Privacy Policy

Acctlibra (“Acctlibra,” “we,” “us”) provides practice management software from Washington, D.C.. This Privacy Policy explains how we collect, use, and share information when you visit our websites, create a firm workspace, or use the client portal.

For questions or privacy requests, email hello@acctlibra.com.

When you browse the marketing site or create an account, we are the controller of that account and usage information.

When a firm stores information about its clients in a workspace, the firm is the controller of that Customer Data. Acctlibra is the processor: we handle it on the firm’s instructions to operate the Service.

Account and billing: name, work email, password (stored as a hash), firm name, location you provide at signup, plan, and payment records processed by our payment provider. We do not store full card numbers on our servers.

Workspace content: clients, work items, documents you upload, messages, tasks, calendar data, team membership, and portal activity. This is Customer Data.

Portal users: email and authentication details needed to sign in to a firm’s portal, plus the files and messages they submit to that firm.

Usage and device: log data, approximate location from IP, browser type, and diagnostic events we need to keep the Service secure and reliable. We use cookies or similar storage that are required to keep you signed in (including a portal session cookie) and to prevent abuse.

Support and demo requests: information you send to hello@acctlibra.com or through demo forms.

We use information to: create and secure workspaces; provide features you request; process payments; send transactional email (invites, resets, notifications); prevent fraud and abuse; measure product health; comply with law; and communicate about the Service, including product updates you can opt out of where required.

If a workspace enables document extraction or similar assistance, selected file content may be sent to a contracted model provider solely to return structured fields for that firm. You should not rely on those results without review.

If data-protection laws such as the GDPR apply, we rely on: contract (to provide the Service you requested); legitimate interests (security, product improvement, preventing abuse); consent (where we ask for it); and legal obligation.

Firms that store EU or UK client data in Acctlibra remain responsible for their own legal basis and for configuring the workspace accordingly.

We do not sell personal information. We share information with: (a) infrastructure, authentication, and file storage (currently Supabase); (b) email delivery (currently Resend); (c) payments (currently Stripe); (d) rate limiting (currently Upstash); (e) optional AI processing (currently Google Gemini) when that feature is used; and (f) professional advisers or authorities when required by law.

These providers are allowed to process data only to perform services for us and must protect it. We may also share information if you direct us to, or in a merger, acquisition, or asset sale, with notice where required.

We use necessary cookies and similar technologies to authenticate users, keep a portal session, and protect against abuse. We do not currently use advertising cookies. You can block cookies in your browser; some features, including sign-in, will not work without them.

We keep account and billing records for as long as the workspace is active and for a limited period afterward as needed for invoices, disputes, and legal compliance. Customer Data is kept until the Customer deletes it or closes the workspace, plus a short period in backups, then it is removed from active systems.

Security logs are kept for a limited time to investigate incidents.

We use industry-standard measures including encryption in transit, access controls, tenant isolation in the application layer, and hashed passwords. No method of transmission or storage is 100% secure. You are responsible for access you grant inside your workspace and for devices your team uses.

Depending on where you live, you may have rights to access, correct, delete, or export personal information, to object to or restrict certain processing, and to withdraw consent. Workspace owners can often make these changes in the product. You can also email us.

If you are a client of a firm that uses Acctlibra, contact that firm first. They control your file. We will support the firm’s lawful request to access or delete data we store for them.

You may have the right to appeal a denial or to complain to a data-protection authority. Residents of the United States may have additional rights under state laws such as the CCPA; we do not sell or share personal information for cross-context behavioral advertising.

We operate from the United States. If you access the Service from another country, your information may be processed in the United States and in the countries where our processors operate. Where required, we use appropriate safeguards for those transfers.

The Service is not directed to children under 18, and we do not knowingly collect personal information from them to create a workspace. If you believe a child has provided us information, contact us and we will delete it. Firms that store information about minors in client files are responsible for doing so lawfully.

We may update this Policy. We will post the new version on this page and update the effective date. Material changes will be announced in the product or by email to the workspace owner when we can.

Privacy requests: hello@acctlibra.com. Acctlibra, Washington, D.C..