Privacy Policy
Last updated July 15, 2026
ProBooksApp handles some of the most sensitive information a person has — their financial and tax documents. This policy explains what we collect, why, and the choices you have.
Who we are
ProBooksApp provides bookkeeping and Canadian tax-filing software to accounting firms and the clients they serve. In this policy, “we” and “ProBooksApp” refer to the operator of the ProBooksApp service. Your accounting firm is the controller of the client data it manages through ProBooksApp; we process that data on the firm’s behalf.
Information we collect
- Account information — name, email, and role for the staff and clients who sign in.
- Documents you upload — receipts, statements, tax slips and related files, plus the data extracted from them.
- Financial and tax data — bookkeeping entries, invoices, payments and return information you enter or that is read from your documents.
- Usage and device data — the basic logs needed to run the service securely, such as sign-in events, IP address and audit-trail actions.
How we use your information
- To provide the service — storing documents, keeping books, preparing returns, collecting payments and enabling e-signatures.
- To read documents you approve for extraction, so figures can be pre-filled for your review.
- To secure the service, prevent abuse and maintain an audit trail of sensitive actions.
- To provide support and send essential service notifications.
We do not sell your personal information, and we do not use your documents to train third-party AI models.
AI document reading & SIN redaction
AI extraction is opt-in per firm. When it is enabled, Social Insurance Numbers are redacted from document text before anything is sent for processing. A firm can turn AI extraction off at any time and enter details manually.
Where your data is stored
Documents are held in encrypted, Canadian-region object storage and are accessed only through short-lived, signed URLs — never a public link. Databases and backups are protected with access controls and encryption in transit.
Sharing & service providers
We share data only with the providers needed to run the service — for example, a payment processor (Stripe) to collect fees and email/SMS providers to deliver notifications. These providers act on our instructions and are bound by their own security and privacy commitments.
Data retention
We keep your information while your firm’s account is active or as needed to provide the service, and afterwards only as required to meet legal, tax and record-keeping obligations. You can request deletion subject to those obligations.
Your rights
Depending on your province and applicable law, you may request access to, correction of, or deletion of your personal information. Clients should contact their accounting firm first; the firm can escalate requests to us.
Changes to this policy
We may update this policy as the service evolves. Material changes are reflected by the “Last updated” date above.
Contact
Questions about privacy? Email privacy@probooksapp.com.