Privacy Policy

1. Scope and our role

This policy applies to the ProveBooks website, application, support, and related services. It does not govern a third-party website or service that has its own privacy policy.

Prove USA Inc decides how personal information about account holders, visitors, and business contacts is used. When a customer uploads or connects business records containing information about employees, customers, vendors, owners, or other people, the customer decides why that information is provided and Prove USA Inc processes it to deliver the service. Customers are responsible for giving any legally required notices to those people.

2. Information we collect

Depending on how you use ProveBooks, we collect:

• Identity and contact information, such as name, business email address, and information used to authenticate you or verify your authority for a company.
• Account and company information, such as company name, entity type, ownership and membership details, tax year, accounting methods, and service preferences.
• Financial and tax information, such as ledgers, transactions, account balances, invoices, bills, payroll or payment records, filed returns, tax identifiers, bank records, supporting documents, and the books and reports created from them. These records may contain sensitive personal information.
• Connected-service information, such as the connection, authorization scope, credentials or tokens, source identifiers, and records retrieved from accounting or other services you authorize.
• Communications and work records, such as messages, uploaded files, answers, approvals, support emails, accounting questions, automated-agent sessions, tool results, citations, decisions, discrepancies, and audit records needed to show how the service reached an outcome.
• Technical, usage, and security information, such as IP address, device and browser type, request times, sign-in and session events, page activity, diagnostics, error reports, and security logs.
• Purchase information, such as plan, price, payment status, and transaction identifiers. A payment provider may collect payment-card details directly under its own privacy policy; we do not need the full card number to operate your ProveBooks account.

3. Where information comes from

We receive information directly from you, from other authorized members of your company, from files you provide, from services you choose to connect, from identity and payment providers, and automatically when your browser or device communicates with the service. We may also receive business contact information from a person who asks us to invite or support you.

4. How we use information

We use personal information to:

• create and administer accounts, authenticate users, and enforce company access controls;
• import and maintain books, reconcile records, identify exceptions, ask questions, create reports, and provide requested services;
• operate authorized connections and respond to instructions, support requests, and account-closure requests;
• secure, monitor, troubleshoot, and improve the reliability and accessibility of the service;
• bill for the service, keep you informed about it, and administer our agreement; and
• prevent fraud or misuse and comply with binding legal obligations.

We do not use Customer Data to train our own or a third party's general-purpose artificial-intelligence model without first obtaining the customer's express consent.

5. Automated processing and artificial intelligence

ProveBooks uses automated rules and artificial-intelligence service providers to help interpret accounting evidence, surface questions, and communicate with you. The product applies deterministic ledger and verification rules separately from that judgment. We limit an AI provider to the information needed for the task and do not give it a reusable source credential or direct database access.

ProveBooks does not use solely automated processing to make a decision that produces a legal or similarly significant effect about a person, such as an employment, credit, insurance, or housing decision.

6. When we disclose information

We disclose information only as needed to:

• service providers that support authentication, hosting, private object storage, artificial intelligence, payments, communications, security, monitoring, and customer support under contractual limits;
• accounting, banking, tax, or other services you connect or direct us to contact;
• authorized members and representatives of your company according to their roles;
• professional advisers, regulators, courts, law enforcement, or other parties when disclosure is legally required or reasonably necessary to protect rights, safety, and the service; and
• a successor in a merger, financing, reorganization, or sale, subject to this policy and appropriate confidentiality protections.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising, and we do not use sensitive personal information to infer characteristics about a person or for purposes unrelated to providing the service.

7. Cookies and browser signals

ProveBooks uses cookies and similar browser storage needed to sign you in, remember service preferences, protect sessions, and operate the site. We do not use third-party advertising cookies or track you across unrelated services for targeted advertising.

Because ProveBooks does not sell or share personal information for cross-context behavioral advertising, a browser “Do Not Track” or Global Privacy Control signal does not change that practice. We will recognize a legally required opt-out signal if our practices change in a way that makes one applicable.

8. Retention and account deletion

We keep account data while the account is open and only for as long as it is needed to provide, secure, and support the service. Our Data Retention and Disposal Policy describes the applicable criteria and disposal process.

To close your account, email support@provebooks.com from the address associated with it. After verifying your identity and authority, we permanently delete all information associated with the account from our systems and backups, revoke or delete connection credentials, and require service providers processing it for us to delete their copies. We do not retain a dormant, analytics, security, or dispute copy after closure. If a binding law or order expressly makes deletion of a narrow record illegal, we isolate only that record, use it solely to satisfy the requirement, and delete it as soon as the prohibition ends.

9. Security

We maintain administrative, technical, and physical safeguards designed for the sensitivity of the information we process. These include access controls, environment separation, private storage, credential restrictions, integrity checks, service-provider review, incident response, and secure disposal. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

If we discover a breach involving personal information, we will investigate, contain, and remediate it and notify affected people and authorities as required by applicable law.

10. Your privacy rights

Depending on where you live, you may have the right to know or access personal information, receive a portable copy, correct inaccurate information, delete information, restrict or object to certain uses, opt out of a sale, sharing, targeted advertising, or qualifying profiling, limit certain uses of sensitive information, appeal a denied request, and receive equal service without retaliation for exercising a right.

Submit a request to support@provebooks.com. Tell us which right you want to exercise and identify the account involved. We will acknowledge the request, verify identity and authority in proportion to its sensitivity, and respond within the time required by applicable law. An authorized agent may submit a request when it provides legally sufficient proof of authority. You may appeal a denial by replying to our decision with “Privacy Appeal.”

We do not charge for a request unless applicable law permits a fee because requests are manifestly unfounded, excessive, or repetitive. Some rights have legal exceptions, but a verified request to close a ProveBooks account triggers the complete deletion process described in Section 8.

11. California notice

During the preceding 12 months, we may have collected the categories described in Section 2: identifiers; customer-record information; commercial information; internet or electronic-network activity; professional or employment-related information; sensitive personal information, including account credentials and financial or tax information; and inferences created to provide accounting services. We collect and use them for the business and commercial purposes in Section 4 and disclose them to the recipient categories in Section 6.

We have not sold those categories or shared them for cross-context behavioral advertising. We do not knowingly sell or share personal information of anyone under 18. California residents can exercise the rights described in Section 10. The metrics and additional notices required only of businesses that meet statutory thresholds will be published if and when they apply to Prove USA Inc.

12. Children

ProveBooks is a business service and is not directed to children under 18. We do not knowingly create accounts for children. If you believe a child provided personal information to us, contact us so we can delete it.

13. United States processing

ProveBooks is offered to United States businesses and information may be processed in the United States. If information is transferred from a place that requires a transfer mechanism, we will use a legally recognized safeguard before making that transfer.

14. Changes to this policy

We may update this policy as the service or law changes. We will post the new version, change the effective date, and provide additional notice before a material change takes effect when required by law.

15. Contact

Send privacy questions, rights requests, and account-closure requests to Prove USA Inc at support@provebooks.com.