Privacy Policy

Information we collect

We collect information you provide directly, information generated when you use the Service, and limited information from third-party providers you connect.

• Account and contact details, such as name, email address, company name, and other information you submit in forms or support requests.
• Company content and usage data needed to operate the Service, including messages, files you upload, settings, and activity logs.
• Tax and accounting information, including tax returns and filing receipts, tax identification numbers (such as NIF, NIE or CIF), fiscal addresses, invoices, receipts, income, expenses and supporting documents. These records may contain information about your customers and suppliers.
• Bank information you provide or authorize us to access, including account holder names, IBANs, account details and transactions needed for accounting, reconciliation or an authorized tax payment.
• WhatsApp messages and attachments you send to Melso, together with your phone number and message delivery information.
• Technical data such as IP address, device/browser type, approximate location derived from IP, cookies, and similar identifiers.
• Billing-related details processed by our payment providers when you purchase paid features (we do not store full payment card numbers).
• Information from integrations you authorize (for example GitHub, Google, or messaging tools), limited to what those providers make available under your permissions.

How we use information

We use personal information to:

• Provide, maintain, secure, and improve the Service.
• Create and manage accounts, companies, and access controls.
• Read and organize invoices and WhatsApp messages with AI, extract accounting details, reconcile bank transactions, and help our professionals prepare and file the tax returns you approve.
• Respond to inquiries, provide support, and send service-related notices.
• Process transactions and send related billing communications.
• Analyze product usage to improve reliability, performance, and features.
• Detect, prevent, and investigate abuse, fraud, or security incidents.
• Comply with legal obligations and enforce our Terms of Service.
• With your consent where required, send product updates or marketing communications (you can unsubscribe at any time).

How we share information

We do not sell personal information. We share information only as needed to operate the Service or as required by law:

• Service providers who process data on our behalf (for example hosting, analytics, email delivery, and payment processing), under contractual confidentiality and security obligations.
• Integration partners you choose to connect, so the Service can perform the actions you request.
• The AI assistant you connect to Melso, which receives the results of the tools it calls, as described in “AI assistants you connect”.
• Professional advisors, auditors, or authorities when reasonably necessary to protect rights, safety, or comply with legal process.
• A successor entity in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate continuity of privacy protections.

AI and financial service providers

Our AI service processes the messages, invoices and other documents needed for your request. This can include tax IDs, bank details and other financial information contained in those records.

We use Anthropic’s Claude models through an API, with zero data retention for prompts and responses at the AI provider. Invoice extraction and fallback assistance also use OpenAI GPT models. Our production AI APIs are served through Amazon Web Services (AWS) Amazon Bedrock. Customer content is not used to train these models. Provider zero data retention is separate from the records and conversations Melso stores to provide your service, as described below.

• Melso and the tax professionals assigned to your company prepare and submit your approved tax returns to Spain’s Agencia Estatal de Administración Tributaria (AEAT). They receive the fiscal identity, tax records, supporting documents and bank details necessary for the authorized service. Tax-return filing requires your approval in the app.
• Invopop processes fiscal identities, invoice contents and related authorization documents for electronic invoicing and invoice reporting, including VERI*FACTU or TicketBAI where applicable. This is separate from preparing and filing your tax returns.
• Meta’s WhatsApp service carries messages and attachments between you and Melso when you use WhatsApp. Melso’s AI and assigned professionals may read that content to carry out your requests. WhatsApp’s own privacy terms also apply to its messaging service.

AI assistants you connect

You can connect an external AI assistant, such as ChatGPT, Claude or Codex, to Melso through our MCP server at mcp.melso.ai. You sign in to Melso and authorize the assistant for one company; any member of that company can authorize it, and the connection covers that company only. The assistant can use only the tools listed when you connect, with the same role and plan limits as in the app. It cannot approve or file tax returns or approve procedures; those still require your approval in the Melso app. Issuing an invoice through an assistant requires the company owner and the exact version of the invoice that was reviewed.

When the assistant calls a tool, Melso sends it the result, which can include tax identification numbers, amounts, names of customers and suppliers, and the contents of documents. From then on the assistant’s provider (for example OpenAI or Anthropic) handles that information under its own terms and privacy policy, not ours. Melso does not receive your conversation with the assistant, only the tool calls it makes.

• What Melso keeps about a connection: the assistant’s registration (its name and redirect addresses) and the connection itself (who authorized it, for which company, when, and when it was last used). We store access and refresh tokens only as hashes.
• What Melso keeps about each call: a technical log entry with the tool name and request identifiers, but not the tool’s arguments or results. Records an assistant creates or changes, such as an expense or a draft invoice, are stored like those you create in the app and follow the retention described below.
• How long a connection lasts: an access token expires after one hour and a refresh token after 90 days without use. After you disconnect an assistant, we keep the record of the connection, with tokens that no longer work, as security evidence.
• Your controls: disconnect an assistant at any time in Settings → Connect your AI → Connected assistants; it stops working immediately. Deleting a company removes all its connections.

Cookies, analytics and advertising

Necessary cookies support sign-in, security and your cookie choice. Inside the signed-in app, product analytics are always on: Microsoft Clarity records how its pages are used (clicks, scrolling and page layout) only to improve the product, never for marketing or advertising. It masks all text and form inputs, so recordings never show your tax or account data, and it sets no cookies until you accept Analytics. Analytics and Ads are separate choices and are off until you accept them. Analytics allows Google Analytics, PostHog, and Clarity's cookies and recordings on our public pages. Our public pages and app use Google consent mode: until you accept, Google tags set and read no cookies and receive only cookieless signals (for example the page, a timestamp and browser information, with ad identifiers redacted), which Google uses to estimate visits and conversions in aggregate. Ads allows Google advertising measurement and Meta Pixel and Conversions API to measure public website visits and new account registrations. Earlier choices for just one advertising provider remain limited to that provider unless you change Ads or accept all. You can change or withdraw your choices at any time in Cookie settings.

If you create an account without having made a cookie choice, we keep how you reached Melso with it: the website that referred you, the campaign tags in the link you followed and the page you first visited. We use it only to learn which channels bring customers. It contains no cookie or ad click identifiers and is never shared with advertising providers. If you reject cookies we do not keep it, and you can ask us to delete it at any time.

If you accept Analytics, we also measure the steps from a public page or sign-up action to a new account, an S.L. request, checkout and confirmed payment. These first-party milestones contain only the step and time, pseudonymous internal references and validated advertising campaign references, never form answers, fiscal documents or contact details. We keep them for at most 180 days, stop recording and delete the affected milestones when you withdraw Analytics, and remove them earlier if their consent expires. These analytics milestones are separate from the operational records needed to provide an incorporation or process its payment.

ChatGPT Ads is a separate choice for OpenAI advertising measurement. Only after you grant it, Melso sends server-side events for account registration, S.L. requests, checkout starts and confirmed payments, with their event time, an opaque event identifier, a generic Melso source URL and the original OpenAI click reference (oppref) where available. Payment events include only their actual amount and currency. These events exclude tax records, form answers, documents, email addresses, phone numbers, IP addresses, browser fingerprints and raw account identifiers. We do not load the OpenAI advertising browser pixel or use automatic advanced matching. Earlier Google or Meta choices do not grant this purpose. Turning off ChatGPT Ads stops pending deliveries and removes its stored click references. OpenAI processes permitted advertising events under its own privacy policy.

When Ads includes Meta, Meta may receive public marketing page visits, a registration event, pseudonymous identifiers, cookie and click identifiers, and browser information. Loading the Meta Pixel also discloses your IP address to Meta, and Melso's server events for Meta include the IP address of the request that recorded them. Meta page events exclude account pages, fiscal records, form contents and authentication links. We do not send your email address, phone number or raw account identifier to Meta. Meta browser cookies (_fbp and, following a Facebook ad click, _fbc) are removed when you turn off Ads; withdrawal also stops pending server events. Meta processes data under its own privacy policy.

Data retention

We normally keep tax records, tax returns and uploaded invoices for four years after the relevant tax filing deadline. An uploaded invoice not associated with a tax return is normally kept for four years from upload. You can request earlier deletion, subject to the legal retention obligations below.

Some records must be kept longer for legal, tax or accounting obligations, an audit or a legal claim. Issued invoices, their original PDFs and related legal evidence are retained for at least six years from issuance. Filed returns, submission receipts and other records subject to a legal retention obligation may remain after account or company deletion. We restrict their use to the reason they must be retained.

Other personal information is kept only as long as needed to provide the Service, secure it, resolve disputes and meet legal obligations. Model request diagnostics held by Melso are normally kept for 14 days; the AI provider’s zero data retention does not delete records held by Melso. When information is no longer needed, we delete or de-identify it.

Security

We use administrative, technical, and organizational measures designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your choices and rights

Depending on your location, you may have rights to access, correct, delete, or export personal information, or to object to or restrict certain processing. You may also withdraw consent where processing is based on consent. To exercise these rights, contact us using the details below. We may need to verify your request before responding.

You can delete your account in Settings → Profile → Delete account, or request deletion of all your data by emailing privacy@melso.ai. This includes tax records, uploaded invoices, bank data and messages, except information we are required to retain as explained under Data retention. You can request an export before deletion.

Company administrators may manage member access and company content. Deleting your personal account does not delete a company that other members still use; an authorized company owner can request deletion of the company’s data. We verify your identity and authority before acting on these requests.

Children’s privacy

The Service is not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

International transfers

We may process and store information in the United States and other countries where we or our service providers operate. Those locations may have different data-protection laws than your home country. Where required, we use appropriate safeguards for cross-border transfers.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the effective date. Material changes may also be communicated by email or in-product notice when appropriate. Continued use of the Service after an update means you acknowledge the revised policy.

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