UbiFul / Policies / Privacy Policy

Privacy Policy

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Posted: June 24, 2025

Effective: June 24, 2025

UbiFul is committed to protecting your privacy. This Privacy Policy describes how we collect, use, and handle your personal data and uploaded content when you use our website, platform, and services ("Services"), which are designed to support bookkeeping, document management, and accounting-related reporting.

1. What We Collect and Why

We collect information in order to provide, improve, and secure our Services. This includes:

Account Information When you register for or use our Services, we collect data such as your name, email, business contact details, and payment information. This allows us to authenticate your account, process payments, and communicate with you.

Uploaded Files and Financial Data ("Your Data") Our Services are designed for you to upload, organize, and share documents, spreadsheets, receipts, and other materials used in bookkeeping and accounting. We store and process this information in accordance with your instructions, for purposes such as classification, reporting, audit preparation, and document tracking.

Activity Logs We record system activity related to document handling (e.g., who uploaded, modified, or viewed a file) to maintain a secure, traceable workflow and support reporting needs.

Device and Usage Information We collect technical data about your device and browser, including IP address, browser type, and referral source. We use this to detect abuse, troubleshoot issues, and improve system performance.

Cookies and Analytics We use cookies to remember your login session, understand site usage patterns, and enhance your experience. You may disable cookies, but some functionality may be limited.

2. How We Use Your Information

Marketing. We give users the option to use some of our Services free of charge. These free Services are made possible by the fact that some users upgrade to one of our paid Services or purchase products. If you register for our Services, we will, from time to time, send you information about upgrades when permissible. Users who receive these marketing materials can opt out at any time. If you don't want to receive a particular type of marketing material from us, click the "unsubscribe" link in the corresponding emails, or update your preferences in the Notifications section of your personal account.

We use the data we collect to:

  • Deliver and maintain our Services;
  • Support bookkeeping, accounting, and reporting functions;
  • Provide automated categorization, summaries, or document previews;
  • Detect fraud, abuse, or unauthorized access;
  • Communicate important account or service-related updates;
  • Meet legal and compliance obligations.

We do not use your uploaded financial documents or accounting data for advertising purposes, and we do not sell your data.

With Whom

3. Sharing and Disclosure

We may share information as discussed below, but we won't sell it to advertisers or other third parties.

We may share your information only as follows:

Trusted Third Parties We engage carefully vetted providers to help us operate the platform (e.g., cloud storage, technical support). These providers are contractually obligated to protect your data and act only on our instructions.

Bookkeeping Professionals or Accountants (if you designate them) If you explicitly grant access to a third-party professional (such as your accountant), we will share only the content and permissions you allow.

Legal Compliance We may disclose information when required by law or to comply with valid legal processes.

Corporate Transactions If UbiFul undergoes a merger, acquisition, or asset sale, your data may be transferred as part of that transaction. We'll notify you beforehand.

4. Security and Retention

We use encryption, access controls, and system monitoring to secure your data. Uploaded documents are encrypted at rest and in transit.

You can:

  • Download a copy of your documents and data at any time;
  • Delete your account and all associated data;
  • Update your account information from your dashboard.

We retain your data as long as your account is active or necessary to fulfill our services. Once deleted, documents are removed from active systems within 30 days, subject to limited exceptions for backup or legal purposes.

5. Your Rights and Controls

You have rights over your data. These include the ability to:

  • Access and download your documents;
  • Request deletion of your account and associated content;
  • Object to processing of your personal data under certain conditions.

Where

Within the United States. To provide you with the Services, we may store, process, and transmit data in the United States. Data may also be stored locally on the devices you use to access the Services.

Contact us at privacy@ubiful.com to make these requests. If required by law (e.g., under GDPR or CCPA), we will verify and process your request in accordance with applicable regulation.

6. Changes

Your Control and Access of Your Data

We may revise this Privacy Policy periodically. If any changes significantly affect your rights, we will notify you via email or within the platform before the new terms take effect.

You have control over personal data and how it's collected and used. For example, you can:

  • Delete Your Stuff in your UbiFul account.
  • Change or correct personal data. You can manage your account and the content contained in it, as well as edit some of your personal data, through your account settings page.
  • Access and take your data elsewhere. You can access your personal data from your UbiFul account and you can download a copy of Your Stuff in a machine readable format as outlined here. You can also ask us for a copy of personal data you provided to us or that we've collected, the business or commercial purpose for collecting it, the types of sources we got it from, and types of third parties we've shared it with.
  • Object to the processing of your personal data. Depending on the processing activity, you can request that we stop or limit processing of your personal data.

7. Contact

If you would like to submit a data access request, request that your personal data be deleted, or object to the processing of your personal data, please email us at privacy@ubiful.com. For more information on how to control and access your personal data, please see our FAQ.

For questions about privacy or to contact our Data Protection Officer: privacy@ubiful.com

Changes

© 2025 UbiFul

If we're involved in a reorganization, merger, acquisition, or sale of our assets, your data may be transferred as part of that deal. We'll notify you (for example, via a message to the email address associated with your account) of any such deal and outline your choices in that event.

We may revise this Privacy Policy from time to time, and will post the most current version on our website. If a revision meaningfully reduces your rights, we will notify you.

Contact

Have questions or concerns about UbiFul, our Services, and privacy? Contact our Data Protection Officer at privacy@ubiful.com.