Privacy Policy

This policy explains what the hosted Books service collects, why, and who it is shared with. It covers users who sign in (treasurers, bookkeepers, viewers), the organizations they manage, and donors who use an organization's public donation page.

What we collect

• Account data: name and email from your Google account; organization name, EIN, address and contacts you enter.
• Financial data: ledger entries, bank transactions (imported from CSV/PDF you upload or via Plaid), statement balances, contributions and donor names/emails, documents you attach.
• Bank connection data (only if you connect a bank through Plaid): account names, masks, balances and transactions. We store Plaid access tokens encrypted (AES-256-GCM) and never see your bank credentials — you enter them on Plaid's screens, not ours.
• Donor data (public donation page): name, email, amount, designation and note the donor enters; card details go directly to Stripe and never touch our servers.
• Usage and logs: server logs, an append-only audit log of actions in your organization (who posted, reversed or changed what), and AI usage metering.

How we use it

• To provide the Service: keep your books, reconcile bank feeds, produce reports, receipts and exports.
• AI processing: transaction descriptions, amounts, dates, vendor names and uploaded bank statements are sent to Anthropic's Claude API to generate suggestions. Anthropic processes this data under its commercial API terms, which do not permit training on customer data. We do not send bank credentials or card numbers to any AI provider.
• To bill you (Stripe) and to send transactional email (invitations, receipts, usage and trial notices) via Resend. We do not send marketing email without consent.
• To secure and improve the Service (aggregate, de-identified metrics only).

Who we share it with

Only service providers needed to run the Service: Google Cloud (hosting, in the United States), Plaid (bank connections, if you use them), Stripe (payments and billing), Anthropic (AI suggestions), Resend (email). We do not sell personal data and do not share it with advertisers. We disclose data if required by law, and we tell you when we are allowed to.

Plaid

If you connect a bank account, you also agree to Plaid's End User Privacy Policy. You can disconnect a bank at any time in Settings, which revokes our access at Plaid; you can also manage connections at my.plaid.com.

Retention and deletion

We keep your organization's data for as long as the organization exists on the Service, because financial records need to be retained. An administrator can export everything (audit pack, CSV, XML) and can ask us to delete the organization; deletion removes all its data from live systems within 30 days and from backups within 90 days. Donor records belong to the organization that received the gift; donors should contact that organization for access or deletion requests, and we will assist.

Security

Data is encrypted in transit (TLS) and at rest; bank tokens are additionally encrypted at the application layer; access is scoped per organization and role; every change is recorded in the audit log; backups are taken daily. Report security issues to security@thefin.ai.

Your rights

You can access, correct and export your data in the app. Depending on where you live you may have additional rights (access, deletion, portability, objection). Email help@support.thefin.ai and we will respond within 30 days. The Service is intended for organizations and their staff, not for children under 13.

Changes

We will post updates here and email administrators about material changes at least 30 days before they take effect.