Privacy Policy

We are accountable for personal information under our control. We have designated an individual responsible for our compliance with this Policy and applicable privacy law (our “Privacy Officer”), who can be reached using the contact details in Section 14 below.

We collect the following categories of personal information:

• Account information: name, email address, and a securely hashed password when you register.
• Financial data you provide: transactions, categories, budgets, bills, loans, currency preferences, and any data you upload via CSV import. This information is provided entirely at your discretion — we do not connect to or retrieve data from any bank or financial institution.
• Business information and receipts: if you create a business workspace, its name, currency and tax identifiers you choose to enter, and the receipt and invoice images or PDFs you upload, together with the details read from them (such as vendor, date, amounts, tax and invoice number), and any vehicle log entries you record (dates, places, purposes and distances).
• Team access information: the email addresses and roles of people you invite to a business workspace (for example, an accountant), and the status of those invitations.
• Accountant information: if you use the accountant portal, your firm name and the client businesses you manage or are invited to, including businesses you set up on a client’s behalf.
• Plan and billing information: the plan of each business, subscription status, renewal and cancellation dates, and identifiers that link your account to our payment processor. Card details are entered directly with the payment processor and are never stored by us.
• Family sharing information: the email addresses of people you invite to view your data, the sections you choose to share, and the status of those invitations.
• Technical and usage information: IP address, browser type, device information, log data, and cookies necessary for authentication and to remember your display preferences (e.g. light/dark theme).

We collect, use, and disclose personal information only for the following purposes:

• To create and administer your account and authenticate your sign-in;
• To provide the core features of the Service (transactions, budgets, bills, loans, reports, and analytics);
• To operate the Family Sharing feature according to the permissions you configure;
• To read receipts you upload, suggest categories for your transactions, and produce the tax summaries and exports you request;
• To give the people you invite to a business workspace the access you choose for them;
• To process subscription payments and manage plans, renewals and cancellations;
• To provide customer support, including helping you recover access to your account;
• To send transactional emails (email verification, password reset, billing notices, and invitations);
• To maintain the security, integrity, and proper functioning of the Service, including detecting and preventing fraud or unauthorized access;
• To comply with legal obligations; and
• To improve the Service.

We do not sell your personal information, and we do not use your financial data for advertising.

By creating an account, you consent to our collection, use, and disclosure of your personal information as described in this Policy. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice, by contacting us or deleting your account. Withdrawing consent may mean we can no longer provide the Service to you.

We use trusted third-party service providers to operate the Service, including for application hosting, database hosting, encrypted backup storage, and transactional email delivery. These providers process personal information only on our behalf and as necessary to deliver the Service, under contractual obligations to protect it.

Payments. Subscription payments are processed by Stripe. When you subscribe, you enter your payment details directly with Stripe, which handles them under its own privacy policy and security standards. We receive confirmation of payment, the plan and status, and identifiers needed to manage your subscription, but not your full card number.

Receipts, invoices and AI processing. Receipt and invoice files you upload are stored privately with our file-storage provider and are only available to people with access to your business workspace. To read a receipt or an invoice, or to suggest categories for transactions you ask us to categorize, we send the file or the merchant names to an AI service provider (Anthropic), which processes them on our behalf only to return the result. The same applies to a PDF bank or card statement you choose to import: it is sent to that provider to read its transactions, and we do not keep the PDF after reading it. We do not use your receipts, invoices or financial data to train our own models, and you can delete a receipt or an uploaded invoice and its file at any time.

Some of these providers may store or process information on servers located outside of Canada, including in the United States. Where this occurs, your information may become subject to the laws of that jurisdiction, including lawful access by its authorities. By using the Service, you acknowledge this possibility.

Other than as described in this Policy, we do not disclose your personal information to third parties except: with your consent; to comply with a legal obligation, court order, or lawful government request; to protect our rights, property, or safety, or that of our users or the public; or in connection with a merger, acquisition, or sale of assets, subject to equivalent privacy protections.

We retain personal information only for as long as necessary to fulfil the purposes described in this Policy, or as required by law. If you delete your account, we will delete or anonymize your personal information within a reasonable period, except where we are required to retain certain records (for example, to comply with legal obligations or resolve disputes).

We keep encrypted backups to protect against data loss. Receipt files you delete are removed from backups within about 35 days, and other deleted information is removed from backups within 12 months. Backups are used only to restore the Service.

We use physical, organizational, and technical safeguards appropriate to the sensitivity of the information, including encryption of data in transit, secure password hashing, and access controls that restrict shared data to only the sections a user has explicitly chosen to share. New accounts must confirm their email address before they can sign in, and you can turn on two-step verification. We limit repeated sign-in and email-sending attempts, store one-time links and codes in a form that cannot be reused if read, sign you out of every device when your password changes or is reset, and require two-step verification for our own administrators. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

Support access. A small number of authorized administrators can view account details (such as your name, email, plan and workspace membership) to provide support, and can perform support actions such as resending a verification email or changing a plan. These actions are recorded in an audit log. We do not access the content of your finances except where needed to resolve a support request or where required by law.

If we become aware of a breach of security safeguards involving personal information under our control that creates a real risk of significant harm to an individual, we will notify affected individuals and report the breach to the Office of the Privacy Commissioner of Canada (and any other applicable regulator), as required by PIPEDA and applicable law. We will also maintain records of all breaches of security safeguards as required by law.

Subject to applicable law, you have the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Withdraw consent to our collection, use, or disclosure of your information (see Section 4);
• Request deletion of your account and associated personal information; and
• Challenge our compliance with this Policy and applicable privacy law.

To exercise any of these rights, contact us using the details in Section 14. If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca), or the applicable provincial privacy regulator (for example, the Commission d’accès à l’information in Quebec).

We use a small number of strictly necessary cookies to keep you signed in and to remember your display theme preference. We do not use third-party advertising or tracking cookies.

The Service is not directed at, and is not intended for use by, children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

We rely on you to keep your account information accurate and up to date. You can update most of your information directly within the Service under Settings.

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated Policy on this page with a revised “Last updated” date, and, where appropriate, by additional notice (such as email). Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact our Privacy Officer at support@usafemm.com, or by mail at Suite 2500, Altius Centre, 500 4th Ave SW, Calgary, AB T2P 2V6, Canada.