SitRep Books · Legal

Privacy Policy

SitRep Books LLC · Effective date: Draft — not yet in effect

This policy explains what information SitRep Books LLC ("SitRep Books", "we") collects, how we use and share it, how long we keep it, and the choices you have. It covers our website and the SitRep Books service.

The short version:

SitRep Books is a bookkeeping service for construction businesses. Most of what we hold is a business's books, which that business controls. We process it for them.
We don't sell personal information, and we don't use it for advertising.
We use an AI provider (Anthropic) to read receipts and suggest answers; it doesn't train on your data.
If you connect a bank, we use Plaid (see Plaid below).
We keep a customer's data while they're a customer. After they leave, we disconnect everything, keep only what record-keeping rules call for for 7 years, then destroy it permanently.

1. Who we are, and our two roles

For our customers' books (the businesses that subscribe), we act as a service provider / processor: the customer decides what's connected and who has access, and we process that data on their instructions under our Terms of Service and Data Processing Agreement. If you're an individual whose information appears in a customer's books — for example a homeowner client, a vendor or a subcontractor — please contact that business first; we'll help them respond.
For our own relationship with you (your account, sign-in, billing, support, our website), we decide how the data is used and this policy is our direct promise to you.

2. Information we collect

Account and contact information. Name, email address, password (stored only as a hash by our authentication provider) or sign-in links, the company you belong to and your role (owner, books person, CPA), invitations you send or accept.

Books data from QuickBooks Online (when a customer connects it). Chart of accounts, vendors, customers and jobs (which can include names, addresses, phone numbers and emails of the customer's clients and vendors), transactions, bills, invoices, payments, attachments metadata and company settings such as the closing date. Our health scan reads up to 12 months.

JobTread data (if connected). Jobs, schedules, budgets and change orders.

Bank and card data through Plaid (if connected). Account names, type, the last 4 digits (mask), balances, and transactions (amount, date, merchant/description, pending or posted status). We do not receive or store your bank username or password, and we don't store full account numbers.

Receipts and documents. Photos, PDFs and forwarded emails of receipts, tickets, invoices and statements, and what we read from them: vendor, store number, date, totals and tax, PO or job text, line items, and the last 4 digits of the card used.

Your answers and activity in the app. Answers to question cards, rules you confirm, settings, and an audit log of actions in the service (who did what, when).

Billing information. Handled by Stripe. We receive the plan, payment status and limited card details (brand, last 4, expiry); we never receive the full card number.

Technical information. IP address, browser and device type, request logs and error logs, kept for security and troubleshooting. We use essential cookies only (to keep you signed in and to protect sign-in and connection flows). We don't use advertising or cross-site tracking cookies, and we don't currently use analytics cookies. [Update if analytics are added.]

Communications. Emails and support requests you send us.

3. How we use information

To provide the service: read and match transactions, read receipts, raise question cards, write approved changes to QuickBooks, reconcile accounts, prepare reports and the weekly SitRep.
To keep it secure: authenticate users, prevent fraud and abuse, keep audit trails, investigate incidents.
To support you and communicate about your account (sign-in links, invitations, card reminders, service notices).
To bill you (through Stripe).
To improve the service, using de-identified or aggregated information where we can.
To comply with law and enforce our terms.

AI. We send receipt images and PDFs, and relevant transaction details, to our AI provider to extract information and suggest answers. AI output is used as evidence for fixed rules; it never posts to your books on its own. Our own logs of AI calls record the model used, token counts, timing and the outcome — not the image, the receipt text, PO text or card digits — and are kept for 90 days.

We don't sell personal information, we don't "share" it for cross-context behavioral advertising, and we don't use it to make decisions that produce legal or similarly significant effects about individuals.

We share information only with service providers that help us run SitRep Books, under contracts that limit their use to providing services to us, and with the services you connect.

Provider	What for	Data involved
Supabase	Database, authentication, file storage	All service data, receipts, accounts
Vercel	Application hosting	Data passing through requests; logs
Anthropic	AI reading and suggestions	Receipt images/PDFs, related transaction details. Under Anthropic's commercial terms it isn't used to train models, and is deleted on Anthropic's side within 30 days (except where needed for safety enforcement or the law). [Update if zero data retention is approved.]
Intuit (QuickBooks Online)	The customer's books — we read from and write to them	Books data, approved changes
Plaid	Bank and card connections	See below
Stripe	Payments	Billing contact, payment details
Amazon Web Services (KMS) [when in production]	Encryption key management	Encryption keys only, not your data
Email provider [TBD — e.g. Resend]	Sign-in links, notifications	Name, email address, message content
JobTread (if you connect it)	Job data	Jobs, schedules, budgets

Plaid

If you connect a bank or card account, we use Plaid Inc. ("Plaid") to gather your data from financial institutions. By using SitRep Books to connect an account, you acknowledge and agree that Plaid collects, uses and shares information about you as described in the Plaid End User Privacy Policy. You can disconnect an account at any time in SitRep Books, which removes the connection at Plaid; you can also manage connections Plaid holds for you at my.plaid.com.

Other sharing. People the customer adds to its account (including its CPA) can see that customer's data. We may disclose information if required by law or valid legal process, to protect the rights, safety or security of our customers, the public or us, or as part of a merger, acquisition or sale of assets (the buyer would be bound by this policy for existing data).

Support access. To keep the service running, our named support staff see how each account is running: counts, statuses and times (for example, whether QuickBooks is connected, when it last synced and how many questions are open), never vendors, amounts, receipts or job names. They look inside a customer's data only when that customer's owner turns on "Let SitRep support see my account" (for 1, 7 or 30 days; it can be turned off at any time), or when needed to keep the service secure and running. Every look is recorded in the customer's own activity log, with the staff member's name.

5. Where data is stored

Data is stored and processed in the United States [verify Supabase/Vercel regions]. SitRep Books is intended for U.S. businesses.

6. Security

We use safeguards designed for financial data, including:

encryption in transit (TLS) and at rest; QuickBooks and Plaid access tokens are additionally encrypted with per-secret keys (envelope encryption) [AWS KMS-held master key — in progress];
per-company access controls enforced in the database (row-level security) and in our code, with tests that try to read across companies;
a least-privilege service account for automated work that cannot delete records;
an append-only, tamper-evident (hash-chained) audit log;
private file storage with short-lived links to receipts;
multi-factor authentication on our staff's accounts with our service providers;
a written information security program and incident response plan.

No system is perfectly secure. If a breach affects your information, we'll notify you and authorities as the law requires.

7. How long we keep data

While a business is a customer, we keep its data for as long as the account exists. SitRep Books is designed never to delete records — corrections are added, not erased — so you and your CPA can always see what happened and why.
When a business leaves: we offer an export, disconnect QuickBooks, remove the bank connections at Plaid and disconnect any other connected service, and stop processing. We then keep only what tax and record-keeping rules call for, read-only, for 7 years. At the end of that period we destroy it permanently by deleting the encryption keys that protect it ("crypto-shredding"), so it can never be read again — including copies in backups.
Receipts. We keep every receipt you send us — the photo or PDF exactly as it came in, what we read from it, and which charge it goes with — for at least 7 years from the day it came in: for as long as your account is open, and through the 7-year read-only period after you leave. No one can delete a receipt from inside the service; "Hide" only takes it off your list. When a receipt is confirmed with a charge that came from your QuickBooks company, we also attach a copy to that charge there (not in a period you've closed in QuickBooks). We don't claim any IRS certification. The IRS accepts clear, complete electronic copies kept in a system you can search, view and print from (Rev. Proc. 97-22); you're responsible for checking that each copy is readable before you throw away the paper.
Logs of AI calls keep only redacted details and are cleared after 90 days.
Website and security logs are kept for [X days] unless needed for an investigation.
Free-scan accounts that never subscribe: [Choose — e.g. disconnected after 30 days of inactivity and treated like a customer who left].

8. Your choices and rights

Customers can export their data, disconnect any connection, remove users, and close their account at any time.
Individuals can ask us to access, correct or delete personal information about them, or to get a copy, by emailing support@sitrepbooks.com. If the information is in a customer's books, we'll refer the request to that customer (who controls it) and help them respond. If you were a user on an account (for example a books person who left), we can remove your login and redact your personal details where they're not needed for the customer's records; entries you made in the books and the audit log may remain as part of the customer's records for the retention period above.
We'll verify requests before acting on them, and we won't discriminate against anyone for exercising privacy rights. Depending on where you live (for example California), you may have additional rights; you can use an authorized agent; and you can appeal a decision by replying to our response.
Email. You can't opt out of essential service emails (sign-in links, security notices). If we send marketing emails, each will have an unsubscribe link.

9. Children

SitRep Books is a business service and isn't directed to children under 16. We don't knowingly collect their information.

10. Intuit and QuickBooks

Our access to QuickBooks Online is authorized by the customer through Intuit's sign-in and can be revoked by the customer at any time, in SitRep Books or in QuickBooks. We use QuickBooks data only to provide SitRep Books to that customer and don't share it with anyone except as described in this policy.

11. Changes to this policy

We'll post changes here and update the effective date. For material changes we'll notify account owners by email at least [30] days before they take effect.

12. Contact

SitRep Books LLC · 2125 Whiteoak Cir., Norman, OK 73071 · support@sitrepbooks.com