Privacy Policy

Effective date: July 12, 2026

1. Who We Are

This Privacy Policy explains how WIPKeep LLC (a Minnesota limited liability company) ("WIPKeep," "we," "us," or "our"), collects, uses, shares, and protects information when you use WIPKeep — our web-based, AI-assisted accounting and bookkeeping service (the "Service") available at https://app.wipkeep.com, our marketing site at https://wipkeep.com, and related pages and communications.

• Legal entity: WIPKeep LLC (a Minnesota limited liability company)
• Governing law / home state: Minnesota, USA
• Effective date: July 12, 2026

Contact for privacy questions and requests: support@wipkeep.com

The Service is intended for United States small businesses, and your data is hosted in the United States.

2. What Data We Collect

We collect the following categories of information:

a. Account and profile information. Information you provide when you create and manage your account, including your email address and password (stored as a secure hash by our authentication provider), and the business details you choose to enter in the app (for example, business name, address, and tax ID for your 1099 forms). Where sales/use tax applies, it is determined from the billing address you provide at checkout through our payment processor.

b. Financial and transaction data you enter. The bookkeeping and financial information you input or upload, including the plain-language transaction descriptions you type, the journal entries you approve, ledger data, vendor and customer details, 1099 information, budgets, and project records. This is your financial data, and it remains your financial records.

c. Usage and diagnostic logs. Technical information generated automatically when you use the Service, such as log data, device/browser information, IP address, pages and features accessed, timestamps, and error/diagnostic information used to operate, secure, and improve the Service. These logs are processed through our cloud hosting & compute provider in the United States (see Section 6, Subprocessors).

d. Billing metadata from our payment processor. Subscription, plan, payment status, and transaction metadata we receive from our payment processor, which may include your name, billing address, and phone number as provided at checkout (also used to detect duplicate free-trial sign-ups). We do NOT store full payment-card numbers — card data is handled directly by the payment processor.

e. Emails and support messages. The content of messages, support requests, and other communications you send to us (for example, to support@wipkeep.com).

3. How We Collect It

We collect information in three ways:

• Directly from you — when you sign up, complete your profile, enter or upload financial/transaction data, use AI-assisted features, or contact support.
• Automatically — through server and application logs, cookies, and similar technologies when you use the Service (see Section 8, Cookies and Analytics).
• From third parties — primarily from our payment processor, which provides us billing metadata when you subscribe or update your plan.

4. How We Use Your Data

We use the information we collect to:

• Provide and operate the Service — maintain your ledger, generate reports (Balance Sheet, P&L, Cash Flow, 1099s, budgets, project close/reopen), and store your books.
• Generate AI-proposed entries — transmit your transaction text to third-party AI providers to produce proposed double-entry journal entries for your review and approval (see Section 5).
• Handle billing — manage subscriptions, process payments through our payment processor, apply sales/use tax where required, and send billing-related notices.
• Provide support — respond to your questions, requests, and reports.
• Maintain security and prevent fraud — authenticate users, protect tenant data, detect and prevent abuse, and enforce our terms.
• Prevent fraud and abuse, including detecting duplicate or abusive free-trial sign-ups.
• Improve our product — understand how features are used and diagnose and fix problems.
• Review quality — run automated and human quality-assurance review of AI-drafted entries and service output, under confidentiality obligations.
• Comply with legal obligations — meet recordkeeping, tax, and other legal requirements, and respond to lawful requests.

5. AI Processing Disclosure

Please read this section carefully.

To generate the bookkeeping entries you review, the transaction text and related prompts you enter are sent to third-party AI (large-language-model) providers that process them and return a suggested result. We use AI providers that are contractually restricted from using your data to train their models and that retain it only briefly or not at all.

• What is sent: the transaction descriptions and prompt text you submit for an AI-assisted entry, plus the context needed to generate a proposal.
• What the AI does: these providers process the submitted text only to return a result to WIPKeep. The AI only proposes entries — you review and approve every entry, and you are responsible for the accuracy and completeness of your books.
• The AI can make mistakes. A proposed entry can be balanced (debits equal credits) and still be the wrong entry. Review the meaning of each entry, not just that it balances.
• Third-party terms: your AI-related data is also subject to each provider's own terms and privacy practices.

WIPKeep is software. It is not a CPA, accountant, bookkeeper-of-record, tax preparer, auditor, attorney, or financial advisor, and it does not provide professional accounting, tax, audit, legal, or financial advice. Your tax method (cash vs. accrual) and all filing decisions are your responsibility and that of your own accountant. Consult a qualified professional. For the full accounting and AI disclaimer, see our Accounting & AI Disclaimer.

6. Subprocessors

We use third-party service providers ("subprocessors") to operate the Service. Each processes data only as needed to provide its function to us. To protect the security of the Service, we generally describe our subprocessors by category and purpose below (our payment processor, Stripe, is identified by name in the Terms of Service and Refund & Cancellation Policy).

We can provide our current list of specific service providers on request.

Every category of data we collect (see Section 2) maps to a disclosed subprocessor category and location above: account/profile and financial/transaction data to database, authentication & storage; usage/diagnostic logs to cloud hosting & compute; billing metadata to payment processing; AI prompt/transaction text to AI / large-language-model processing; and email communications to transactional email.

7. How We Share Your Data

We share information only in these limited circumstances:

• With subprocessors — the service-provider categories listed in Section 6, who process data on our behalf to deliver the Service.
• For legal and safety reasons — when required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of WIPKeep, our users, or others, or to enforce our terms.
• In a business transfer — in connection with a merger, acquisition, financing, reorganization, or sale of assets, in which case we will require the recipient to honor this Policy or provide notice as required by law.

We do NOT sell your personal information, and we do not share it for cross-context behavioral advertising.

8. Cookies and Analytics

We use cookies and similar technologies that are necessary to operate the Service — for example, to keep you signed in, maintain your session, and support security.

You can control cookies through your browser settings, though disabling some cookies may affect how the Service works.

9. Data Retention

• Your books are your financial records. You can export your reports at any time while your account is active; because these are your financial records, we recommend keeping your own copies.
• If you close or cancel your account, you will have at least 60 days (2 months) to sign in to view your books and download the reports included in the Free plan, after which your data may be permanently deleted — with a final notice to you first.
• If your account is suspended for non-payment, we keep your data for at least 6 months before it may be permanently deleted, with a final notice before deletion.
• You can request deletion at any time at support@wipkeep.com; we will delete your account data within 30 days, except records we must keep by law (e.g., billing and tax records).
• We retain other information (such as logs and billing metadata) as long as needed for the purposes described in this Policy and to meet legal, tax, and recordkeeping obligations.

10. Data Security

We take reasonable measures to protect your information, including:

• Encryption in transit (e.g., HTTPS/TLS) for data moving between you and the Service.
• Tenant isolation using row-level security (RLS) so each customer's data is logically separated.
• Authentication hardening to protect account access.

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. You are responsible for safeguarding your login credentials and for keeping your own exported copies/backups of your data. The Service is provided "AS IS."

10a. Security Incidents / Breach Notification

If we become aware of a confirmed security breach affecting your personal information, we will notify affected customers and any regulators as required by applicable law, and we will take reasonable steps to investigate and address the incident.

11. International Data Transfers

The Service is hosted in the United States and is intended for users in the United States. If you access the Service from outside the United States, you understand that your information will be processed and stored in the United States, which may have different data-protection laws than your location.

12. Your Privacy Rights

Subject to applicable law, you may request to:

• Access the personal information we hold about you;
• Correct inaccurate information;
• Delete your personal information (subject to legal/recordkeeping exceptions);
• Export a copy of your data (you can also export reports in-app and download your invoices at any time).

To make a request, email support@wipkeep.com. We will verify your request and respond within the timeframe required by applicable law. You will not be discriminated against for exercising your rights.

California residents (CCPA / CPRA). If you are a California resident, you have rights to know, access, correct, and delete personal information, and to limit certain uses, subject to exceptions. We do NOT sell your personal information, and we do not share it for cross-context behavioral advertising. You may exercise these rights by contacting support@wipkeep.com.

Other US states. Several US states have their own privacy laws that may give you similar rights.

13. Children's Privacy

The Service is a business tool not directed to or intended for anyone under 18 years of age, and we do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact support@wipkeep.com and we will take appropriate steps to delete it.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice as required — for example, by posting the updated Policy with a new effective date and/or notifying you by email or in-app. Your continued use of the Service after the changes take effect means you accept the updated Policy.

15. Related Documents

This Privacy Policy works together with our other customer-facing documents:

• Terms of Service
• Accounting & AI Disclaimer
• Refund & Cancellation Policy

If there is any conflict between this Policy and another document regarding the handling of personal information, this Privacy Policy controls as to privacy matters.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, contact us at: