Privacy policy

Last updated October 24, 2026

Bookkeeping Hub (the "Service") is a private bookkeeping application operated by House Freeman ("we", "us") for a small group of related companies and the people they invite. This policy explains what information the Service collects, how it is used and who it is shared with.

Who can use the Service

Access is by invitation only. Accounts are created for owners of the companies whose books are kept in the Service and for people those owners invite, such as bookkeepers and accountants. The Service is not offered to the general public or to children under 16.

Information we collect

Account information. When you sign in with Google we receive your name, email address and profile picture. If you sign in with an emailed link we receive your email address.
Security information. Your two-factor authentication secret and recovery codes (recovery codes are stored only as one-way hashes), sign-in sessions, and a log of actions taken in each company's books.
Financial records. Data you or your organization enter or import: charts of accounts, transactions, invoices, bills, customer and vendor details, receipts and attached files. Contractor taxpayer identification numbers are stored encrypted.
Connected accounts. If a company connects Mercury, Ramp or a bank through Plaid, we receive account names, masked account numbers, balances and transactions. Access tokens for these services are stored encrypted.
Receipts. Receipts and bills sent to the Service, including files in Google Drive folders shared with it and the email sender and subject that accompany them.

How we use information

To sign you in, verify your identity and enforce who can see each company's books.
To keep the books: importing and categorizing transactions, matching receipts and payments, producing reports, invoices and year-end 1099 forms.
To send email you ask for, such as invitations, sign-in links and invoices.
To keep the Service secure and fix problems.

We do not sell personal information, use it for advertising, or share it with data brokers.

Google user data

When you sign in with Google, the Service requests your basic profile (name, email, picture) and the drive.file permission. The drive.file permission lets the Service create files in your Google Drive when you choose to export a report to Google Docs or Sheets, and to access only those files it created. It does not let the Service see any other files in your Drive. Receipts are read from Drive only from folders an owner has explicitly shared with the Service.

Bookkeeping Hub's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide the features described here, is not transferred to others except as needed to provide those features, for security or to comply with law, is not used for advertising, and is not read by people except with your permission, for security purposes or where the law requires. Google user data is not used to train artificial intelligence models.

Artificial intelligence

The Service uses Anthropic's Claude API to suggest categories for transactions and to read receipts and bills. Only the information needed for that task is sent, such as a transaction's description, amount and date, or the receipt document. Under Anthropic's commercial terms, data sent through its API is not used to train its models. Suggestions are not applied to the books until a person accepts them or a rule does.

Service providers

We share information only with the providers that run the Service, each limited to what it needs:

Vercel (hosting and file storage) and Neon (database), in the United States
Google (sign-in, Drive and Docs exports)
Anthropic (AI categorization and receipt reading)
Mercury, Ramp and Plaid (bank and card data, when a company connects them)
Resend (sending email, when enabled)
Make.com (forwarding emailed receipts, when a company uses it)

We may also disclose information when required by law or to protect the rights and safety of the Service and its users.

Security

All connections use HTTPS. Every user must use two-factor authentication. Credentials for connected services and contractor tax IDs are encrypted at rest with AES-256-GCM. Each company's data is visible only to the people its owners grant access to, at the role they choose.

Cookies

The Service uses only the cookies needed to keep you signed in and protect sign-in. It does not use analytics or advertising cookies. Your color scheme preference is stored in your browser.

Retention and deletion

Financial records are kept as long as the company needs them, which for tax records is usually at least seven years. Sign-in sessions expire after seven days. You can ask us to delete your user account at any time. Records you created in a company's books belong to that company and stay with its books. You can revoke the Service's access to your Google account at any time at myaccount.google.com/permissions.

Your choices

You can ask to see, correct or delete personal information about you by contacting us. Depending on where you live you may have additional rights under local law, and we will honor them.

Changes

If we change this policy we will update the date above. Significant changes will be shown in the Service.

Contact

Questions about this policy: the person who invited you, or through housefreeman.com.