Apsis Privacy Policy
Policy version 2026-10-18 (v1.7) · Last updated October 18, 2026
This Privacy Policy explains how Apsis Accounting LLC, a Florida limited liability company ("Apsis," "we," "us," or "our"), collects, uses, shares, and protects information when you use the Apsis accounting software, the website at apsisaccounting.com, and related services (the "Service"). It should be read together with our Terms of Service.
Apsis is a business tool. Our customers are businesses ("Customers") and the people they authorize to use the Service ("Users"). Customers decide what financial data to put into the Service; for that Customer Data we act as a service provider (processor) on the Customer's behalf.
1. Information We Collect
1.1 Account and profile information
You can sign in with Google or with email.
When you sign in with Google, we receive your name, email address, and profile picture (Google scopes openid, email, and profile). Sign-in does not request permission to send or read Gmail.
When you sign in with email, you give us an email address. We send that address a one-time link and a 6-digit code, through Resend. The link and code work once and expire after 15 minutes. We store a hash of the link and a hash of the code, not the link or code themselves. We do not receive a name or profile picture from an email sign-in. You can add your name in the Service.
We store a user record, your memberships in Company Accounts, and your role in each one (Administrator, User, or Accountant). Invitations include the invitee's email address and are sent by Apsis through Resend, as are sign-in links and other messages from Apsis to you (such as service and legal notices). Those messages come from an address at mail.apsisaccounting.com.
1.2 Company and books data ("Customer Data")
Information you or your Users enter or import, such as company legal name, address, tax identifiers you choose to store (company, member, and vendor EINs and SSNs, which we store encrypted), logo and branding, chart of accounts, journal entries, transactions, invoices, bills, statements, customers and vendors (names, emails, addresses, amounts owed), deals, investment records, reports, notes, and uploaded documents.
1.3 Bank and card data via Plaid
If you connect a financial account, we use Plaid Inc. to retrieve account information such as institution name, account name, type and mask (last 4 digits), balances, and transaction history (date, amount, description, merchant, category). We do not receive or store your bank login credentials; you provide them directly to Plaid. Plaid's handling is described in the Plaid End User Privacy Policy. We store Plaid access tokens encrypted at rest.
1.4 Customer email
A Company chooses, in Settings → Connections → Gmail, whether invoices, statements, payment reminders, and similar messages to its customers are sent by Apsis or from a Gmail account an administrator connects for that Company. The connected address can be any Google account that person signs in with. Each person connects their own Gmail in Settings → My email. An administrator may also allow a person to send from their own Gmail when the Company otherwise sends through Apsis.
When the Company sends through Apsis, we send the message through Resend from billing@mail.apsisaccounting.com on the Company's behalf. The From name is the person's name at the Company, or the Company name alone, followed by "via Apsis." The message says it was sent on behalf of the Company via Apsis. Replies are directed to the address the Company sets, then the Company's email, then the sender's connected Gmail address if there is one, otherwise the sender's sign-in email. We give Resend the recipients (including copies), subject, message (including any invoice or statement in the body), and attachments such as a PDF. Resend tells us whether the message was delivered, bounced, marked as spam, or could not be sent. For each message, we keep who sent it, the From address, the recipients, the subject, the type of message, the related invoice or customer, the time, Resend's message id, and that delivery status. A hard bounce or a spam complaint is saved on that customer contact, and reminders skip the address until it is changed. A bounce marked temporary or soft is recorded and does not stop reminders.
1.5 Gmail sending permission
If you choose to connect Gmail for sending, we request the https://www.googleapis.com/auth/gmail.send scope, plus the openid and email scopes so we can confirm which Google address you connected. That address can be any Google account you sign in with. We store an encrypted OAuth refresh token tied to you and the Company Account, the connected address, when it was connected, whether it is working, and when it last sent. For each message the Service sends through Gmail, we keep who sent it, the From address, the recipients, the subject, the type of message, the related invoice or customer, the time, and Gmail's message ID. A Gmail send stays marked Sent; Gmail does not report later delivery or bounce status to us. We cannot and do not read, search, or download any email in your mailbox. If a send was set to use Gmail and that connection is missing or not working, we send that message through Apsis as described above. See Section 4.
1.6 Payment and billing information via Stripe
When paid subscriptions are offered, payments will be processed by Stripe, Inc., and we will receive a Stripe customer ID, subscription status, plan, billing email, invoice history, and limited card details (brand, last 4, expiration) — not full card numbers. If and when you use Stripe Connect to accept invoice payments, we will receive your connected account ID, onboarding status, and payment and payout records for invoices paid through the Service. Your customers' card data is handled by Stripe and not stored by us.
1.7 Usage, device, and log data
IP address, browser and device type, pages and features used, timestamps, referring URLs, error logs, and security events. We use essential cookies for sign-in sessions, sign-in security (CSRF and OAuth state), your theme preference, your time zone, and the date range you last viewed in a report. We do not use third-party advertising or tracking cookies.
1.8 Consent records
When you accept the Terms of Service and this Privacy Policy, we record your user ID, the versions accepted, the date and time, IP address, and user agent.
1.9 Support communications
Messages you send us and, where available, conversations with our AI support assistant.
1.10 Sales tax information
If a Company turns sales tax on, we store what it enters to calculate and report that tax: the places it charges tax (state and locality), the rate for each, whether each files its own return, and the tax ID or permit number it enters for each jurisdiction. We also store, on each of its customers, whether that customer is marked tax exempt, together with any exemption certificate number and expiry date entered, and, on each invoice or charge, a record of the tax charged and how it was split between jurisdictions.
We do not obtain or hold exemption certificates themselves, and we do not verify any tax ID, permit number, or exemption with a taxing authority. This is Customer Data: it belongs to the Company, is visible to that Company's Users according to their role, and is kept and deleted as described in Section 6.
2. How We Use Information
We use information to:
provide, operate, and maintain the Service (books, bank feeds, invoices, statements, reminders, reports);
calculate sales tax on invoices and charges, record the resulting liability in a Company's books, and produce its sales tax reports, using the places, rates, tax IDs, and exemptions the Company enters;
authenticate Users, manage Company Accounts and permissions, and keep the Service secure (fraud prevention, abuse detection, debugging, audit logs);
send invoices, statements, reminders, and similar customer email either through Apsis (Resend) or through a connected Gmail account, as the Company chooses;
send sign-in links, invitations, and other account email through Resend;
once offered, process subscriptions and invoice payments through Stripe;
provide AI Features (Section 5);
provide customer support;
send service, security, billing, and legal notices (including changes to our Terms);
comply with law, enforce our Terms, and protect our rights and the rights of others; and
analyze aggregated or de-identified usage to improve the Service.
We do not sell personal information, and we do not use Customer Data, Plaid data, or Google user data for advertising.
3. How We Share Information
We share information only as described here:
Service providers (subprocessors) who process data on our behalf under contractual confidentiality and security obligations, including: Railway Corporation (application hosting and PostgreSQL database); Plaid Inc. (bank connections); Google LLC (sign-in and, if you connect it, the Gmail API); Anthropic, PBC (AI model provider for AI Features); Resend, Inc. (email delivery: sign-in links, invitations, and account notices, and, when a Company sends through Apsis, invoices, statements, reminders, and other customer email, including the delivery and bounce status Resend reports); Cloudflare, Inc. (DNS, CDN and security for our websites); and, once offered, Stripe, Inc. (billing and payments). We will update this list before adding a subprocessor.
Within your Company Account: Users you invite can see the Company's books according to their role.
Recipients you choose: invoices, statements, and reminders go to the recipients you specify.
Your accountant or others you authorize.
Legal and safety: to comply with law, subpoena, or court order; to protect the rights, property, or safety of Apsis, our Users, or others; or to investigate fraud or security issues.
Business transfers: in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to this Policy (Google user data will be transferred only as permitted by the Google API Services User Data Policy, and only after obtaining your explicit prior consent).
We do not transmit a Company's sales tax information, returns, or payments to any taxing authority. Filing and remittance are the Company's own responsibility, as described in the Terms.
4. Google User Data and Limited Use Disclosure
Apsis's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically:
What we access. Google Sign-In: your name, email address, and profile picture (openid, email, profile). Signing in with an email link does not use a Google API. Gmail (optional, only if you connect it): the gmail.send scope, which permits sending email as you, and the openid and email scopes, used only to confirm which address you connected. Apsis does not request any scope that allows reading, modifying, labeling, or deleting your email, and does not access your inbox, contacts, calendar, or Drive.
How we use it. We use the gmail.send permission solely to send invoices, statements, payment reminders, and related customer messages that you create, approve, or schedule in Apsis, from your own Gmail address, when your company sends through Gmail (or has allowed you to send that message from Gmail). If your company chose you as its reminder sender, the same permission is used for the company's automated overdue reminders. Your customers then receive mail from you, and replies come back to you. If your company sends those messages through Apsis instead, we do not use your Gmail for them. Sign-in data is used only to authenticate you and display your identity in the app.
No transfer except as needed. We do not transfer Google user data to third parties except as necessary to provide or improve this user-facing feature, to comply with applicable law, or as part of a merger, acquisition, or sale of assets, only after obtaining your explicit prior consent.
No advertising. We do not use or transfer Google user data for serving advertisements, including retargeting, personalized, or interest-based advertising.
No sale; no data brokers. We do not sell Google user data, and we do not transfer it to data brokers or information resellers or use it to determine creditworthiness or for lending purposes.
No human access. No Apsis personnel read Google user data unless (a) you give us affirmative permission for specific messages (for example, for a support request), (b) it is necessary for security purposes such as investigating abuse, (c) it is necessary to comply with applicable law, or (d) the data is aggregated and anonymized and used for internal operations in compliance with applicable law.
No AI/ML training. We do not use Google user data to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models.
Never sent to AI. Google user data, including your Gmail address and Gmail authorization, is never sent to AI model providers.
Security. OAuth tokens are encrypted at rest, transmitted only over TLS, and accessible only to the server processes that send your messages.
Revoke anytime. You can disconnect Gmail in Settings → My email, or revoke access at myaccount.google.com/permissions. When you disconnect, we delete the stored token immediately, ask Google to revoke it, and stop all sending from your Gmail account. If you were the reminder sender, later reminders go out through Apsis instead of your Gmail. If you are removed from a Company Account, your Gmail connection for that company is deleted the same way.
5. AI Processing
Apsis offers AI Features such as transaction categorization and, where available, an AI support assistant that can read (but not change) data in your Company Account to answer your questions. When bank or card transactions are imported, AI categorization may post confident ones to your books automatically; you can review, change, or reverse any of them.
Provider. AI Features are powered by third-party large-language-model providers acting as our subprocessors (currently Anthropic, PBC) via their commercial APIs.
What is sent. Only the data needed for the request: for categorization, each transaction's description, amount, date, direction, and bank category hint, the name and type of the bank account, your company name, your chart of accounts, the names of your customers (to recognize who paid), and examples of how you categorized similar transactions; for the assistant, your question, what is shown on the page you are viewing (with tax identifiers and similar numbers masked, and never anything you have typed into a form), and the records needed to answer it. Gmail data, tax identifiers, bank login credentials, and OAuth or Plaid tokens are never sent to AI providers.
No training. Under our provider terms, data submitted through the API is not used to train the provider's models. We do not use your Customer Data to train generalized AI models.
Retention by provider. Providers may retain inputs and outputs for a limited period for abuse monitoring and safety, per their commercial terms, generally up to 30 days, unless longer retention is required by law or for a flagged safety review.
Accuracy. AI output may be wrong. You decide whether to accept suggestions; see our Terms of Service.
6. Data Retention and Deletion
| Data | Retention |
|---|---|
| Customer Data (books, invoices, etc.) | While the Company Account is active. Export before the cancellation date: when you cancel the Service for a Company, access to that Company ends on the cancellation date for everyone, including an Accountant. We keep the data in the Service for 90 days from that date and then move it to archival storage, where we keep it for at least seven (7) years from the date it is archived; after that we may destroy it. Moving it to archival storage does not shorten how long we keep it, and we do not delete it on request, except where the law requires us to — accounting records are commonly needed years later, by you or by a tax authority. You can ask us for a copy at any time, and if you subscribe for that Company again at our then-current prices we can attempt to restore it, which is a paid service |
| Plaid access tokens and bank data | Until you disconnect the account, or until the Company Account's data is deleted after closure; tokens are revoked with Plaid on disconnect or deletion, and are not used after closure |
| Gmail OAuth token | Until you disconnect Gmail, are removed from the Company Account, or revoke access at Google, or until the Company Account's data is deleted after closure; deleted immediately on disconnect or removal, and not used after closure |
| Sign-in link and code | The email address and hashes of the link and code (not the link or code themselves). They expire after 15 minutes; the record is deleted a day after it expires |
| Sent-message metadata | Life of the Company Account (as part of the invoice/statement history), including delivery status for messages sent through Apsis |
| Billing records | As required for tax and accounting purposes (generally 7 years) |
| A Company Account closed by Apsis | Different from cancelling. We may close an account ourselves — for example if it is abandoned, or under our Terms — and we tell its Administrators before we do. The data is kept the same way as a cancelled Company's: in the Service for 90 days, then moved to archival storage and kept there for at least seven (7) years, and not deleted on request except where the law requires us to |
| A Company Account locked for non-payment | Kept, not deleted, for as long as it is locked, and no clock runs while it is locked, because while it is locked you cannot export it. Update your payment method and access returns, including everything that was there before. If the account stays unpaid we may cancel the Service for that Company after telling its Administrators; from that cancellation date it is kept like any other cancelled Company's data |
| Archived Company Data (after 90 days) | Kept in archival storage for at least seven (7) years from the date it is archived; after that we may destroy it. We keep it that long rather than destroy it sooner so it is there when you or a tax authority needs it; we do not delete it on request during that period, except where the law requires us to. We do not remove a Company's data from the Service until it is in an archive we have read back and checked, so there is no point at which it is neither in the Service nor archived. Ask for a copy at privacy@apsisaccounting.com. Restoring an archived Company is a paid service, and the restored Company is accessible only while you hold a current subscription for it at our then-current prices |
| Consent records | Life of account plus 7 years, as evidence of agreement |
| Logs and security events | Up to 90 days, unless needed for a security investigation; after that we keep only what is needed to prevent duplicate emails and to track usage costs, without message addresses or the content of help questions |
| Staff access records | Kept as a security record of what Apsis staff did; when a Company Account is deleted, its name is removed from these records |
| Backups | Rolling backups are kept for up to 90 days, then overwritten |
Requesting deletion. You can ask us to delete your own user account at privacy@apsisaccounting.com, and we will, keeping only what the law requires and what we need for liability protection. A Company's books are different: we keep them as described in Section 6 and do not delete them on request, except where the law requires us to, because accounting records are commonly needed years later by the business itself, by a tax authority, or to resolve a dispute. You can ask us for a copy of a Company's data at any time. Please also export your data from the Service before a Company's cancellation date, because access ends on that date.
7. Security
We use administrative, technical, and physical safeguards designed to protect information, including: TLS encryption in transit; storage with our hosting provider, which applies its own physical and infrastructure protections; application-level encryption (AES-256-GCM) of OAuth and Plaid tokens and of tax identifiers; signed, single-use, short-lived OAuth state; per-company data scoping and role-based access controls; and limiting personnel access to what is needed to run and support the Service. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If we learn of a breach affecting your personal information, we will notify you as required by law (including the Florida Information Protection Act, § 501.171, Fla. Stat.).
8. Your Choices and Rights
Access, correction, export: most data can be viewed, edited, and exported in the Service.
Disconnect integrations: Plaid accounts in Settings → Banking; Gmail in Settings → My email. A Company chooses Apsis or Gmail for customer email in Settings → Connections → Gmail.
Email: you can opt out of non-essential marketing emails; service and legal notices will still be sent.
State privacy rights: depending on where you live, you may have rights to know, access, correct, delete, or port personal information, and to opt out of sale/sharing (we do not sell or share for cross-context behavioral advertising). Contact us at privacy@apsisaccounting.com to exercise these rights; we will verify your request and respond as required by law. You will not be discriminated against for exercising your rights.
Customer Data about others: if your information was entered by one of our Customers (e.g., you are a customer or vendor of an Apsis user), please contact that business; we will assist them as their service provider.
9. Children
The Service is not directed to children under 18, and we do not knowingly collect their personal information.
10. International Users
Apsis is operated from the United States, and information is processed and stored in the United States. If you use the Service from outside the U.S., you consent to this transfer.
11. Changes to This Policy
We may update this Policy. The version and date are shown at the top. For material changes, we will notify you by email or in the Service and may ask you to review and accept the updated Policy at your next sign-in. We will not use Google user data in a materially different way without first obtaining your consent.
12. Contact
Apsis Accounting LLC, 4370 Tarpon Lake Blvd., Palm Harbor, Florida 34685. Privacy: privacy@apsisaccounting.com · Support: support@apsisaccounting.com
This copy mirrors the version in the Apsis app at app.apsisaccounting.com/privacy.