Privacy notice

Account and business information. When you sign up we collect your name, email and the business details you enter during setup: business type, tax registrations, fiscal year end, address, contact email and payment details for your invoices.

Customer and invoice information you enter. Anything you type about your customers (name, contact details, addresses, tax numbers) and the line items, totals, notes and payment history on your invoices, quotes, credit notes and receipts.

Expenses and receipt photos. The expenses you record, and the photos or PDFs of receipts you attach. Receipt files are stored in a private storage bucket. They are never public: the app shows them to members of your business through short-lived signed links.

Bank transactions you import. If you upload a bank CSV, we store the transactions in it (date, description, amount and the account name you give it) so you can turn them into payments and expenses. We don't connect to your bank or see your bank login.

Sign-in data. You sign in with an email address and password. We store a salted hash of your password, never the password itself.

Payments for paid plans. Stripe collects and processes your card details on its own servers. We store only the Stripe customer and subscription ids, plan status and billing history that Stripe sends us. We never see or store full card numbers or security codes.

Email delivery. When you send an invoice or receipt from CollabNorth, we send it through our email provider and log the recipient, subject, delivery status and any error, so we can look into delivery problems.

Product events. We record a few key moments in our own database, such as creating a business, sending your first invoice, snapping a receipt or opening the Tax time page. We use them to see where new owners get stuck. We don't use third-party analytics, advertising pixels or tracking scripts.

Logos, attachments and documents. Uploaded logos, invoice attachments and generated PDFs are stored in access-controlled storage. Only members of your business, and links you choose to share with a customer, can open them.

Logs and security records. We keep short-lived server logs (request timing and errors), sign-in events and rate-limit counters to stop abuse and fix problems.

Besides the emails you send to customers, we send the business owner a few emails of our own: a welcome, three tips in your first two weeks, a Monday summary, reminders before CRA dates, and alerts as your sales near the $30,000 GST/HST limit. Each one has its own switch under Business settings, then Notifications, and the tips and Monday summary have a one-click unsubscribe link. Account emails, such as password resets, can't be turned off.

You can ask for the tax-time checklist, CRA date reminders or a spot on the founding customer list without an account. For these we keep your email, what you asked for, whether you are a sole proprietor or a corporation, the page you were on and the website that sent you there (its name only, like a search engine). For the founding list we also keep your answer about what you pay for tax help today and whether a short call is OK.

We send only what you asked for. Tax tips go only to people who ticked the box for them, and we keep the time you said yes and the words you agreed to, as Canada's anti-spam law requires. The box is never ticked for you. Every email has a one-click unsubscribe link, and we act on it right away. To have your details deleted, email hello@collabnorth.ca.

• To run the invoicing, expense and bookkeeping service you signed up for.
• To calculate Canadian sales tax and the tax-time numbers shown in the app.
• To send emails you start (invoices, receipts, reminders) and the owner emails above.
• To bill paid plans through Stripe.
• To keep the service secure, prevent abuse and fix bugs.
• To understand, through product events, which parts of the app need work.

Your data is stored with our hosting provider, Supabase, through Lovable Cloud. Stripe holds payment details and our email provider handles email delivery. When you ask us to read a receipt, the photo is sent to Anthropic, our AI provider, to read the vendor, date and amounts; it is not used to train their models. Each of these providers processes data only to provide its service to us.

• We don't sell your data or your customers' data.
• We don't use third-party analytics or advertising trackers.
• We don't store full card numbers or security codes.
• We don't use your records to train third-party AI models.

You can download all of your records at any time from Settings with Export everything: every invoice, expense, receipt photo and imported bank line. You don't need to ask us.

You can delete customers and other records in the app. Issued invoices, credit notes and receipts can't be changed or deleted, because tax records have to stay as they were sent. To close your account and remove your business data, email hello@collabnorth.ca from the owner's email address and we will confirm and process it. We may keep the minimum records needed for tax or fraud prevention.

You are responsible for having the right to enter your customers' personal information into CollabNorth and for handling it under the privacy laws that apply to your business (for example PIPEDA, or Quebec's Law 25). CollabNorth acts as a service provider on your behalf for that data.

CollabNorth is in Early Access. Features, storage and providers may change as we improve it. We will update this page and, when a change is material, ask you to accept the new version.

Privacy questions and deletion requests: hello@collabnorth.ca.