Privacy Policy

1. Overview

This Privacy Policy explains how Easy Books, a service of Crown Internet LLC, collects, uses, stores, shares, and protects information when you use the Easy Books application, website, and related services.

If an organization provides your account, that organization controls the bookkeeping information entered by its users and decides who may access it. This policy does not replace any privacy notice your organization may provide.

By creating or activating an Easy Books account, you acknowledge this Privacy Policy and agree to the Terms of Use. If you do not agree to both documents, do not proceed with an access request, account creation, or account activation, and do not use Easy Books.

2. Information we collect

Depending on how you use Easy Books, we may collect and process:

• Account and company information: username, name, email address, company name and contact details, tax ID or EIN if provided, role, bank selection, authentication settings, accountant relationships, invitations, and account status.
• Bookkeeping and financial records: bank transaction CSV imports processed on our servers (raw CSV files are not retained as stored objects), transaction descriptions, dates and amounts, payee or other details present in the import, accounts, classifications, splits, reconciliations, fixed-asset capitalization, journal entries, notes, tags, account rules, import profiles, and financial reports.
• Files: bank statements, receipts, and other transaction attachments, including file names, sizes, storage locations, and related transaction information.
• Subscription and billing information: selected plan, feature entitlements, storage usage and add-ons, subscription status and dates, invoice and payment status, promotion-code use, and identifiers supplied by our payment processor.
• Security and activity information: sign-ins, public IP address, browser and user-agent details, active sessions, failed login attempts, security events, audit records, emails sent, and changes made by users, accountants, or administrators.
• Requests and communications: access requests, administrator-contact messages, support details, submission timing, anti-abuse information, and email delivery status for account notices, invitations, password resets, billing, and security messages.

3. Payment information

Subscription payments are processed by Stripe. Full payment card numbers are entered into Stripe-hosted payment components and are not stored on Easy Books servers. Stripe may process card information, billing details, device and network information, and transaction data under its own privacy policy. Easy Books stores the Stripe customer, subscription, price, payment-method, invoice, and promotion identifiers and statuses needed to administer subscriptions, renewals, prorations, refunds where applicable, storage add-ons, and account access. Easy Books may also store limited payment-method metadata returned by Stripe, such as card brand, last four digits, and expiration month and year.

4. How we use information

We use information to:

• Provide, operate, maintain, troubleshoot, and improve Easy Books.
• Import and organize transactions, store files, reconcile accounts, and generate reports.
• Apply user-configured account rules and other bookkeeping automations.
• Provide plan features, measure storage use, process subscriptions, and prevent use beyond purchased limits.
• Authenticate users, secure accounts, prevent abuse, investigate incidents, and maintain audit trails.
• Support accountant collaboration, administrator assistance, and authorized account management.
• Send service, billing, security, invitation, password-reset, and account communications.
• Comply with applicable law, resolve disputes, and enforce our Terms of Use.

5. Automated features

Easy Books can automatically assign accounts to or filter transactions using rules and settings configured by a user, and it calculates bookkeeping reports from account data. These tools assist with recordkeeping; users should review imported data, classifications, and reports before relying on them. Easy Books does not use this automation to make decisions about employment, credit, insurance, or other matters that produce legal or similarly significant effects for an individual.

6. Sharing and service providers

We do not sell personal information or use it for targeted advertising. We disclose information only as needed to provide and protect the service, comply with law, complete a business transaction, or follow an authorized user’s instructions. Providers may include:

• Stripe for subscriptions, invoices, payment processing, and promotion codes.
• SendGrid for account and service email delivery; email open and click tracking are disabled by Easy Books.
• Cloudflare for network delivery and Turnstile anti-abuse verification on public forms.
• Hosting and object-storage providers, including S3-compatible storage such as Backblaze B2 when configured, for application data, statements, and attachments.

These providers may process information under their own terms and privacy policies. We may also disclose information when reasonably necessary to comply with legal process, protect rights or safety, investigate misuse, or support a merger, financing, acquisition, or sale of all or part of the service, subject to applicable law.

7. Authorized account access

Company users may authorize accountants to access their books. An authorized accountant can view and modify bookkeeping information available through the company account until that access is removed. Platform administrators may access account and company profile information, including contact details and tax ID when provided, to administer accounts, manage access requests, provide support, operate billing, investigate security issues, or maintain the service. Platform administrators do not use the application to view company bookkeeping transactions. Authorized access and support actions may be recorded in activity and audit logs.

8. Cookies and sessions

Routine authenticated-account cookies and in-application activity tracking are used only within activated accounts. After activation, Easy Books uses essential session and authentication cookies to keep users signed in, protect forms, enforce security controls, and remember authenticated account state. It records necessary account activity for security, auditing, support, and service operation. These technologies are not used for advertising or targeted marketing.

Before account activation, public access-request and contact forms process only the limited technical information needed to operate those forms and prevent abuse, such as IP address, browser details, submission timing, and Cloudflare Turnstile results. Stripe and Cloudflare may use their own necessary technologies when their services are displayed or used.

9. Data storage and security

Application data is stored in our application database and files may be stored on the application server or with a configured object-storage provider. We use safeguards designed to protect information, including encrypted network connections, access controls, secure password hashing, encryption of certain account identifiers at rest, session protections, activity and security logging, upload controls, and optional authenticator-based two-factor authentication. No system can guarantee absolute security. To learn more about the specific details of data storage and security, visit our Security Details page.

10. Retention, plan changes, and account deletion

Information is retained while an account is active and as reasonably needed to provide the service, maintain security and billing records, meet legal obligations, resolve disputes, and enforce agreements. Turning off a plan feature or downgrading a subscription restricts access to that feature but does not delete its existing data. Upgrading again can restore access, subject to the feature settings then in effect.

Company account holders can request immediate account deletion or choose a 90-day read-only retention period before permanent deletion. Immediate deletion removes the account’s application records and stored statement and attachment files through the account cancellation process. During the 90-day option, users may sign in and view data but cannot change it; the account and stored files are then scheduled for deletion. Limited records may remain where required by law, for fraud prevention, security or email-delivery logs, in provider systems such as Stripe customer and invoice history, or in backups until those backups are overwritten under normal retention procedures. Account cancellation cancels the Stripe subscription; it does not erase all Stripe billing history.

11. Your choices

You can use available account controls to:

• Review and update profile and company information.
• Manage active sessions, passwords, and two-factor authentication.
• Invite or remove accountants and review recorded account activity.
• Delete statements, attachments, transactions, and other records where the application provides deletion controls.
• Use available CSV and document export tools for accounts, rules, tags, and billing documents.
• Change or cancel a subscription, or cancel and delete a company account.

Depending on your location, you may also have legal rights to request access, correction, deletion, restriction, or a copy of personal information. Contact your account administrator or Crown Internet LLC to make a request. We may need to verify your identity and may retain information where permitted or required by law.

12. Children’s privacy

Easy Books is intended for business and professional use and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

13. Changes to this policy

We may update this policy as the service, providers, or applicable requirements change. The effective date at the top of this page identifies the latest version. Material changes may also be communicated through the application or account contact information when appropriate.

14. Contact

For privacy questions or requests, contact your Easy Books account administrator or Crown Internet LLC.