Privacy Policy

Numbrr.ai Privacy Policy Last Updated: October 11, 2026 Numbrr.ai LLC ("we," "us," or "our") respects your privacy. This policy outlines how we handle your data, particularly when utilizing our web portal and third-party integrations like QuickBooks Online and Gmail. 1. Information We Collect Identity Information: Name, email, and required tax identifiers (SSN/EIN). Financial Data: Bank account details, transaction history, and accounting reports synced from third-party platforms (e.g., QuickBooks Online, Stripe, Gusto). Email Data: If you connect a Gmail account, the business-related messages described in Section 7 (such as vendor bills, receipts, invoices and purchase orders) and their attachments. QuickBooks Online Data: If you connect QuickBooks Online to import your company, your QuickBooks company data described in Section 8 (accounts, customers, vendors, items, transactions, documents and attachments, settings and reports), including a complete copy of it as we received it. Technical Data: IP address, browser type, and portal usage data. 2. How We Use Your Information To provide automated bookkeeping and advisory services. For billing and account management. AI Model Training: We use anonymized, aggregated platform data to improve our services. Note: Data retrieved directly via the Intuit QuickBooks API is strictly used to provide the service to you and is NOT used to train generalized AI models. 3. How We Share Your Information We do not sell your personal or financial data. We share data only with: Service Partners & Integration Providers: Specifically for the purpose of syncing data (e.g., Intuit/QuickBooks). Operations Teams: Internal and authorized offshore teams strictly for quality assurance and exception handling, under strict confidentiality agreements. AI Applications You Connect: If an administrator of your company turns on MCP (Model Context Protocol) in Settings and you connect an AI application of your choice, such as Claude or ChatGPT, we send that application the financial data it asks for on your behalf: for example your financial statements, ledger, transactions, invoices and bills. This happens only at your direction. MCP is off unless an administrator turns it on, a connected application can read your books and cannot change them, and you can revoke a connection at any time in Settings. The application's provider handles what it receives under its own terms and privacy policy. Email content described in Section 7 is not shared through MCP. Legal Compliance: When required by law. 4. Data Retention and Deletion We retain your data only as long as your account is active or as needed to provide our services and comply with legal obligations (e.g., tax record retention laws). If you disconnect your QuickBooks Online account from Numbrr.ai, we will cease accessing your QuickBooks company immediately. The copy of your QuickBooks Online data stored at import is kept as described in Section 8. You may request the deletion of your platform data by contacting us. 5. Data Security We implement encryption at rest and in transit, strict access controls, and comprehensive vendor vetting to protect your information. Access tokens for connected accounts (such as Gmail and Gusto) are encrypted at rest. 6. Your Rights & Choices You have the right to access, correct, or request deletion of your data via the user portal. An administrator can delete any email Numbrr.ai has stored from your Gmail account, including emails kept for audit, in Settings → Email, or by writing to admin@numbrr.ai (Section 7). You may ask for a copy of your stored QuickBooks Online data, or for its deletion, as described in Section 8. You may also opt out of marketing communications at any time. 7. Google User Data (Gmail) If you choose to connect a Gmail account, Numbrr.ai requests read-only access to your mailbox (the gmail.readonly scope). We use it only to find business documents for your books: vendor bills, receipts, customer invoices and purchase orders from senders who are your vendors or customers. We do not send email, change your mailbox, or keep messages that do not match these criteria. To find these documents, Numbrr.ai asks Gmail to search your mailbox for messages that look like bills, receipts, invoices and orders, and reads the sender, recipients, subject and date of each candidate. Candidates that do not match are discarded without being stored. For a matching message we read the body and the attachments. How we use it: to create draft bills and invoices for your approval, to match emails to the transactions, bills and invoices they relate to, to suggest how a transaction should be categorized or whether it covers more than one month, and to categorize a transaction automatically when an email makes the account clear. You can change any of these at any time, and every automatic decision is recorded with the reason for it. Automated processing, including processing by our AI service provider (Anthropic) to read the details of a message or document, is used only to provide these features to you. Anthropic does not train its models on this content under our commercial terms, and our data processing addendum with Anthropic applies. Anthropic deletes the inputs and outputs of its API within 30 days, except content its safety systems flag for a Usage Policy violation, which it can keep for up to 2 years. What we keep: we keep the details we read from a matching message (sender, subject, date, amounts, dates and items). When an email is used to make a decision on a record in your books (for example, it created or changed a bill, an invoice, a transaction's category or match, a journal entry, a prepaid schedule or an accrual), we keep its text and attachments as part of your books' audit trail for as long as that record exists, and for at least as long as the audit trail itself is kept (7 years). The text and attachments of every other email are deleted 90 days after the email was sent. You can delete any stored email sooner, including an email kept for audit, as described under Deleting stored emails below. We also keep the record of why an email was linked to a transaction, bill or invoice, including the email's sender, subject, date and message ID so you can find it in your mailbox. Limited Use: Numbrr.ai's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements. Numbrr.ai uses Google user data only to provide or improve the user-facing features described in this section. It does not sell Google user data, does not use or transfer it for advertising, and does not use it to develop, improve or train generalized or non-personalized artificial intelligence or machine learning models. It transfers Google user data to others only to provide or improve these user-facing features, for security purposes such as investigating abuse, to comply with applicable law, or as part of a merger, acquisition or sale of assets with your explicit prior consent. Human access: our staff and contractors, including the operations teams described in Section 3, do not read your Google user data unless you give explicit permission for specific messages (for example, for support), it is necessary for security purposes such as investigating abuse, or it is required by law. Your Dedicated Controller and your accounting firm can open the content of your emails only if you turn that on in Settings → Email. Users with view-only access see email content only if an administrator turns that on for them. Section 2 (AI Model Training) does not apply to Google user data. Disconnecting: you can disconnect Gmail at any time in Settings. We then revoke our access, delete the stored access tokens, and right away delete the stored emails that were not used to make a decision on a record, with their text and attachments. The emails used for a decision and the other audit-trail items described above stay with your books until you delete them. Deleting stored emails: an administrator of your company can delete any email Numbrr.ai has stored from your Gmail account, including emails kept for audit, at any time. In Settings → Email, choose Delete stored emails to delete every email from one sender, every email between two dates, or everything stored from a mailbox; to delete one email, open it from the record it supports and choose Delete this email. You can also write to admin@numbrr.ai from the email address of an administrator of your company. Deleting an email removes its text, its preview and its attachment files from Numbrr.ai, and Numbrr.ai does not read that email again, even if you disconnect and reconnect the mailbox. The bills, invoices, transactions and other records made from the email stay in your books, and the record shows that the email was deleted at your request. A record of the deletion (who deleted, when, and how many emails) stays in your audit log; it contains no email content. The audit-trail retention period above does not apply to an email you ask us to delete. Some copies of deleted data can remain in backups of our database for a limited time until the backups expire. 8. QuickBooks Online Import If you connect QuickBooks Online to import your company into Numbrr.ai, we read your QuickBooks company data: your accounts, customers, vendors, items, transactions, documents and attachments, settings and reports. We use the connection to read this data and make no changes to your QuickBooks company. What we keep: we load this data into your books in Numbrr.ai and also store a complete copy of it as we received it (the "QBO Copy"). We keep the QBO Copy because Numbrr.ai may not yet have every field or record type that QuickBooks Online has, and we load them into your books when and as we add the features that hold them; because a feature that holds some of your QuickBooks Online data may not be part of your current plan, and that data flows into your books if you upgrade to a plan that includes it; and so that you do not lose your QuickBooks Online data. How we protect it: the QBO Copy is kept, protected and accessed in the same way as the rest of your books data, under Sections 3, 4 and 5 of this policy. Section 2's commitment on data retrieved via the Intuit QuickBooks API applies to the QBO Copy. How long we keep it: for as long as your account is open, unless you ask us to delete it sooner. If you disconnect QuickBooks Online, we stop accessing your QuickBooks company and the QBO Copy stays with your account. When your account closes, the QBO Copy is returned or deleted with the rest of your data, at your choice, as described in Section 6 of the Data Processing Addendum. Your copy and its deletion: you may ask us at any time to provide you with the QBO Copy or to delete it, and we will. Both requests are made the same way: email admin@numbrr.ai from the email address of an administrator of your company in Numbrr.ai. Deleting the QBO Copy leaves your books as they are, including the records already loaded from QuickBooks Online. If you want those records deleted as well, include that in your request. Contact: admin@numbrr.ai