Privacy Policy

SnapBooks is operated by 16052584 Canada Inc., a corporation based in Brampton, Ontario, Canada, operating as SnapBooks ("SnapBooks", "we", "us", or "our"). We operate snapbooks.ca, a bookkeeping tool designed for Canadian self-employed individuals. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. Service providers who process your data include Clerk (authentication, US-based), Stripe (payments, US-based), Vercel (hosting and storage, US-based), Resend (email, US-based), Anthropic (AI receipt scanning, US-based), and Google (website analytics, US-based).

We collect only the information necessary to provide the SnapBooks service: Account information: Your name, email address, and profile photo provided when you sign up. Financial records: Receipts (vendor, date, amount, tax, category, notes), income entries, vehicle trip logs, and fixed cost records that you enter into SnapBooks. Receipt photos: Images you upload are stored in a private cloud storage (Vercel Blob private store). Photos are only accessible via time-limited signed URLs generated for your authenticated session - direct URLs without authentication do not work. Original receipt images are retained for the duration of your account to support CRA 6-year record retention requirements. Payment information: Your subscription plan and billing status. Payment card details are handled entirely by our payment processor and are never stored on our servers. Usage data: Basic technical information such as your browser type and IP address for security and service improvement purposes, and, through Google Analytics, how visitors use our website and app (pages viewed, how you arrived, device and browser type, and approximate location). CRA business information: Your CRA Business Number if you choose to provide it, used solely for export reports.

We use your personal information solely to: - Provide and improve the SnapBooks bookkeeping service - Process payments and manage your subscription - Authenticate your identity securely - Scan receipts using AI processing - receipt images are processed for data extraction and are not used for AI training - Generate CRA-ready export reports for your tax filings - Send transactional communications (e.g. payment confirmations) - we do not send marketing emails without your explicit consent - Comply with applicable laws and regulations

We share data with carefully selected service providers solely to operate SnapBooks. Each provider is contractually bound to protect your data and may only use it to perform services on our behalf: - Authentication provider - manages user accounts and secure sign-in - Payment processor - handles subscription billing and payment card data. We never store card details. - Database host - stores your financial records encrypted at rest - AI processing provider - processes receipt images for data extraction only. Images are not stored or used for AI training per our data processing agreement. - Application and file host - serves the application and stores receipt photos securely A full list of our current service providers is available upon request at hello@snapbooks.ca.

SnapBooks is a Canadian service. Some of our service providers process data outside Canada, including in the United States. When your personal information is transferred outside Canada, it remains subject to the laws of the country where it is processed. We ensure that all cross-border transfers are protected by contractual safeguards consistent with PIPEDA requirements under section 4.1.3, including data processing agreements with each provider. By using SnapBooks, you acknowledge that your data may be processed outside Canada under these safeguards.

We retain your personal information for as long as your account is active or as needed to provide services. Receipt photos and financial records: Retained while your account is active. The CRA requires records to be kept for 6 years from the end of the last tax year to which they relate (CRA IC78-10R5). We retain your data to support this obligation. We do not support early deletion of financial records that may still be required for CRA compliance. Account deletion: If you request account deletion, we will erase your data within 30 days. We strongly recommend exporting your records before requesting deletion - we cannot restore data after erasure, and CRA obligations remain yours. Account data: Deleted within 30 days of account deletion request.

We implement industry-standard security measures to protect your personal information: - All data transmitted between your device and SnapBooks is encrypted using TLS - All stored data is encrypted at rest - Access to your data is restricted to your authenticated session only - Receipt photos are stored with access controls - only your authenticated session can retrieve them - We conduct regular security reviews - We use parameterized database queries to prevent SQL injection attacks - Security headers are applied to all pages to prevent common web vulnerabilities No method of transmission or storage is 100% secure. If you discover a security vulnerability, please report it to hello@snapbooks.ca.

As a Canadian resident, you have the right to: Access: Request a copy of the personal information we hold about you. Correction: Request correction of inaccurate or incomplete information. Withdrawal of consent: Withdraw consent to our use of your information (subject to legal or contractual restrictions). Data portability: Request an export of all personal information we hold about you in a machine-readable format. Complaint: File a complaint with the Office of the Privacy Commissioner of Canada (OPC) at priv.gc.ca if you believe your privacy rights have been violated. Quebec residents may have additional rights under Quebec Law 25 (Bill 64), including the right to data portability and the right to be forgotten. Contact us at hello@snapbooks.ca to exercise these rights. To exercise any of these rights, contact our Privacy Officer at hello@snapbooks.ca. We will respond within 30 days.

SnapBooks has designated a Privacy Officer responsible for ensuring compliance with PIPEDA and this Privacy Policy. Privacy Officer: Jaswant Singh Organization: 16052584 Canada Inc. (operating as SnapBooks) Location: Brampton, Ontario, Canada Email: hello@snapbooks.ca Website: snapbooks.ca You may contact our Privacy Officer with any privacy-related questions, concerns, or complaints.

In the event of a data breach that poses a real risk of significant harm to you, we will: - Notify the Office of the Privacy Commissioner of Canada as required by PIPEDA - Notify affected individuals as soon as feasible - Maintain a record of all breaches as required by law Notifications will be sent to the email address associated with your SnapBooks account.

SnapBooks uses essential cookies required for sign-in and security, and stores your theme preference (light/dark) in browser localStorage. We also use Google Analytics, a website analytics service provided by Google (United States), to understand how snapbooks.ca and the SnapBooks app are used: which pages are viewed, how people arrive, and the device, browser, and approximate location of visits. Google Analytics sets cookies in your browser (such as _ga) and sends this usage information to Google's servers. We use it only to improve SnapBooks. We do not use it for advertising, and we do not send the contents of your receipts, invoices, or other financial records to Google Analytics. The address of the page you are viewing, including pages inside your account, may be included in the usage information. You can opt out of Google Analytics by installing Google's Analytics Opt-out Browser Add-on (tools.google.com/dlpage/gaoptout), by blocking or deleting cookies in your browser settings, or by using your browser's tracking-protection settings. Essential cookies cannot be turned off without affecting sign-in. We do not use advertising cookies or advertising tracking pixels. localStorage is not a cookie and does not transmit data to our servers - it stores only your display preference locally in your browser.

SnapBooks is designed for Canadian self-employed adults and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us at hello@snapbooks.ca and we will delete it promptly.

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a prominent notice on snapbooks.ca. The date of the most recent update is shown at the bottom of this page. Continued use of SnapBooks after changes are posted constitutes acceptance of the updated policy.