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Balances

Privacy Policy

Last updated: July 13, 2026

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.

  • Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.

  • Application refers to the Balances Application, the software program provided by the Company.

  • Business, for the purpose of CCPA/CPRA, refers to the Company as the legal entity that collects Consumers' personal information and determines the purposes and means of the processing of Consumers' personal information, or on behalf of which such information is collected and that alone, or jointly with others, determines the purposes and means of the processing of consumers' personal information, that does business in the State of California.

  • CCPA and/or CPRA refers to the California Consumer Privacy Act (the "CCPA") as amended by the California Privacy Rights Act of 2020 (the "CPRA").

  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Balances, Inc, 2261 Market St PMB 85770, San Francisco CA 94114.

    For the purpose of the GDPR, the Company is the Data Controller.

  • Consumer, for the purpose of the CCPA/CPRA, means a natural person who is a California resident. A resident, as defined in the law, includes (1) every individual who is in the USA for other than a temporary or transitory purpose, and (2) every individual who is domiciled in the USA who is outside the USA for a temporary or transitory purpose.

  • Website refers to the Balances Public Website, accessible from https://www.balances.ai

  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

    Under GDPR, You can be referred to as the Data Subject or as the User as you are the individual using the Service.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address

  • First name and last name

  • Phone number

  • Address, State, Province, ZIP/Postal code, City

  • Usage Data

Financial and Accounting Data

When you use the Service, we collect and process financial information you provide or that is imported on your behalf, including:

  • Bank account and credit card transaction data (imported via our sub-processor Plaid, Inc.)

  • Invoices, bills, receipts, and supporting documents you upload or generate

  • General ledger entries, account balances, and accounting records

  • Tax-related information you enter into the Service

  • Information about your business entities, customers, vendors, and employees that you choose to enter

This data is necessary to provide the accounting and bookkeeping functionality of the Service.

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.

  • To manage Your Account: to manage Your registration as a user of the Service.

  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication.

  • For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

Legal Bases for Processing (GDPR / UK GDPR)

Where the GDPR or UK GDPR applies to you, we rely on the following legal bases to process your Personal Data:

  • Performance of a contract — to create and manage your account and provide the accounting, bookkeeping, and payment features you request.

  • Legitimate interests — to secure, maintain, debug, and improve the Service (including error monitoring), and to communicate with you about it, where those interests are not overridden by your rights.

  • Consent — for non-essential analytics, session recording, and marketing cookies, which are only activated after you opt in through our cookie banner. You may withdraw consent at any time.

  • Legal obligation — where we must retain or disclose data to comply with applicable law.

Sub-processors and Third-Party Services

We use a small number of vetted third parties to operate the Service. As of the last updated date above:

  • Plaid, Inc. — provides bank and credit card connectivity. When you connect a financial institution, your credentials are handled directly by Plaid and are not stored by Balances. Plaid's privacy policy is available at https://plaid.com/legal/.

  • Anthropic, PBC — provides large language model inference for AI-powered features such as transaction categorization and the conversational assistant. Anthropic does not use your data to train their models. Anthropic may retain inputs and outputs for a limited period for trust and safety purposes under their standard commercial terms.

  • Mixpanel, Inc. — provides product analytics and session recording on our public website to help us understand how visitors use it. These tools are only activated after you opt in through our cookie banner. On-screen text is masked in recordings. See Mixpanel's privacy policy.

  • Functional Software, Inc. (Sentry) — provides error monitoring and, where you have consented to analytics, diagnostic session replay with text masked and media blocked. See Sentry's privacy policy.

  • Standard cloud infrastructure and operational vendors (hosting, email delivery, payment processing) under industry-standard data protection terms.

We may update this list from time to time as the Service evolves.

Use of Data with Artificial Intelligence

Some features of the Service use artificial intelligence, including large language models, to assist with tasks such as transaction categorization, document extraction, and conversational queries about your books.

We do not use your Customer Data to train foundation models, and we do not share your Customer Data with our model providers for the purpose of training their models. Our AI features may use your historical activity within your own account to improve the accuracy of suggestions for that account (for example, learning how you have categorized similar transactions in the past). This personalization stays within your account and is not pooled across customers.

AI-generated outputs may contain errors. You are responsible for reviewing AI-generated outputs, including transaction categorizations and any responses from the conversational assistant, before relying on them for tax, accounting, financial, or legal decisions.

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

International Data Transfers

We are based in the United States and process and store data there. If You access the Service from outside the United States, Your information will be transferred to, stored, and processed in the United States. Where we transfer Personal Data of individuals in the European Economic Area, the United Kingdom, or Switzerland, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (and the UK Addendum) with our sub-processors. You may contact us for more information about these safeguards.

Data Retention

We retain Your Personal Data and Financial and Accounting Data for as long as Your account is active and as needed to provide the Service. After account termination, You may export Your data for 30 days, after which we delete or anonymize it in the ordinary course, except where a longer retention period is required to comply with our legal obligations, resolve disputes, or enforce our agreements. Usage Data collected for analytics is retained only for as long as needed for the purposes described in this policy.

Your Privacy Rights

Depending on where you live, you may have the following rights over your Personal Data. We do not discriminate against you for exercising any of them.

If you are in the EEA, UK, or Switzerland (GDPR)

  • The right to access, correct, update, or request deletion of your Personal Data.

  • The right to object to or restrict our processing, and the right to data portability.

  • The right to withdraw consent at any time where we rely on consent.

  • The right to lodge a complaint with your local data protection authority.

If you are a California resident (CCPA / CPRA)

  • The right to know what Personal Data we collect, use, and disclose.

  • The right to request deletion of, and to correct, your Personal Data.

  • The right to opt out of the "sale" or "sharing" of Personal Data and to limit use of sensitive Personal Data.

  • The right not to receive discriminatory treatment for exercising your rights.

We do not sell your Personal Data for money. We do not use your Financial and Accounting Data for cross-context behavioral advertising. Non-essential analytics and marketing cookies on our website run only after you opt in, and we honor Global Privacy Control (GPC) browser signals as a request to opt out of sharing. You can change your cookie choices at any time using the "Cookie Settings" link in our website footer.

To exercise any of these rights, email us at [email protected]. We will verify your request and respond within the timeframe required by applicable law. You may use an authorized agent to submit a request on your behalf.

Children's Privacy

The Service is intended for business use by adults and is not directed to children. Our Service does not address anyone under the age of 18, and we do not knowingly collect personally identifiable information from anyone under 18. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us and we will delete it.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

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