Privacy Policy

1. Introduction

NPS Bookkeeping(“we,” “us,” or “our”) operates a cloud-based bookkeeping and tax compliance platform designed for tax professionals, bookkeepers, and CPA firms. This Privacy Policy describes how we collect, use, disclose, and protect your information when you use our platform, website, and related services (collectively, the “Service”).

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, business name, employer identification number (EIN), and billing information. For firm administrators, we also collect team member email addresses for invitation purposes.

Financial Data

Our platform processes bank statements, receipts, invoices, and other financial documents uploaded by you or your clients. This data includes transaction descriptions, amounts, merchant names, and categorization information. Financial data is processed for the sole purpose of providing bookkeeping and tax compliance services.

Usage Data

We automatically collect information about how you interact with the Service, including pages visited, features used, browser type, device information, and IP address. This data is used to improve the Service and troubleshoot issues.

3. How We Use Your Information

We use your information to provide and maintain the Service, process financial documents using AI-powered extraction, categorize transactions against IRS Schedule C lines, generate Profit and Loss reports, facilitate communication between firms and clients, process subscription payments through Stripe, send service-related notifications, and comply with legal obligations including IRS reporting requirements.

4. AI-Powered Document Processing

Our platform uses artificial intelligence to extract data from uploaded documents and categorize transactions. AI processing occurs on secure servers. Extracted data is stored within your tenant environment and is never used to train AI models or shared with other tenants. Each categorization decision includes a confidence score and audit trail for transparency.

5. Multi-Tenant Data Isolation

NPS Bookkeepingoperates a multi-tenant architecture with strict data isolation. Each firm's data is scoped to a unique tenant identifier enforced at the database level through Row Level Security (RLS) policies. No firm can access, view, or modify another firm's data. This isolation applies to all data including client records, transactions, documents, messages, and reports.

6. Payment Processing

Subscription payments are processed by Stripe, Inc. We do not store credit card numbers, CVV codes, or full payment card details on our servers. Stripe's privacy policy governs the handling of your payment information. We retain only the Stripe customer ID and subscription status necessary to manage your account.

7. Data Retention

We retain your account and financial data for as long as your subscription is active. After cancellation, data is preserved for 90 days to allow reactivation. After the retention period, data is permanently deleted. Financial records may be retained longer if required by applicable tax laws or regulations.

8. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.2+), encryption at rest, secure session management via HTTP-only cookies, role-based access controls with JWT custom claims, and regular security monitoring. Despite these measures, no method of electronic transmission or storage is 100% secure.

9. Third-Party Services

We use the following third-party services to operate the platform: Supabase (database hosting and authentication), Vercel (application hosting), Stripe (payment processing), and Resend (transactional email). Each provider maintains their own privacy policies and security standards.

10. Your Rights

You have the right to access, correct, or delete your personal information. You may export your data at any time through the platform. You may close your account through the My Account settings page. California residents have additional rights under the CCPA, described in our Do Not Sell page.

11. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a notice on the platform. Continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or your data, contact us at support@npsbookkeeping.com.