This Privacy Policy explains how ZeroBooks Inc. (“ZeroBooks”, “we”, “us”, or “our”) collects, uses, stores, and shares information when you visit ZeroBooks.ca, book a call, apply for a pilot, communicate with us, or use our AI bookkeeping service.

ZeroBooks Inc. is an Ontario corporation. Our business address is available upon request. You can contact us at hello@zerobooks.ca.

Privacy at a glance

We keep this simple:

We collect the information needed to provide AI-assisted bookkeeping, QuickBooks cleanup, GST/HST filing prep, owner reports, billing, support, and security.
We process business and financial data only to provide and improve the ZeroBooks service.
We do not sell your personal or financial data.
We do not use your data to train third-party AI models.
We use service providers such as QuickBooks/Intuit, Plaid, Flinks, Stripe, AI model providers, hosting providers, and internal business tools to operate ZeroBooks.
You can contact us to request access, correction, or deletion of your personal information.

1. Information we collect

Information you provide to us

We may collect information you provide directly, including:

Name, email address, phone number, and business contact details.
Business name, business address, industry, revenue range, and bookkeeping context.
Information submitted through forms, booking pages, emails, calls, support messages, or onboarding documents.
Payment and billing information, which may be processed by Stripe or another payment provider.
Documents or files you provide, such as receipts, invoices, statements, bookkeeping exports, Google Drive files, spreadsheets, or other records.

Financial and bookkeeping information

To provide the service, we may collect or process business and financial data, including:

QuickBooks Online data.
Bank account activity and transaction data.
Bank statements, credit card statements, CSV files, PDF files, receipts, invoices, bills, vendor records, customer records, and related bookkeeping records.
GST/HST numbers, filing-period information, and tax-relevant transaction data.
Payroll, employee, contractor, or benefit-related information if you choose to provide it.
CRA-related or accountant-related information if you choose to provide it.

We do not ask for your banking passwords, QuickBooks passwords, CRA passwords, or other account passwords. Where possible, we use delegated access, read-only access, secure integrations, or files you intentionally provide.

Information from connected services

If you connect or authorize access to third-party services, we may receive information from those services. Examples include:

QuickBooks Online / Intuit.
Plaid or Flinks for bank transaction data.
Google Drive or other file-sharing tools if used for onboarding or document sharing.
Payment processors such as Stripe.

The information we receive depends on your settings, the permissions you grant, and the provider’s own terms and privacy policies.

Automatically collected information

When you visit our website or use our service, we may automatically collect:

IP address, browser type, device type, operating system, pages viewed, referring URLs, and approximate location derived from technical data.
Usage data, such as feature usage, login activity, form submissions, and error logs.
Cookies or similar technologies used for website functionality, analytics, security, and remembering preferences.

2. How we use information

We use information to:

Provide, operate, and maintain ZeroBooks.
Categorize transactions, clean up QuickBooks Online, prepare GST/HST filing summaries, generate monthly owner reports, and prepare year-end accounting packages.
Read and process receipts, invoices, statements, bank activity, QuickBooks data, and other bookkeeping records.
Ask clarification questions when transactions or records are unclear.
Create bookkeeping rules and improve consistency over time.
Process payments, subscriptions, invoices, and receipts.
Communicate with you about onboarding, service updates, billing, support, security, and policy changes.
Improve the product, workflows, automation quality, and customer experience.
Detect, prevent, and investigate fraud, misuse, security incidents, and technical issues.
Comply with legal, accounting, tax, regulatory, and contractual obligations.
Enforce our Terms of Service and protect the rights, safety, and property of ZeroBooks, our customers, and others.

3. AI processing and human review

ZeroBooks uses AI systems to assist with bookkeeping workflows, including transaction categorization, document understanding, vendor recognition, rule creation, report generation, and issue detection.

We may send bookkeeping-related data to AI service providers such as OpenAI, Anthropic, and Google Gemini to perform these tasks. We aim to limit the information sent to what is needed for the task.

We do not use your personal or financial data to train third-party AI models.

ZeroBooks is currently offered as an early-access paid pilot. The service may include internal human review, supervision, correction, and quality control. Human review is used to improve accuracy, resolve issues, and make sure the service works as intended.

AI-generated or AI-assisted outputs may contain errors. You are responsible for reviewing outputs before relying on them for filing, accounting, tax, legal, lending, financing, business, or operational decisions.

4. What we do not do with your data

We do not:

Sell your personal or financial data.
Rent your data to advertisers or marketers.
Use your financial data for unrelated advertising.
Use your data to train third-party AI models.
Ask for your bank, QuickBooks, CRA, or other account passwords.
Access your data except as needed to provide the service, support you, maintain security, comply with law, or improve ZeroBooks.

We may share information in the following situations:

Service providers

We use third-party providers to operate ZeroBooks. These may include:

QuickBooks Online / Intuit for accounting data access and bookkeeping workflows.
Plaid and Flinks for bank account and transaction data access.
Stripe for payment processing.
OpenAI, Anthropic, and Google Gemini for AI-assisted processing.
DigitalOcean, Supabase, and Vercel for hosting, storage, database, infrastructure, or application delivery.
Google Workspace, Slack, and Cal.com for internal operations, communication, scheduling, and support.
Other vendors who help us provide, secure, monitor, or improve the service.

These providers may process information only as needed to provide services to us, subject to their own privacy, security, and contractual obligations.

We may share information when you direct us to do so, such as with your accountant, bookkeeper, tax advisor, business partner, or another authorized person.

Legal and safety reasons

We may disclose information if we believe it is reasonably necessary to:

Comply with law, regulation, legal process, court order, or government request.
Protect the rights, safety, property, or security of ZeroBooks, our customers, or others.
Investigate fraud, misuse, security issues, or violations of our Terms.

Business transfers

If ZeroBooks is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be transferred as part of that transaction, subject to appropriate confidentiality and privacy protections.

6. Data storage and location

ZeroBooks may store and process information in Canada and the United States. Some of our service providers may process information in other jurisdictions depending on their systems and subprocessors.

By using ZeroBooks, you understand that your information may be transferred to, stored in, or processed outside your province or country. Privacy laws in those jurisdictions may differ from the laws where you are located.

We remain responsible for personal information under our control and use reasonable contractual, technical, and organizational safeguards for service providers that process information on our behalf.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include access controls, encryption in transit, role-based permissions, secure service providers, monitoring, and internal controls. No system is perfectly secure, and we cannot guarantee absolute security.

You are responsible for keeping your own accounts, devices, email, QuickBooks access, file-sharing permissions, and connected-service credentials secure.

8. Data retention and deletion

We retain information for as long as needed to provide ZeroBooks, maintain records, comply with legal or accounting obligations, resolve disputes, enforce agreements, improve the service, and support business continuity.

Financial and bookkeeping records may need to be retained for longer periods because they relate to accounting, tax, audit, business, legal, or customer record-keeping needs.

You may request deletion of your personal information by emailing hello@zerobooks.ca. When you request deletion, we may place data into a 30-day recovery window before permanent deletion. Some information may remain in backups, logs, financial records, legal records, or archived systems for a limited period or where retention is legally or operationally required.

We may retain aggregated, anonymized, or de-identified information that does not identify you or your business.

9. Your privacy rights

Depending on applicable law, you may have rights to:

Request access to personal information we hold about you.
Request correction of inaccurate or incomplete personal information.
Request deletion of personal information, subject to legal, contractual, accounting, security, and operational limits.
Withdraw consent where processing is based on consent, subject to legal or contractual limits.
Ask questions or challenge our privacy practices.

To exercise these rights, contact hello@zerobooks.ca. We may need to verify your identity before responding.

10. Cookies and analytics

We may use cookies and similar technologies for website functionality, analytics, performance, security, and user experience. You can manage cookies through your browser settings. Some parts of the website or service may not work properly if cookies are disabled.

11. Marketing communications

We may send you service updates, onboarding emails, administrative messages, and occasional marketing communications. You can unsubscribe from marketing emails where required, but we may still send transactional or service-related messages.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date above. Your continued use of ZeroBooks after an update means you acknowledge the updated policy.

13. Contact

ZeroBooks Inc. Ontario, Canada Business address available upon request Email: hello@zerobooks.ca