose of reconciliation and tracking financial flows. For example, financial documents, such as invoices and accounts, are linked to the corresponding bank or card transactions to check whether payments have been made and can be processed correctly. Based on this, the payment status of invoices is automatically updated and an up-to-date overview of paid and open items is kept.
Finally, financial data is analysed to detect open or missing transactions. If transactions cannot be linked or require further action, they are marked as open items. Users can be informed periodically by email if desired, and if users set this up they can receive reminders for payments due.

2.4. Accountant communication

As part of communication with the accountant, personal data is processed in order to make financial data and documents available for further accounting processing. The OkiOki app makes it possible to forward financial documents, such as invoices, receipts and other relevant documents, to the accountant’s accounting environment.

In addition, personal data is processed when compiling and generating structured files with financial data, such as CODA files containing bank transactions. These files contain data from both bank accounts and credit cards and are created with the aim of making them available to the accountant for further processing, such as reconciliation, control and accounting tracking.

In these processing operations, the relevant personal data is placed in an appropriate format so that it can be read by the auditor’s systems. This implies that the data is structured and technically forwarded in a way that is compatible with the accountant’s accounting software used.

The aforementioned processing is aimed at enabling an efficient data exchange between the OkiOki app and the accountant, so financial data can be processed and included in the account and reporting in a timely manner.

3. Does the OkiOki app share personal data with third parties?

As a data processor, OkiOki does not pass on any personal data without the consent of the business acting as the data controller.
If they choose to do so, the OkiOki account can be linked to their online banking, cloud storage, email provider, supplier portals or accountant. OkiOki will only pass on personal data to these entities if the business owner activates this feature themselves.

4. What are your rights?

In accordance with the GDPR, as a data subject you have certain rights regarding the processing of personal data that you can exercise with regard to the data controller, namely:

• The right to information
• The right of access
• The right to restriction of processing
• The right to erasure
• The right to data portability
• The right to rectification
• The right to objection
• The right to withdraw consent
• The right to object to automated individual decision-making
• The right to complain

As OkiOki is a data processor in this context and not a data controller, we refer you to the entrepreneur that processes your personal data via the OkiOki app, so your request can be handled.