Privacy Policy | Firm Books

Firm Books™ ("Firm Books," "we," "us," or "our") operates a cloud-based accounting and bookkeeping platform available at firmbooks.us and its related mobile applications (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use the Service. By creating an account or using the Service, you agree to the practices described in this policy.

1. Information We Collect

Account information: When you register, we collect your email address and a password. Your firm owner may invite additional staff or clients using their email addresses.

Financial data: You may enter transactions, invoices, bills, journal entries, budgets, tax information, bank connection details, and related accounting records. This data is stored to provide the Service and is associated with your firm.

Uploaded files: Receipts, documents, and other files you upload (including those processed by AI receipt scanning or document extraction) are stored to provide the features you requested.

Usage data: We log activity such as login times, pages visited, and actions performed for audit logging, security, and service improvement.

Device and connection data: We collect IP address, browser type, operating system, and similar technical data for security and compatibility.

2. How We Use Your Information

To provide, maintain, and improve the Service and its features.
To authenticate your identity and control access to your firm's data.
To send transactional emails, account notifications, invoice reminders, and support communications.
To maintain an audit log of changes made within your firm portal for security and record-keeping.
To process payments for subscriptions and manage billing.
To detect, prevent, and address fraud, abuse, and security issues.
To comply with legal obligations and enforce our Terms of Use.

3. Data Sharing and Disclosure

We do not sell your personal information or financial data. We may share information in the following circumstances:

Within your firm: Data you enter is visible to other members of your firm portal based on the permissions set by your firm owner.
Service providers: We use trusted third-party providers for infrastructure, payment processing (Stripe), email delivery, and bank connectivity (Plaid, when you connect your own keys). These providers process data only as needed to deliver their services and are bound by confidentiality obligations.
AI providers: If you use AI features (receipt scanning, document extraction, the ZOE assistant), data may be sent to the AI provider you or we have configured. If you bring your own AI API key, your data is sent directly to that provider under their terms.
Legal compliance: We may disclose information if required by law, court order, or to protect our rights, safety, or the safety of others.

4. Data Security

We use industry-standard measures to protect your data, including encryption in transit (TLS) and at rest, row-level access controls that isolate each firm's data, and regular security reviews. Sensitive credentials such as API keys and bank connection tokens are restricted to firm owners. However, no system is perfectly secure, and we cannot guarantee absolute security.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. You may export your data at any time. If you cancel your subscription, your data may be deleted after a grace period. See our Terms of Use for details on account cancellation and data deletion.

6. Your Privacy Rights

Depending on your location, you may have rights to access, correct, export, or delete your personal data. You can update your account information within the Service, export your firm data, or request deletion by contacting us at support@firmbooks.us. We will respond within a reasonable timeframe and as required by applicable law.

7. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect data from children. If you believe a child has provided us with personal information, please contact us and we will delete it.

8. Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party tools (e.g., Plaid, Stripe, email providers). We are not responsible for the privacy practices of these third parties. We encourage you to review their policies before using their services.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

10. Contact Us

If you have questions about this Privacy Policy or your data, please contact us at support@firmbooks.us or through our Contact page.