Last updated 2 October 2026. How your files are protected on your computer is explained on the Privacy & security page.
1. Who we are
Bureaucat is provided by Olivetree (Mallorca, Spain), who is responsible ("controller") for the personal data described in this statement. Contact: o@olivetree.es.
2. The short version
Bureaucat runs on your computer. Your records, documents, emails, certificate, passwords and finances stay there, encrypted, and are never sent to us. We only receive what is needed to sell and check a licence: your email address and payment details from Stripe, a one-way identifier for each computer that uses Bureaucat, and the app version. This website uses no cookies, no analytics and no tracking, and we do not keep website visit logs.
3. What stays on your computer (we never receive it)
This information is stored encrypted with a key protected by Windows for your user account. How this works, and its limits, is explained on our Privacy & security page.
- Everything you enter or import: your profile, household, deadlines, notifications and letters, cases, documents, bank figures, contacts and emails with them, school messages and notes.
- Your digital certificate (never copied; its password is stored encrypted), your mailbox passwords or sign-in tokens, your AI key.
4. What we receive, why, and for how long
- Buying a licence. Stripe, our payment provider, collects your name, email address, billing country and card details. We receive from Stripe your name, email address, the amount, the date and a payment reference, and issue a licence key that contains your email address and its dates. Why: to sell you the licence (contract). Kept: for as long as Spanish tax and accounting law requires, currently up to six years.
- Activating and checking a licence. When you activate a key and when Bureaucat checks it (at start-up and about twice a day), our licence server receives the key (which contains your email address), a one-way code identifying the computer (derived from the Windows installation ID; it cannot be turned back into it) and the app version, and records which computers use the licence and when they last checked in. Why: to provide the licence on up to 3 computers and prevent misuse (contract and legitimate interest). Kept: a computer's record is deleted 90 days after it last checks in; licence records as for purchases.
- Free trial. During the trial, the server receives the computer's one-way code, the app version and the date this copy first started, and records when that computer's free month began. No name or email address. Why: so each computer gets one free month (legitimate interest). Kept: up to three years, then deleted.
- Updates. Bureaucat asks our server for new versions, sending the signed confirmation from its last licence check (which identifies the licence or trial). Our server sees your IP address as part of the connection but we do not log it.
- Referrals. Your referral code is derived from your licence email address. When a friend buys with it, we record against your code the date and payment reference of their purchase, so your discount can be applied. You do not see who your friends are from us, and they do not see your email address. Why: to run the referral programme (contract). Kept: as for purchases.
- Emails you send us. We keep your message and our reply for as long as needed to help you, and no longer than three years.
5. Signing in with Google or Microsoft
If you choose "Sign in with Google" or "Sign in with Microsoft" to connect a mailbox, you sign in on Google's or Microsoft's own page. Bureaucat receives a sign-in token, which it stores encrypted on your computer only. It uses your mailbox only to do what you ask in the app: search and show your messages, import attachments and build the history with your advisers, check for new messages, and send emails you have reviewed and approved in the Outbox. Your email data is never sent to us or to anyone else, except to the AI service whose key you added, when you use an AI feature on that message, at your request.
Bureaucat's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use mailbox data for advertising, do not sell it, do not use it to train AI models, and no person at Bureaucat reads it.
You can disconnect at any time: remove the mailbox in Bureaucat (Settings → Email accounts), and revoke access in your Google account (Security → Third-party apps) or Microsoft account (Privacy → Apps and services).
6. AI features
AI features work only if you add your own API key from Anthropic or OpenAI. When you use one (explaining a letter, summarising emails, drafting a reply, the chat assistant), the text needed for that task is sent from your computer directly to that provider under your own account with them. It does not pass through us. The provider's own terms and privacy policy apply.
7. Who else handles data
We do not sell or rent personal data, and share it with no one else unless the law requires it.
- Stripe (payments): Stripe Payments Europe Ltd and its group. Stripe may transfer data outside the EU under the EU-US Data Privacy Framework and standard contractual clauses.
- Hetzner Online GmbH (Germany): hosts this website and the licence server, in the European Union.
8. Your rights
You can ask us for a copy of the personal data we hold about you, or ask us to correct it, delete it, restrict or object to its use, or send it to you in a portable form: email o@olivetree.es. Some purchase records must be kept by law. You can also complain to the Spanish data protection authority, the Agencia Española de Protección de Datos (www.aepd.es), or the authority where you live.
The information on your own computer is in your hands: you can export it or delete it at any time. Uninstalling Bureaucat and deleting the folders %APPDATA%\Bureaucat and Documents\Bureaucat Archive removes it completely.
9. Children
Bureaucat is for adults. If you connect your children's school portal, their school messages are read and kept on your computer only, as part of your own records.
10. Changes
If we change how we handle personal data, we update this statement and its date, and Bureaucat tells you about any important change.