Privacy Policy

This Privacy Policy applies to information we collect through the Services, including information provided by users, imported from connected financial accounts, generated through use of the Services, processed through third-party service providers, or collected automatically through website and application technologies.

This Privacy Policy does not apply to third-party websites, financial institutions, payment processors, bank-data providers, or other third-party services that have their own privacy policies.

We may collect the following categories of information.

Account and Contact Information: Name, email address, phone number, business name, billing contact, account credentials, user role, subscription plan, and communications with us.

Business, Property, and Bookkeeping Information: Property names, addresses, ownership information, entity information, rental income, expense records, vendor records, categories, notes, chart-of-accounts mappings, reports, financial statements, Schedule E export inputs and outputs, and other bookkeeping or tax-related records.

Financial Account and Transaction Information: If you connect a financial account, we may receive account names, account types, balances, institution information, transaction history, merchant information, dates, amounts, descriptions, categories, and related financial data through our bank-data provider.

Receipt Images and Documents: Receipt images, invoices, documents, attachments, file metadata, extracted text, merchant names, dates, amounts, tax amounts, categories, and other information generated from uploaded documents.

Payment and Subscription Information: Subscription plan, billing cycle, payment status, invoices, payment method metadata, transaction identifiers, and related billing information. Payment card details are processed by our payment processor, and we do not intend to store full payment-card numbers on our own systems.

Usage, Device, and Technical Information: IP address, device identifiers, browser type, operating system, referring pages, pages viewed, actions taken in the Services, log data, session information, error reports, and security-related events.

Cookies and Similar Technologies: We may use cookies, pixels, local storage, analytics tools, and similar technologies to operate the website, remember preferences, improve the Services, measure usage, and support security.

Support and Communications: Messages, emails, support requests, feedback, survey responses, and other communications you send to us.

We collect information from:

(a) you directly;

(b) your authorized users, employees, contractors, accountants, bookkeepers, property managers, or representatives;

(c) connected financial institutions and bank-data providers;

(d) payment processors;

(e) hosting, database, analytics, security, communication, and AI/OCR service providers;

(f) your browser or device; and

(g) publicly available or third-party sources where permitted by law.

We use information to:

(a) provide, operate, maintain, and improve the Services;

(b) create and manage user accounts;

(c) import, organize, categorize, and display transaction data;

(d) generate reports, dashboards, P&L statements, balance sheets, Schedule E exports, and other outputs;

(e) operate AI AutoExtract and related receipt-processing features;

(f) process payments, subscriptions, cancellations, invoices, and taxes;

(g) provide support and respond to inquiries;

(h) send service notices, account alerts, renewal notices, product updates, and administrative communications;

(i) secure the Services, monitor for fraud, prevent misuse, and debug errors;

(j) comply with legal, tax, accounting, security, and regulatory obligations;

(k) enforce our Terms of Service and other agreements;

(l) analyze usage and improve product functionality;

(m) develop new features; and

(n) create aggregated or de-identified information.

If you upload receipt images, invoices, or documents, PropCFO may process them using AI, OCR, machine learning, or similar technologies to extract relevant data, including merchant name, date, amount, tax, category, property allocation, notes, and related fields.

We may store both the original uploaded image and the extracted data as part of your account records unless you delete them or request deletion, subject to our retention practices and legal obligations.

AI-generated extraction is not guaranteed to be accurate. You are responsible for reviewing and correcting extracted information.

AI training position: Unless otherwise stated in a separate notice or agreement, PropCFO will not use identifiable customer receipt images or financial records to train third-party foundation models.

If you choose to connect a financial account, PropCFO may use Plaid or another bank-data provider to help establish and maintain that connection.

When you use a bank-data provider, that provider may collect and process information under its own terms and privacy policy. PropCFO receives the financial-account and transaction data that you authorize the provider to share with us so that we can provide the Services.

If we use Plaid, Plaid’s handling of your information is governed by Plaid’s end-user privacy policy, available at https://plaid.com/legal/, and by connecting an account you also authorize Plaid’s processing in accordance with that policy. Plaid’s policy does not cover PropCFO’s own data practices, which are described in this Privacy Policy. We use information received through Plaid only to provide the Services as described here.

You may disconnect financial accounts through available settings or by contacting us. Disconnecting an account may stop future imports but may not automatically delete transaction data already imported into PropCFO.

We use Stripe or another payment processor to process subscription payments, invoices, and billing information. Payment processors may collect, process, and store payment information under their own terms and privacy policies.

PropCFO receives limited payment-related information, such as payment status, subscription plan, billing cycle, invoice details, payment identifiers, and limited payment-method metadata.

We may disclose information as follows.

Service Providers: We may share information with service providers that help us operate the Services, including hosting providers, database providers, payment processors, bank-data providers, AI/OCR providers, analytics providers, email providers, customer-support providers, security vendors, and professional advisers.

User-Authorized Parties: We may disclose information to persons or entities you authorize, including other account users, accountants, bookkeepers, property managers, tax professionals, business partners, or representatives.

Third-Party Integrations: If you enable an integration, we may share information as necessary to operate that integration.

Legal Compliance and Protection: We may disclose information when we believe disclosure is reasonably necessary to comply with law, legal process, regulatory requests, tax obligations, security requirements, enforce our agreements, protect rights or property, prevent fraud or harm, or respond to lawful requests.

Business Transactions: We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, diligence process, or similar business transaction.

Aggregated or De-Identified Information: We may use and disclose aggregated or de-identified information that does not identify you and cannot reasonably be linked back to you.

PropCFO does not sell personal information and does not share personal information for cross-context behavioral advertising.

If PropCFO later uses advertising, analytics, retargeting, data-sharing, or marketing technologies that could constitute a “sale” or “sharing” under applicable privacy laws, PropCFO should update this Privacy Policy and implement required opt-out mechanisms before doing so.

We retain information for as long as reasonably necessary to provide the Services, maintain your account, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and operate our business.

For canceled paid subscriptions, PropCFO’s recommended default is to retain user account data for 30 days after the end of the current billing period so that users have a reasonable opportunity to export records. After that period, PropCFO may delete or de-identify account data in the ordinary course, unless a longer retention period is required or permitted by law, necessary for legitimate business purposes, or requested by you before deletion.

Backups, logs, billing records, security records, and legally required records may be retained for longer periods.

Deletion from PropCFO does not necessarily delete information held by third-party providers, financial institutions, payment processors, or other services that maintain information under their own policies.

You may export certain account data, reports, and records through available export tools. You are responsible for exporting information before canceling your subscription, closing your account, or requesting deletion.

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls, vendor controls, encryption where appropriate, monitoring, and security practices appropriate to the nature of the information.

No system is completely secure. You are responsible for protecting your credentials, using strong passwords, limiting authorized users, and promptly notifying us of unauthorized access or suspected compromise.

Depending on your location and account settings, you may have the ability to:

(a) access, update, or correct account information;

(b) export certain data;

(c) disconnect financial accounts;

(d) cancel subscriptions;

(e) delete certain records;

(f) opt out of marketing communications;

(g) request deletion of your account; and

(h) exercise applicable privacy rights under state, federal, or other privacy laws.

To make a request, contact us at privacy@propcfo.com.

This section applies only to the extent PropCFO is subject to the California Consumer Privacy Act or other applicable California privacy laws.

Categories of Personal Information Collected: PropCFO may collect identifiers, commercial information, internet or network activity, financial-account and transaction information, professional or business information, sensitive personal information, and inferences derived from use of the Services.

Purposes: We use personal information for the purposes described in this Privacy Policy, including providing the Services, processing payments, operating bank feeds, generating reports, processing receipts, securing the Services, supporting users, complying with law, and improving the Services.

Categories of Recipients: We may disclose personal information to service providers, payment processors, bank-data providers, hosting and database providers, AI/OCR providers, analytics providers, professional advisers, user-authorized parties, legal/regulatory recipients, and business-transaction recipients.

California Rights: Subject to legal limits, California residents may have the right to request access to personal information, deletion, correction, information about data practices, portability, limitation on use of sensitive personal information, opt-out of sale or sharing, and non-discrimination for exercising privacy rights.

Sensitive Personal Information: PropCFO uses sensitive personal information only as reasonably necessary to provide and secure the Services, process transactions, comply with law, and for other permitted purposes, unless otherwise disclosed.

No Sale or Sharing: PropCFO does not sell personal information or share personal information for cross-context behavioral advertising.

Requests: California privacy requests may be submitted to privacy@propcfo.com. We may need to verify your identity and authority before responding.

Residents of certain states may have privacy rights under applicable law, including rights to access, correct, delete, obtain a copy of, or opt out of certain processing of personal information. PropCFO will respond to applicable requests as required by law.

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. The Services are intended for users who are at least 18 years old.

PropCFO is operated from the United States. If you access the Services from outside the United States, your information may be processed in the United States or other jurisdictions where we or our service providers operate.

We may update this Privacy Policy from time to time. The updated version will be effective when posted or as otherwise stated. If changes are material, we will use reasonable efforts to provide notice.

PropCFO LLC

PO Box 6033 Edmonds, WA 98026

Privacy Email: privacy@propcfo.com

Support Email: support@propcfo.com