5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.
We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders (depending on your communication preferences). The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.
To the extent these online tracking technologies are deemed to be a "sale"/"sharing" (which includes targeted advertising, as defined under the applicable laws) under applicable US state laws, you can opt out of these online tracking technologies by submitting a request as described below under section "DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?"
Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.
6. HOW DO WE HANDLE YOUR SOCIAL LOGINS?
In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.
Our Services offer you the ability to register and log in using your third-party social media account details (like your Facebook or X logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform.
We will use the information we receive only for the purposes that are described in this Privacy Notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.
7. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?
In Short: We may transfer, store, and process your information in countries other than your own.
Our servers are located in. Regardless of your location, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we may share your personal information (see "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?" above), including facilities in and other countries.
If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.
8. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
9. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
10. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction.
We do not knowingly collect, solicit data from, or market to children under 18 years of age or the equivalent age as specified by law in your jurisdiction, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or the equivalent age as specified by law in your jurisdiction or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age or the equivalent age as specified by law in your jurisdiction has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18 or the equivalent age as specified by law in your jurisdiction, please contact us at [email protected].
11. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: Depending on your state of residence in the US or in some regions, such as , you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
In some regions (like ), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. If a decision that produces legal or similarly significant effects is made solely by automated means, we will inform you, explain the main factors, and offer a simple way to request human review. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.
We will consider and act upon any request in accordance with applicable data protection laws.
Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.Account Information
If you would at any time like to review or change the information in your account or terminate your account, you can: - Contact us using the contact information provided.
- Log in to your account settings and update your user account.
Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.
If you have questions or comments about your privacy rights, you may email us at [email protected].
12. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.
13. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. More information is provided below.Categories of Personal Information We Collect
The table below shows the categories of personal information we have collected in the past twelve (12) months. The table includes illustrative examples of each category and does not reflect the personal information we collect from you. For a comprehensive inventory of all personal information we process, please refer to the section "WHAT INFORMATION DO WE COLLECT?"
| Category | Examples | Collected |
|---|
A. Identifiers | Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name |
YES
|
B. Personal information as defined in the California Customer Records statute | Name, contact information, education, employment, employment history, and financial information |
YES
|
C. Protected classification characteristics under state or federal law | Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data |
NO
|
D. Commercial information | Transaction information, purchase history, financial details, and payment information |
YES
|
E. Biometric information | Fingerprints and voiceprints |
NO
|
F. Internet or other similar network activity | Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements |
NO
|
G. Geolocation data | Device location |
YES
|
H. Audio, electronic, sensory, or similar information | Images and audio, video or call recordings created in connection with our business activities |
YES
|
I. Professional or employment-related information | Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us |
YES
|
J. Education Information | Student records and directory information |
NO
|
K. Inferences drawn from collected personal information | Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics |
NO
|
| L. Sensitive personal Information | Account login information and financial information including account access details |
YES
|
We only collect sensitive personal information, as defined by applicable privacy laws or the purposes allowed by law or with your consent. Sensitive personal information may be used, or disclosed to a service provider or contractor, for additional, specified purposes. You may have the right to limit the use or disclosure of your sensitive personal information. We do not collect or process sensitive personal information for the purpose of inferring characteristics about you.
We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:
- Receiving help through our customer support channels;
- Participation in customer surveys or contests; and
- Facilitation in the delivery of our Services and to respond to your inquiries.
We will use and retain the collected personal information as needed to provide the Services or for:
- Category A - As long as the user has an account with us
- Category B - As long as the user has an account with us
- Category D - As long as the user has an account with us
- Category G - As long as the user has an account with us
- Category H - As long as the user has an account with us
- Category I - As long as the user has an account with us
- Category L - As long as the user has an account with us
Will your information be shared with anyone else?
We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be "selling" of your personal information.
We have not disclosed, sold, or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We will not sell or share personal information in the future belonging to website visitors, users, and other consumers.
Your Rights
You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:
- Right to know whether or not we are processing your personal data
- Right to access your personal data
- Right to correct inaccuracies in your personal data
- Right to request the deletion of your personal data
- Right to obtain a copy of the personal data you previously shared with us
- Right to non-discrimination for exercising your rights
- Right to opt out of the processing of your personal data if it is used for targeted advertising (or sharing as defined under California’s privacy law), the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ("profiling")
Depending upon the state where you live, you may also have the following rights:
- Right to access the categories of personal data being processed (as permitted by applicable law, including the privacy law in Minnesota)
- Right to obtain a list of the categories of third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in California, Delaware, and Maryland)
- Right to obtain a list of specific third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in Minnesota and Oregon)
- Right to obtain a list of third parties to which we have sold personal data (as permitted by applicable law, including the privacy law in Connecticut)
- Right to review, understand, question, and depending on where you live, correct how personal data has been profiled (as permitted by applicable law, including the privacy law in Connecticut and Minnesota)
- Right to limit use and disclosure of sensitive personal data (as permitted by applicable law, including the privacy law in California)
- Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (as permitted by applicable law, including the privacy law in Florida)
How to Exercise Your Rights
To exercise these rights, you can contact us by submitting a data subject access request, by emailing us at [email protected], or by referring to the contact details at the bottom of this document.
Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.
Request Verification
Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.
If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.Appeals
Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at [email protected]. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.California "Shine The Light" Law
California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?"
14. FINANCIAL DATA SECURITY AND ENCRYPTION
ENCRYPTION AND DATA SECURITY
We implement enterprise-grade security measures to protect your financial information:
• End-to-End Encryption: All financial data, including transactions, account information,
and receipt images, is encrypted both in transit (using TLS/SSL) and at rest.
• Google Cloud Key Management Service (KMS): We use Google Cloud KMS with envelope
encryption (AES-256-GCM) to encrypt sensitive documents and receipt images. Each file
is encrypted with a unique data encryption key (DEK), which is then encrypted by our
master key stored in Google Cloud KMS.
• Encrypted Receipt Storage: All uploaded receipts are automatically encrypted before
being stored in Google Cloud Storage. The original unencrypted files never persist
in our systems.
• Secure API Communication: All API requests and responses are encrypted using our
proprietary encryption middleware (except for webhook endpoints that use signature
verification).
• Authentication Security: We use Firebase Authentication with support for multi-factor
authentication (MFA) and email verification to protect your account access
15. COMPREHENSIVE AUDIT LOGGING
AUDIT LOGGING AND MONITORING
For security, compliance, and fraud prevention purposes, we maintain comprehensive
audit logs of sensitive operations:
• Actions Logged: Account access, transaction modifications, receipt uploads/downloads/
deletions, consent changes, profile updates, and data export/deletion requests.
• Log Data Collected: User ID, action type, timestamp, IP address, user agent (browser/
device information), and operation details.
• Purpose: These logs enable us to detect unauthorized access, investigate security
incidents, comply with regulatory requirements (SOC 2, GLBA), and provide you with
an audit trail of your data access.
• Retention: Audit logs are retained for [7 years] to meet financial record-keeping
requirements under GLBA and IRS regulations.
• Access: Audit logs are accessible only to authorized security and compliance personnel.
16. THIRD-PARTY SERVICE PROVIDER DETAILS
THIRD-PARTY SERVICE PROVIDERS
We work with trusted third-party service providers to deliver our services. These
providers process your data only as necessary to perform their services and are
contractually obligated to protect your information.
Critical Service Providers:
1. Plaid Technologies, Inc. (Banking Data Aggregation)
• Purpose: Securely connect your bank accounts and retrieve transaction data
• Data Shared: Bank credentials (never stored by us), account information, transactions
• Privacy Policy: https://plaid.com/legal/#consumers
• Compliance: GLBA-compliant financial data processor
2. Stripe, Inc. (Payment Processing)
• Purpose: Process payments and manage subscriptions
• Data Shared: Payment information, billing details
• Privacy Policy: https://stripe.com/privacy
• Compliance: PCI DSS Level 1 certified
3. Google Cloud Platform (Infrastructure & Services)
• Services Used: Cloud Storage, Firestore, Key Management Service (KMS), Maps API
• Purpose: Secure data storage, encryption, and mileage calculation
• Data Shared: All data stored and processed by ZOVOX
• Privacy Policy: https://cloud.google.com/terms/cloud-privacy-notice
• Compliance: SOC 2, ISO 27001, GDPR-compliant
4. Firebase (Google) - Authentication & Database
• Purpose: User authentication and real-time data synchronization
• Data Shared: Email, authentication tokens, user profile data
• Privacy Policy: https://firebase.google.com/support/privacy
5. Redis (Caching Layer)
• Purpose: Session management and performance optimization
• Data Shared: Temporary session data and cached queries
• Data Retention: Cache data expires within 15 minutes
Data Processing Agreements: We maintain Data Processing Agreements (DPAs) with all
third-party processors handling your personal information, as required by GDPR.
17. AUTOMATED DATA PROCESSING AND AI
AUTOMATED PROCESSING AND CATEGORIZATION
ZOVOX uses automated systems to enhance your financial management experience:
• Transaction Categorization: We use Plaid's categorization algorithms and our custom
mapping logic to automatically categorize your transactions (e.g., "Travel," "Meals,"
"Office Supplies").
• Tax Category Assignment: We automatically suggest IRS Schedule C categories based on
transaction patterns to help with tax preparation.
• Income vs. Expense Classification: Our system automatically classifies transactions
as income or expenses based on transaction types and amounts.
• Mileage Calculations: When you use our mileage tracking feature, we use Google Maps
API to automatically calculate distances and optimal routes.
• Financial Reports: We generate automated profit & loss statements, expense reports,
and tax summaries based on your transaction data.
You retain full control to review, modify, or override any automated categorizations
and classifications at any time through the application interface.
18. DATA RETENTION AND AUTOMATIC DELETION
DATA RETENTION AND AUTOMATED DELETION POLICIES
We retain your personal information only as long as necessary for the purposes described
in this Privacy Policy, unless a longer retention period is required by law.
Retention Periods:
• Active Account Data: Retained while your account is active and for [30 days] after
account closure.
• Transaction Records: Retained for [7 years] from the transaction date to comply with
IRS and GLBA record-keeping requirements.
• Receipts and Documents: Retained for [7 years] to meet tax audit requirements, unless
you request earlier deletion.
• Audit Logs: Retained for [7 years] for security and compliance purposes.
• Cached Data (Redis): Automatically expires and is deleted within [15 minutes].
• Consent Records: Retained for [10 years] to demonstrate regulatory compliance.
Automated Deletion Jobs:
We run automated data retention jobs that permanently delete expired data in accordance
with our retention schedule. These jobs run daily and include:
- Deletion of old transaction data beyond the retention period
- Removal of expired cached session data
- Anonymization of user records after account deletion processing
Right to Deletion: You can request deletion of your personal information at any time
through the app settings or by contacting us. Please note that we may retain certain
information as required by law, including tax records for IRS compliance.
19. YOUR PRIVACY RIGHTS AND HOW TO EXERCISE THEM
YOUR PRIVACY RIGHTS (GDPR & CCPA)
You have the following rights regarding your personal information:
1. Right to Access (GDPR Art. 15)
• View all personal data we hold about you
• How to Exercise: Navigate to Settings > Data & Privacy > Export My Data
• API Endpoint: /api/v1.0/gdpr/export-my-data
• Response Time: Immediate download in JSON format
2. Right to Rectification (GDPR Art. 16)
• Correct inaccurate or incomplete personal information
• How to Exercise: Log in to your account > Settings > Profile > Edit Information
3. Right to Erasure / "Right to be Forgotten" (GDPR Art. 17)
• Request deletion of your personal information
• How to Exercise: Settings > Data & Privacy > Delete My Account
• API Endpoint: /api/v1.0/gdpr/delete-my-data
• Processing Time: Deletion begins immediately; complete within 30 days
• Note: Some data may be retained for legal compliance (audit logs, tax records)
4. Right to Data Portability (GDPR Art. 20)
• Receive your data in a machine-readable format (JSON)
• How to Exercise: Settings > Data & Privacy > Export My Data
5. Right to Withdraw Consent (GDPR Art. 7(3))
• Withdraw previously given consent for data processing
• How to Exercise: Settings > Privacy Preferences > Manage Consents
• API Endpoint: /api/v1.0/consents
6. Right to Object (GDPR Art. 21)
• Object to specific types of data processing
• How to Exercise: Contact [email protected] (replace with your email)
7. Right to Restrict Processing (GDPR Art. 18)
• Request temporary restriction of data processing
• How to Exercise: Contact our support team
Response Time: We respond to all privacy rights requests within 30 days for GDPR
and 45 days for CCPA, as required by law.
To exercise any of these rights, you may:
• Use the in-app settings (fastest method)
• Email us at: [email protected]
20. CONSENT MANAGEMENT
CONSENT MANAGEMENT
We collect and manage your consent for various data processing activities:
Consent Types We Collect:
• Privacy Policy Agreement (Required)
• Terms of Service Agreement (Required)
• Data Sharing with Third Parties (Plaid, Stripe, Google) (Required for service)
• Marketing Communications (Optional)
• Analytics and Performance Tracking (Optional)
How We Record Consent:
• Timestamp of consent
• IP address from which consent was given
• Version of policy/terms accepted
• Device and browser information
• Consent history (all changes tracked)
Managing Your Consent:
You can view and modify your consent preferences at any time:
• Navigate to: Settings > Privacy Preferences > Manage Consents
• API Endpoint: /api/v1.0/consents
• You will see all consent requests, their status, and when they were last updated
Withdrawing Consent:
You may withdraw consent at any time. However, withdrawing certain required consents
(e.g., data sharing with Plaid for banking connectivity) may prevent us from providing
core services and may result in account termination.
Consent Record Retention:
We retain records of your consent choices for 10 years to demonstrate compliance with
data protection regulations.
21. RECEIPT AND DOCUMENT PROCESSING
RECEIPT AND DOCUMENT PROCESSING
When you upload receipts and financial documents to ZOVOX:
Upload Process:
• Accepted Formats: Image files (JPEG, PNG, GIF, etc.)
• Maximum File Size: 10MB per receipt
• Automatic Processing: Upon upload, receipts are immediately encrypted using
AES-256-GCM encryption with Google Cloud KMS
Storage and Security:
• Storage Location: Google Cloud Storage (encrypted bucket)
• Encryption Method: Hybrid envelope encryption (each receipt gets unique encryption key)
• Access Control: Only you can view your receipts; no staff access without explicit request
• File Retention: Receipts are retained for 7 years for tax purposes
Metadata Collected:
• Original filename
• File size and type
• Upload timestamp
• Transaction association
• Encryption verification data
Your Rights:
• View any receipt at any time through the app
• Delete individual receipts (Settings > Transactions > View Receipt > Delete)
• Download receipts for personal records
• Request bulk deletion of all receipts (subject to legal retention requirements)
Important: Encrypted receipt files cannot be recovered if you lose access to your
account without proper authentication. We cannot decrypt files without your
authenticated session.
22. MILEAGE TRACKING AND LOCATION DATA
MILEAGE TRACKING AND LOCATION DATA
Our mileage tracking feature helps you record business trips for tax deduction purposes.
Information Collected:
• Trip start location (address you provide)
• Trip end location (address you provide)
• Trip date and time
• Vehicle information (make, model, year, odometer readings)
• Trip purpose (business or personal)
• Calculated distance and route
Google Maps Integration:
When you request route calculations, we send your start and end locations to Google
Maps Directions API. Google processes this data according to their privacy policy:
• Google Maps Privacy: https://policies.google.com/privacy
• Maps Platform Terms: https://cloud.google.com/maps-platform/terms
How We Use Location Data:
• Calculate mileage for IRS-compliant tax deductions
• Display routes on maps within the application
• Generate mileage reports for Schedule C filing
• Track vehicle business usage percentages
Data Storage:
• All mileage trip data is stored in Firebase Firestore
• Location addresses are stored as plain text for report generation
• Trip records are retained for 7 years for tax compliance
Your Control:
• Mileage tracking is completely optional
• You can manually enter distances without using location services
• Delete individual trips: Settings > Mileage > Trip History > Delete
• Disable mileage tracking: Settings > Features > Disable Mileage Tracking
We do NOT:
• Track your location in real-time
• Collect GPS coordinates
• Monitor your movements without explicit trip recording
• Share your location data with anyone except Google Maps API for route calculation
23. BUSINESS PROFILE AND TAX INFORMATION
To provide accurate financial reporting and tax preparation features, we collect
business-specific information:
Business Profile Data:
• Business name and type (Sole Proprietor, LLC, Corporation, etc.)
• Industry/business category
• Business start date
• Business address
• Employer Identification Number (EIN)
• Income sources
How We Use This Information:
• Generate IRS Schedule C tax forms
• Provide industry-specific expense categorizations
• Calculate estimated quarterly taxes
• Produce profit & loss statements
• Generate year-end tax summaries
Tax Data Processing:
• We do NOT file taxes on your behalf
• We do NOT share tax information with the IRS
• Tax reports are generated for your personal use and review by your tax professional
• You maintain full control over what data is included in tax reports
Data Security:
EINs and tax identification numbers are considered highly sensitive. We:
• Encrypt all tax information at rest and in transit
• Restrict access to tax data to essential system operations only
• Never display full EINs in user interfaces (masked as XX-XXX1234)
• Include tax data access in comprehensive audit logs
Retention:
Business profile and tax-related data is retained for 7 years after account closure
to comply with IRS record-keeping requirements under 26 U.S. Code § 6001.
24. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
HIX Ventures, LLC
15257 Tree Swallow
Magnolia, TX 77354
United States
26. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
You have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.
6. HOW DO WE HANDLE YOUR SOCIAL LOGINS?
In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.