Security and data handling

Read-only access to Xero

ReportPilot connects through Xero's official OAuth 2.0 sign-in. You choose which organisations to share on Xero's own consent screen. We request these read-only permissions:

• accounting.reports.read
• accounting.transactions.read
• accounting.settings.read
• accounting.contacts.read

Plus openid profile email so you can sign in with Xero, and offline_access so scheduled packs can run while you are away. ReportPilot never asks for permission to create, change or delete anything in Xero.

Tokens are encrypted at rest

Xero access and refresh tokens are encrypted with AES-256-GCM before they are written to our database, using a key held outside the database. We never see or store your Xero password.

What we keep, and for how long

• Pack settings: reports, schedule, recipients, subject and cover note, until you delete the pack or your account.
• Generated files: the PDF, Excel and CSV files for each delivery are kept for 14 days so approval links and retries send the exact files you saw, then deleted.
• Figures: we do not copy your ledger or individual transactions. For the dashboard and weekly email we keep monthly summary figures for up to 24 months (sales, costs by account, profit, month-end cash and balances owed to and by you) and a daily snapshot of unpaid invoices and bills (customer or supplier name, amount, due date). Disconnecting an organisation in ReportPilot, or deleting your account, deletes them. Report packs fetch fresh figures from Xero each time they run.
• Delivery log: date, status, recipient count and any error message for each send.

Email delivery

Packs and insight emails are sent through Resend, our email provider. Each recipient receives their own copy, so recipients do not see each other's addresses, and pack replies go to you rather than to us.

Payments

Card details are handled by Stripe. They never touch our servers.

Switching it off

You can disconnect an organisation inside ReportPilot, or revoke ReportPilot from Xero's connected apps settings at any time. Either way, scheduled packs and weekly emails for that organisation stop immediately. Deleting your account removes your packs, organisations and stored tokens.

Reporting a problem

If you think you have found a security issue, email [email protected]. We will acknowledge it promptly and keep you updated.