Privacy Policy

SnapBooks ("SnapBooks", "we", "us", or "our") operates snapbooks.ca, a cloud-based expense tracking and 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.

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 securely using Vercel Blob storage with unique randomized URLs. Images are not publicly indexed or searchable. Only authenticated users can access their own receipt images through the SnapBooks application. 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. 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 expense tracking 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: Stored for as long as your account is active. The CRA requires self-employed individuals to retain financial records for a minimum of 6 years. We retain receipt photos for this purpose. After your account is deleted, photos are removed within 30 days. Financial records: Retained for 6 years from the date of the transaction to comply with CRA record-keeping requirements, unless you request earlier deletion. 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: SnapBooks 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 only essential cookies required for authentication and stores your theme preference (light/dark) in browser localStorage. We do not use advertising cookies, tracking pixels, or third-party analytics cookies. 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.