Privacy Policy

WeCloseBooks (“we”, “us”, or “our”) provides client readiness software for accounting firms. This Privacy Policy describes how we collect, use, disclose, and safeguard personal information when you use our website at weclosebooks.com and when accounting firms and their clients use the WeCloseBooks platform (the “Platform”).

1. Information we collect

We collect information that you provide directly to us, such as your name, work email address, firm name, and optional client-volume range when you request a demo. We also collect information about how you use our website, including log data, device information, and cookies. When a firm uses the Platform, we collect account details for its users, such as name, email address, role, and sign-in activity.

2. Information we process for accounting firms

Accounting firms that subscribe to the Platform (“Customers”) and their clients upload documents and information to it, such as tax returns, financial statements, source documents, and questionnaire responses (“Customer Data”). Customer Data can include sensitive information such as names, addresses, Social Security or taxpayer identification numbers, income, and financial account details.

We process Customer Data as a service provider on behalf of the Customer that submitted it, and only to provide the Platform under our agreement with that Customer. If you are a client of a firm that uses WeCloseBooks, the firm decides how your information is used and its own privacy notice applies. Please direct requests about your information to the firm.

3. How we use your information

We use the information we collect to respond to your inquiries, schedule demos, provide and improve our services, communicate with you, ensure security, and comply with legal obligations. We use Customer Data only to provide, secure, and support the Platform for the Customer that submitted it. We do not sell personal information.

4. AI-assisted processing

Some Platform features use artificial intelligence (“AI”) models operated by third-party providers. We currently use Anthropic’s Claude models, accessed through Anthropic’s commercial API, to:

• identify the type of each uploaded document;
• extract figures and details from tax returns, such as Form 1040 and business returns, for the firm to review; and
• review questionnaire answers for missing, unclear, or conflicting information.

To perform these tasks, we send the relevant document or answers to the AI provider. This content may include the sensitive information described in section 2.

AI providers act as our subprocessors. They process Customer Data only to return results to us, under contractual terms that prohibit them from using it to train their models. Providers may keep inputs and outputs for a limited period for security and abuse monitoring, as set out in their terms. We do not use Customer Data to train or fine-tune AI models.

AI output can be incomplete or inaccurate. The Platform presents it as a suggestion for firm staff to review and correct, and it is not tax, legal, or accounting advice.

We may change or add AI providers. Before a new provider receives Customer Data, we will update this policy and our subprocessor list.

5. Tax return information

Where Customer Data includes tax return information, we use and disclose it only to provide the Platform to the Customer that submitted it, consistent with the restrictions that apply to tax return preparers and their service providers under Section 7216 of the Internal Revenue Code. We do not use tax return information for any other purpose, including marketing or training AI models.

6. Data sharing and subprocessors

We share information with service providers (“subprocessors”) that perform functions on our behalf, and only as needed for those functions. They include providers of cloud hosting and document storage, AI models (see section 4), email delivery, and website analytics. Subprocessors are bound by written terms that require them to protect the information and use it only to provide their services to us. Customers can request our current subprocessor list by contacting us. We may also disclose information if required by law or to protect our rights and safety.

7. Data storage and retention

Customer Data is stored with our cloud providers in the United States. We keep Customer Data while the Customer’s account is active or as the Customer instructs. After an account is closed, we delete or return Customer Data at the Customer’s request, except where we must keep it to meet legal obligations.

8. Data security

We use reasonable administrative and technical measures intended to protect personal information. Current security and data-handling information is available to prospective customers during product evaluation.

9. Your choices

You may update or delete your account information by contacting us. You may also opt out of marketing communications by following the unsubscribe instructions in our emails. If you are a client of a firm that uses WeCloseBooks, contact the firm to access, correct, or delete your information.

10. Cookies and tracking

We use cookies and similar technologies to understand how visitors use our website and to improve our services. You can control cookies through your browser settings.

11. Children's privacy

Our services are not directed to children under 13, and we do not knowingly collect personal information from children under 13.

12. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be indicated by a revised date at the top of this page.

13. Contact us

If you have questions about this Privacy Policy, please contact us at hello@weclosebooks.com.