Privacy and Data Handling
This page summarises how DocumentQ handles your data. The privacy statement and the end-user licence agreement are the governing documents; where this page and those differ, those govern.
What is sent outside your Business Central environment
The invoice document itself. To read an invoice, DocumentQ sends the document to a third-party AI service for automated extraction, through BDP’s own service. That is what the AI step is. There is no version of this product where the document stays inside your tenant and is still read by a model.
A vendor extraction hint, if you have written one. If someone on your team has recorded a short note on a vendor profile describing that vendor’s invoice layout, that note is sent alongside subsequent invoices from that vendor, to improve extraction. It is free text you control — do not put anything in it you would not want sent to the AI provider.
Nothing else from your Business Central data. No customer master data, no chart of accounts, no other vendor records, no ledger entries are sent with an extraction request.
That is the complete list. The reconciliation itself — every comparison against your purchase order and posted receipt — happens inside Business Central. Your purchase orders and receipts are never sent anywhere.
What BDP keeps
The extracted invoice data is not stored by BDP. The vendor name, invoice number, lines and amounts read from your document are returned to your Business Central environment and not retained by our service. From that point they exist only in your own database.
Your account record — your Microsoft Entra tenant identifier, your subscription or trial status and dates, and an administrative contact email address captured at activation, which is encrypted and used for subscription-key recovery.
A usage and billing record per document processed — which internal document identifier was processed, when, and the processing cost. This record contains no vendor names, invoice numbers, amounts or document content.
Your invoice files — only if you have chosen BDP Managed Azure Storage, which is the default. Under the other two storage modes, BDP does not hold your documents at all. This is the single largest data-handling consequence of the storage mode choice, and it is worth making deliberately.
Retention and deletion
BDP does not impose a retention limit or delete anything on a schedule. You control deletion from Business Central, and deleting a document there removes its stored file too, in the same operation.
For the AI provider’s own handling of data submitted for processing — including retention on their side — see the privacy statement. That is not something this page can answer on their behalf.
If you have a data-residency requirement
If your organisation cannot send documents outside its own tenant at all, DocumentQ’s AI extraction is not compatible with that requirement, and no setting changes it. The storage mode controls where files rest; it does not change the fact that the document is sent for reading.
What the storage mode does control is whether BDP holds a copy afterwards. Business Central Database mode is the answer if you want nothing at rest outside your own environment.
Reporting a problem
Please do not email vendor invoices or other documents containing personal or financial data unless we ask for them and agree a secure route with you first. The troubleshooting page lists what to include in a support report instead — status, error code, version and environment are usually enough.