Legal

Privacy Policy

Effective date: March 20, 2026

Your privacy matters to us. This policy explains what data we collect, why we collect it, how we protect it, and what your rights are. We will never sell your personal data. We will never use your uploaded financial documents to train AI models.

1. Who We Are

AI CFO is operated by Aprecity Consultants LLC, a limited liability company registered in the United States of America. For privacy questions, contact us at azam@aprecityconsultants.com.

2. Data We Collect

Account & Profile Data

Name, email address, and profile photo (via Google OAuth or email sign-up, handled by Clerk)
Company name and industry (provided during onboarding)
Account plan status and trial dates

Financial Documents

Documents you upload (PDF, Excel, CSV files) for analysis
Structured financial data extracted from those documents by our AI (stored as JSON)
Documents are stored securely in our database and are accessible only to you and authorised members of your organisation

Usage Data

Chat messages and AI conversation history
AI commentary and generated reports associated with your documents
Feature usage counts (uploads, chat messages, exports) for plan enforcement

Payment Data

Payment is handled entirely by Stripe — we never see or store your card number
We store your Stripe customer ID and subscription ID to manage your plan

API Keys

Your Anthropic (Claude) API key, if provided, is encrypted with AES-256-GCM before storage
It is never logged, returned to the browser, or shared with third parties

Technical Data

Error logs (via Sentry) — used to diagnose and fix bugs
Anonymised product analytics (via PostHog) — used to improve the product
Standard server logs (IP address, browser type, pages visited)

3. How We Use Your Data

Purpose	Data used	Legal basis
Provide the service (analysis, chat, reports)	Financial documents, conversation history	Contract performance
Manage your account and authentication	Name, email, Clerk ID	Contract performance
Process payments and manage subscriptions	Stripe customer ID, plan status	Contract performance
Enforce usage limits (trial vs paid)	Upload count, chat count, export count	Contract performance
Send transactional emails (receipts, alerts)	Email address	Contract performance
Fix bugs and monitor reliability	Error logs via Sentry	Legitimate interest
Improve the product	Anonymised usage analytics via PostHog	Legitimate interest
Comply with legal obligations	Any data as required	Legal obligation

We do not use your financial documents or chat history to train AI models — our own or anyone else’s.

4. Third-Party Services

We use the following third-party services to operate AI CFO. Each has its own privacy policy.

Service	Purpose	Data shared
Anthropic (Claude AI)	AI analysis of uploaded documents and chat responses	Document content sent per-request for processing. Not retained for training.
Clerk	Authentication and user management	Name, email, OAuth tokens
Stripe	Payment processing and subscription management	Email, billing details (card data handled by Stripe directly)
Supabase	Database storage (self-hosted)	All structured data — hosted on our own infrastructure
Sentry	Error monitoring	Anonymised error logs and stack traces
PostHog	Product analytics	Anonymised usage events
Pinecone	AI memory (conversation context)	Anonymised conversation embeddings
Vercel	Hosting and CDN	Standard web request logs

5. Data Storage & Security

Our database (Supabase) is self-hosted on Coolify infrastructure — your data does not go to Supabase’s cloud.
All data is transmitted over HTTPS/TLS.
API keys are encrypted with AES-256-GCM with a randomly generated IV per key.
Access to the database is restricted to server-side API routes only — no direct database access from the browser.
We use Clerk for authentication, which includes brute-force protection and secure session management.

6. Data Retention

Your account data and uploaded documents are retained as long as your account is active.
If you delete a document, it is removed from our systems immediately.
If you close your account, your data is deleted within 30 days.
Error logs (Sentry) are retained for 90 days.
Analytics events (PostHog) are retained for 12 months.
Payment records are retained for 7 years as required for financial compliance.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Access — Request a copy of the personal data we hold about you
Correction — Ask us to correct inaccurate data
Deletion — Request that we delete your data (“right to be forgotten”)
Portability — Request your data in a machine-readable format
Objection — Object to processing based on legitimate interest
Restriction — Ask us to limit how we use your data

To exercise any of these rights, email us at azam@aprecityconsultants.com. We will respond within 30 days.

8. Cookies

We use the following cookies:

Authentication cookies (set by Clerk) — required for you to stay logged in
Theme preference — a localStorage entry to remember your light/dark mode preference
Analytics cookies (PostHog) — anonymised usage tracking. You can opt out by using browser Do Not Track settings.

We do not use advertising or tracking cookies.

9. Children’s Privacy

AI CFO is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

10. International Data Transfers

Aprecity Consultants LLC is based in the United States. By using AI CFO, your data may be processed by our third-party providers also based in the United States and European Union (Anthropic, Clerk, Stripe, Sentry, PostHog, Vercel). These providers operate under their own data protection frameworks. We ensure all providers meet appropriate data protection standards.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notice at least 14 days before they take effect. The “Effective date” at the top of this page always reflects the latest version.

12. Contact Us

For any privacy questions or concerns, contact us at:
azam@aprecityconsultants.com