Privacy Policy

Coinbooks (“Coinbooks,” “we,” “us,” or “our”) provides AI-powered bookkeeping software for freelancers. This Privacy Policy describes how we collect, use, share, and protect your information when you use coinbooks.ai and our related services (the “Service”).

By using the Service, you agree to the practices described in this policy. If you do not agree, please do not use the Service.

1. Information We Collect

Information you provide

• Account information: name, email address, password, and profile details when you create an account.
• Business information: business name, type, address, and tax identification numbers you choose to provide.
• Payment information: billing details processed by our payment provider (Stripe). We do not store full credit card numbers on our servers.
• Customer support communications: messages, attachments, and metadata when you contact us.

Information from connected financial accounts (via Plaid)

To provide automated bookkeeping, we partner with Plaid Inc. (“Plaid”) to securely connect to your financial institutions. When you link a bank or credit card account:

• Plaid securely collects your financial institution login credentials directly. Coinbooks does not see, store, or have access to your bank passwords.
• Plaid retrieves and shares with us information including transaction history, account balances, account numbers (in masked form), institution details, and account holder names.
• We use this information to categorize transactions, generate reports, calculate tax-related summaries, and provide other features of the Service.

By connecting an account, you agree to Plaid’s End User Privacy Policy, available at plaid.com/legal, and you authorize Coinbooks to access and process this financial data for the purposes described in this policy.

Information from receipts and documents

When you upload receipts, invoices, or other financial documents, we extract information such as merchant name, date, amount, line items, and tax categories. This extraction is performed using AI services described in Section 4.

Mileage and location data

If you use mileage tracking features, we collect trip start and end locations, distance, route information, and timestamps you record or that are derived from your inputs. We use Mapbox to provide mapping services.

Information collected automatically

• Usage data: features used, pages viewed, actions taken, and session duration.
• Device and connection information: IP address, browser type, device type, operating system, and approximate location derived from IP.
• Cookies and similar technologies: session cookies for authentication, preference cookies, and analytics cookies. You can control cookies through your browser settings.

2. How We Use Your Information

We use information to:

• Provide, maintain, and improve the Service
• Automatically categorize transactions, generate reports, prepare tax-related summaries, and process receipts
• Process payments and manage subscriptions
• Send transactional communications (account alerts, receipts, security notices)
• Send product updates and marketing communications, where permitted
• Detect, prevent, and respond to fraud, abuse, and security incidents
• Comply with legal obligations and enforce our Terms of Service
• Develop new features and analyze aggregated usage patterns

3. How We Share Your Information

We share information only as described below. We do not sell your personal information.

Service providers

We share information with third-party service providers who help us operate the Service. These providers are contractually required to protect your information and use it only for the purposes we specify:

• Supabase — database hosting, authentication, and storage
• Vercel — application hosting and infrastructure
• Plaid — bank account connection and financial data retrieval
• Stripe — payment processing and subscription management
• Anthropic — AI processing for transaction categorization and document extraction (see Section 4)
• Resend — transactional and marketing email delivery
• Mapbox — mapping and location services for mileage tracking

Legal and safety

We may disclose information when required by law (subpoenas, court orders, legal process), to enforce our Terms, to protect our rights or the safety of users, or to investigate fraud or security incidents.

Business transfers

If Coinbooks is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

With your direction

We share information with third parties when you direct us to, such as connecting an accountant or exporting data to another service.

4. AI Processing

Coinbooks uses third-party AI services, primarily Anthropic’s Claude API, to provide intelligent features including transaction categorization, receipt data extraction, and bookkeeping assistance.

When you use these features, relevant data — such as transaction descriptions, amounts, merchant names, receipt images, and related context — is transmitted to Anthropic for processing. Per our commercial agreement with Anthropic, this data is not used to train their AI models and is not retained beyond the processing of your request.

We do not send your bank account credentials, full account numbers, or government identifiers to AI services.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption in transit (HTTPS/TLS)
• Encryption at rest for stored data
• Access controls and authentication requirements for internal systems
• Regular security review of our infrastructure and dependencies
• Use of vetted third-party providers with their own security certifications

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. After you delete your account:

• Account and personal information is deleted within 90 days, except where retention is required by law (e.g., financial and tax records may be retained for up to 7 years to comply with IRS requirements).
• Aggregated, anonymized data that cannot identify you may be retained for analytics and product improvement.
• Backups may retain data for an additional period before being overwritten.

7. Your Rights and Choices

Depending on where you live, you may have the following rights regarding your personal information:

• Access: request a copy of the personal information we hold about you
• Correction: request that we correct inaccurate information
• Deletion: request that we delete your personal information, subject to legal retention requirements
• Portability: request a portable copy of your data
• Opt-out: opt out of marketing communications at any time using the unsubscribe link in our emails
• Non-discrimination: we will not discriminate against you for exercising these rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what categories of personal information we collect and the right to opt out of any “sale” or “sharing” of personal information (we do not sell or share personal information for cross-context behavioral advertising).

To exercise any of these rights, email us at privacy@coinbooks.ai. We will respond within the time required by applicable law.

8. Children’s Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn that we have collected information from a child under 18, we will delete it promptly.

9. International Users

Coinbooks is operated from the United States and intended for users located in the United States. By using the Service, you understand that your information will be processed and stored in the United States, which may have different data protection laws than your country of residence.

10. Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing them with information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a prominent notice in the Service before the changes take effect. The “Last updated” date at the top of this policy indicates when it was most recently revised.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Email: privacy@coinbooks.ai
Coinbooks
United States