Last Updated: November 15, 2025
BizBooks LLC ("we", "us", or "our") operates BizBooks Pro desktop accounting software ("Software", "Application"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Software.
By using BizBooks Pro, you agree to the collection and use of information in accordance with this Privacy Policy.
Key Point: Your Financial Data Stays Local
Your financial data is stored locally on your computer in a PostgreSQL database. We do NOT have access to this data unless you explicitly share it with us for support purposes.
1. Information We Collect
1.1 Information You Provide
Account Information:
- Email address (for license activation and support)
- Name (for license registration)
- Company name (optional, for license registration)
- Payment information (processed securely by Stripe - we do NOT store credit card details)
Financial Data (Stored Locally):
- Chart of accounts
- Customer and vendor information
- Transactions and journal entries
- Invoices and bills
- Bank account information (for reconciliation features)
- Reports and custom data
1.2 Automatically Collected Information
Usage Data:
- Application version number
- Operating system type and version
- License tier and status
- Feature usage statistics (anonymous)
- Error logs and crash reports (via Sentry.io)
- Performance metrics (anonymous)
Technical Data:
- Hardware fingerprint (for license activation - CPU, motherboard ID)
- Installation ID (unique identifier for your installation)
- IP address (during license activation only)
- Session timestamps (last login, last activity)
1.3 Information We Do NOT Collect
- Your actual financial data (transactions, balances, customer info) - stored locally only
- Social Security Numbers or Tax IDs
- Bank account credentials or passwords
- Credit card information (Stripe handles all payment data)
- Personal browsing history
- Location data (GPS)
2. How We Use Your Information
2.1 License Management
- Validate your license key during activation
- Enforce user and company limits based on your license tier
- Send expiration warnings and renewal reminders
- Prevent license fraud and unauthorized use
2.2 Billing & Payments
- Process subscription payments via Stripe
- Send invoices and receipts
- Manage refunds and cancellations
- Update payment methods
2.3 Product Improvement
- Monitor application performance and errors (via Sentry.io)
- Identify and fix bugs
- Understand which features are most used
- Improve user experience
- Plan future features based on usage patterns
2.4 Customer Support
- Respond to support requests
- Troubleshoot technical issues
- Provide product guidance
- Process refund requests
2.5 Communications
- Send important service announcements (updates, security alerts)
- Respond to your inquiries
- Send subscription renewal reminders
- Notify you of new features (you may opt-out of marketing emails)
2.6 Legal Compliance
- Comply with legal obligations
- Enforce our Terms of Service
- Protect against fraud and abuse
- Respond to legal requests (subpoenas, court orders)
3. Data Storage & Security
3.1 Local Data Storage
Your financial data is stored locally on your computer, not in the cloud. This includes:
- All transactions, accounts, customers, vendors
- Invoices, bills, and payments
- Reports and custom data
Location: PostgreSQL database on your local machine
Backups: Automatic daily backups to your local Documents folder
3.2 Cloud-Based Data (Limited)
We store the following information on our secure servers:
- License information (license key, tier, expiration date)
- License activation records (installation ID, activation date)
- Email address and company name (for license registration)
- Payment records (via Stripe - encrypted and PCI-compliant)
Location: Cloud-hosted PostgreSQL database (encrypted at rest and in transit)
3.3 Security Measures
We implement industry-standard security practices:
Encryption:
- All passwords are encrypted using bcrypt (one-way hashing)
- Backup files can be optionally encrypted with AES-256-GCM
- All cloud communication uses TLS/SSL (HTTPS)
- Payment data is encrypted by Stripe (PCI DSS Level 1 certified)
Access Controls:
- Multi-user role-based permissions (Admin, Manager, Accountant, Bookkeeper, Viewer)
- JWT token authentication for session management
- Rate limiting to prevent brute-force attacks
- SQL injection prevention through parameterized queries
Backups:
- Automatic daily backups (local storage)
- 30-day retention policy
- Pre-update safety backups
- One-click restore functionality
3.4 Data Retention
- Active Accounts: Data retained for the duration of your subscription
- Expired Accounts: Data accessible in read-only mode for 1 year after expiration
- Canceled Accounts: Data deleted 1 year after cancellation (you may export beforehand)
- Backups: Local backups retained for 30 days, then automatically deleted
- License Records: Retained indefinitely for compliance and fraud prevention
4. Data Sharing & Disclosure
4.1 We Do NOT Sell Your Data
We do NOT sell, rent, or trade your personal information to third parties.
4.2 Third-Party Service Providers
We share limited information with trusted service providers:
Stripe (Payment Processing):
Sentry.io (Error Tracking):
- Error logs, stack traces, application version, OS type
- Purpose: Monitor application errors and performance
- Privacy Policy: https://sentry.io/privacy/
- Note: We filter out sensitive data (passwords, financial data) before sending to Sentry
Mailgun (Email Delivery - Optional):
4.3 Legal Requirements
We may disclose your information if required by law:
- To comply with a subpoena, court order, or legal process
- To protect our rights, property, or safety
- To enforce our Terms of Service
- To prevent fraud or illegal activity
- In connection with a merger, acquisition, or sale of assets
4.4 Your Consent
We may share information with your explicit consent for purposes not described in this Privacy Policy.
5. Your Rights & Choices
5.1 Access Your Data
You have the right to access all your financial data at any time:
- All data is stored locally on your computer
- Export data in CSV, Excel, or PDF formats (no fees)
- Request a copy of your license records by emailing privacy@bizbooks.pro
5.2 Correct Your Data
You may update or correct your information:
- Update email, company name, and other account details in Settings
- Edit financial data directly in the application
- Contact support@bizbooks.pro to update license records
5.3 Delete Your Data
You may request deletion of your data:
- Cancel your subscription and request data deletion
- Uninstall the Software and delete the local database
- Email privacy@bizbooks.pro to request deletion of cloud-stored license records
- Note: We may retain certain records for legal compliance (e.g., payment history for tax purposes)
5.4 Export Your Data
Export your data at any time:
- CSV Export: Chart of accounts, transactions, customers, vendors
- Excel Export: Financial reports, invoices, bills
- PDF Export: Reports, invoices, receipts
- Database Backup: Full PostgreSQL backup (compressed)
5.5 Opt-Out of Marketing Emails
You may opt-out of marketing communications:
- Click "Unsubscribe" in any marketing email
- Update email preferences in Settings
- Email privacy@bizbooks.pro
- Note: You cannot opt-out of essential service emails (license expiration, security alerts)
5.6 Disable Analytics
You may disable anonymous usage analytics:
- Go to Settings → Privacy → Disable "Send anonymous usage data"
- Note: Error tracking (Sentry) cannot be disabled as it's essential for product stability
6. Children's Privacy
BizBooks Pro is not intended for use by children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at privacy@bizbooks.pro, and we will delete the information.
7. International Data Transfers
7.1 Data Location
- Local Data: Stored on your computer (wherever you are located)
- Cloud Data: Stored on servers in the United States
7.2 Cross-Border Transfers
If you are located outside the United States, your license information may be transferred to and processed in the United States. By using BizBooks Pro, you consent to this transfer.
7.3 EU Users (GDPR Compliance)
If you are in the European Economic Area (EEA), you have additional rights under GDPR:
- Right to access your data
- Right to rectification (correction)
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to lodge a complaint with a supervisory authority
To exercise these rights, email privacy@bizbooks.pro.
7.4 California Residents (CCPA Compliance)
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information is collected
- Right to know if personal information is sold or disclosed
- Right to say no to the sale of personal information (we do NOT sell data)
- Right to deletion of personal information
- Right to non-discrimination for exercising your rights
To exercise these rights, email privacy@bizbooks.pro.
8. Cookies & Tracking
8.1 Cookies
BizBooks Pro is a desktop application and does NOT use browser cookies. If you access our website or customer portal, we may use cookies for:
- Session management (login authentication)
- Analytics (Google Analytics - anonymous)
- Preferences (language, theme)
8.2 Do Not Track
Our website respects "Do Not Track" browser signals.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by:
- Posting the new Privacy Policy on our website
- Sending an email notification (for material changes)
- Displaying an in-app notification
Effective Date: Changes take effect immediately upon posting unless otherwise stated.
Your Continued Use: Continued use of BizBooks Pro after changes constitutes acceptance of the updated Privacy Policy.
10. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact us:
Privacy Officer
BizBooks LLC
Email: privacy@bizbooks.pro
Data Protection Officer (EU):
Email: dpo@bizbooks.pro
Response Time: We will respond to privacy inquiries within 30 days.
Summary (TL;DR)
What We Collect:
- Email, name, company name (for license registration)
- Payment info (via Stripe - we don't store credit cards)
- Error logs and performance data (via Sentry - anonymous)
- License activation data (installation ID, hardware fingerprint)
What We DON'T Collect:
- Your financial data (transactions, balances, customer info) - stored locally only
- Bank credentials or passwords
- Social Security Numbers or Tax IDs
Your Financial Data:
- Stored locally on your computer (PostgreSQL database)
- Not uploaded to the cloud
- Automatic daily backups to your local Documents folder
- Export anytime in CSV, Excel, PDF
Your Rights:
- Access, correct, or delete your data anytime
- Export your data in standard formats
- Opt-out of marketing emails
- Request deletion of cloud-stored license records
Third Parties We Share With:
- Stripe (payments)
- Sentry (error tracking)
- Mailgun (email delivery)
- We do NOT sell your data to anyone
Questions? Email privacy@bizbooks.pro
© 2025 BizBooks LLC. All rights reserved.