Introduction: RGPD and pre-accounting, an unavoidable compliance issue

Since the General Data Protection Regulation (GDPR) came into force, companies have been obliged to protect the personal data they process, including that relating to administrative and financial management. While accounting is naturally concerned, pre-accounting is just as much so, particularly when it comes to centralising, filing or transmitting documents containing sensitive information: invoices, bank statements, supplier details, etc.

To remain compliant, companies must ensure that the tools they use meet strict standards in terms of security, traceability and confidentiality. With this in mind,Azopio, the automated pre-accounting solution, is committed to providing an environment that complies with the requirements of the RGPD, while simplifying the day-to-day processing of accounting documents.

Personal data and pre-accountability: what the RGPD says

The RGPD governs the way in which companies collect, store and use personal data, i.e. any information that directly or indirectly identifies a natural person. In the context of pre-accounting, this data is omnipresent:

• invoices containing the name and address of customers or suppliers,
• bank details (IBAN, RIB),
• legal notices on quotations, order forms or expense claims,
• identification information relating to software users.

These documents are often processed, sorted or transmitted in digital environments that must meet specific criteria:

• secure trading and storage,
• limiting access to authorised persons,
• controlled conservation over time,
• can be exported or deleted on request.

Ignoring these requirements not only exposes companies to legal risks, but also to a loss of confidence on the part of customers, partners and financial backers. RGPD compliance is therefore not just a regulatory obligation: it is also a guarantee of seriousness and professionalism, even for pre-accounting tools.

How Azopio meets the requirements of the RGPD

Azopio integrates the RGPD at the heart of its pre-accounting solution, based on a highly secure infrastructure, rigorous personal data management processes and responsible use ofartificial intelligence. Here’s how Azopio guarantees its users a compliant and reliable environment:

Exchange and data security

• All exchanges with the platform are protected by TLS (HTTPS) encryption, guaranteeing the confidentiality and integrity of the data transmitted.
• Data is hosted in OVH data centres in France, which are certified and protected 24 hours a day (video surveillance, access control, fire protection).
• Data at rest is encrypted, including backups, and sent to two different destinations in the European Union.

Conservation and traceability

• Data and documents are kept for 10 years, in accordance with article L123-22 of the French Commercial Code.
• Every action taken on a document (addition, modification, deletion) is time-stamped to ensure complete traceability.
• A qualified electronic signature (RGS 2-star server stamp) is affixed to dematerialised documents via the mobile app or invoicing module, giving them legal value and inalterability.

User rights and transparency

• Azopio makes it easy for users to exercise their rights of access, rectification, deletion, limitation or portability by contacting the DPO.
• In the event of a personal data breach, Azopio undertakes to notify the CNIL within 72 hours and to inform the users concerned if necessary.
• All banking connections (via Powens) or emails (via Nylas) can be deleted at any time, and no sensitive identifiers are stored by Azopio.

Responsible, compliant and supervised AI

Azopio uses artificial intelligence to optimise the recognition and processing of financial documents, while guaranteeing :

• full transparency on the use of AI (users are informed when it is activated),
• verifiability and human supervision of the results produced,
• strict compliance with the principles of minimisation, anonymisation and security of the data processed,
• an AI Ethics Committee in charge of continuous evaluation, bias audits and compliance with legislative developments (including European legislation on AI).

Contractual commitments and subcontracting

• Azopio does not sell or rent any personal data to third parties.
• All subcontractors (hosts, tools, connectors) are chosen for their RGPD compliance and security guarantees (e.g. Stripe, Nylas, Powens).
• Data processing is governed by contracts that comply with European requirements, with continuous monitoring and documentation available in the event of an inspection.

Benefits for Azopio customers

By choosing an RGPD-compliant pre-accounting solution such as Azopio, businesses not only ensure regulatory compliance, but also benefit from tangible day-to-day operational, legal and strategic gains.

Here are the main benefits for Azopio users:

• Legal peace of mind: data processing complies scrupulously with European obligations in terms of security, retention and individual rights.
• Risk reduction: thanks to a secure infrastructure, a designated DPO and notification procedures in the event of an incident.
• Greater confidence : with partners, customers and auditors (particularly in the context of calls for tender or audits).
• Save time: the collection, filing and archiving of documents are automated, while remaining compliant and traceable.
• Transparency of AI processing: the use of artificial intelligence is controlled, explainable, human-supervised and non-intrusive.

Azopio combines security, compliance and efficiency, enabling businesses to digitise their administrative management without compromising the protection of personal data.

Conclusion: Compliant and secure pre-accounting with Azopio

RGPD compliance is no longer an option: it is now a prerequisite for managing a company’s financial and administrative data with peace of mind. Even in pre-accounting, the documents processed contain sensitive personal information that must be protected, tracked and accessible on demand.

By relying on a secure infrastructure, reliable partners, responsible use of AI and clear commitments in terms of confidentiality, Azopio guarantees its users a compliant, ethical and high-performance environment.

Want to secure and simplify your pre-accounting?

Request a free demo of Azopio now and find out how to combine automation and RGPD compliance.