Privacy Policy
This Privacy Policy describes how Censalis Inc. ("Censalis", "we", "us") collects, uses, and protects information in connection with our website (censalis.com), the Censalis accounting product served at admin.censalis.com (the "Service"), the Censalis data conversion service, and the optional Gmail-connected document features. By using our website or the Service, you agree to the practices described here.
1. Information We Collect
Account information. When you or your company create a Censalis account, we collect information such as your name, email address, company name, and login credentials. Passwords are stored only in hashed form.
Customer accounting data. The Service stores the business records you and your team enter or import: the chart of accounts, customers, vendors, invoices, bills, banking transactions, payroll records, documents, and related accounting data ("Customer Data"). Customer Data belongs to your company. We process it only to provide the Service.
Website visits. censalis.com does not use advertising trackers or third-party analytics. Our hosting provider (Cloudflare) processes standard server logs, such as IP addresses and requested pages, for security and delivery of the site.
2. Tenant Isolation and Security
Censalis is multi-tenant software. Each customer's data is isolated at the database level: access controls are enforced inside the database itself using row-level security keyed to the authenticated user, so one customer's staff cannot read or write another customer's records. Changes to accounting records are captured in an append-only audit log. Data is encrypted in transit using TLS 1.2 or higher, and production credentials and API secrets are stored in a secrets manager, never in source code. No method of transmission or storage is completely secure, but we design, test, and review the Service against these risks on an ongoing basis.
3. QuickBooks Online Conversion
If your company chooses to convert from QuickBooks Online to Censalis, our conversion app connects to your QuickBooks Online company with your OAuth consent and performs a one-time, read-only import: the chart of accounts, customers, vendors, items, a trial balance as of the conversion date, open invoices and bills, and approximately 2 years of transaction history. The conversion writes nothing to QuickBooks Online. The OAuth tokens that authorize this access are held server-side only for the duration of the conversion, are encrypted at rest, and are revoked when the conversion completes. Converted data becomes part of your Censalis company and is protected as Customer Data under this policy.
4. Google User Data (Gmail Integration)
Censalis offers an optional feature that connects to a user's Gmail account, with that user's explicit OAuth consent, to find and import financial documents such as invoices and receipts into their Censalis company. If you enable it:
- We request read access to Gmail (gmail.readonly) to identify and retrieve emails and attachments that contain financial documents, and permission to insert messages (gmail.insert) solely to attach an informational record to the relevant email thread describing what was imported.
- Retrieved documents and the data extracted from them are stored with your company's Customer Data and are shown to you for confirmation before they affect your books.
- We do not use Google user data for advertising, and we do not sell it.
- We do not use Google user data to develop, improve, or train generalized artificial intelligence or machine learning models.
- Humans at Censalis do not read your Gmail data unless (a) you first give us explicit permission to view specific data for support, (b) it is necessary for security purposes such as investigating abuse, (c) it is necessary to comply with applicable law, or (d) the data has been aggregated and anonymized for internal operations.
- You can disconnect Gmail at any time from within the Service or by revoking Censalis's access in your Google Account security settings at myaccount.google.com/permissions.
Censalis's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
5. AI Document Processing
Documents you upload or import (including documents retrieved from Gmail with your consent) may be processed by an AI service, currently the Google Gemini API, to classify the document and extract accounting data from it. Every AI-proposed entry is presented to you for confirmation before it enters your books. Documents and extracted data are used only to provide the Service and are not used to train generalized AI models.
6. Bank Account Data
If your company connects a bank or card account for bank feeds, transaction and balance data is retrieved read-only through Plaid, our bank data provider, for bookkeeping and reconciliation. Censalis does not initiate payments or move money through these connections, and we do not store your online banking credentials. Plaid's handling of your data is described in Plaid's own end user privacy policy.
7. Diagnostics, Error Data, and Product Feedback
Error and diagnostic data. When the Service or your browser runs into a problem, the Service automatically collects diagnostic information about it so we can find and fix the issue. This includes details of the error, the page or feature in use, your browser type, the app version, and, when you are signed in, your user and company identifiers. If this information cannot be sent right away, for example because you are offline, it is stored in your browser and sent on a later visit. Diagnostic data is stored on infrastructure Censalis controls, is used only to operate, troubleshoot, and improve the Service, and is not shared with third parties. We retain error and diagnostic data for 90 days.
Product suggestions. The Service includes a suggestion feature. Suggestions you submit are stored with your account so we can review them and follow up, and are retained until they are acted on or deleted. Suggestions are not shared with third parties.
8. Service Providers
We use a small number of service providers to operate the Service. Each processes data only as needed to provide its function:
- Cloudflare: application hosting, content delivery, and file storage (US-based provider).
- Neon: managed PostgreSQL database hosting, running on AWS in the us-east-2 (Ohio) region, United States.
- Google: Gmail APIs for the optional Gmail integration and the Gemini API for document processing.
- Plaid: read-only bank feed connections.
- Stripe: billing for Censalis subscriptions. Stripe processes payment details; Censalis does not store full payment card numbers.
All Customer Data is stored in the United States. We do not sell personal information, and we do not share it with third parties for their own advertising or marketing.
9. Retention and Deletion
We retain Customer Data for as long as your company's account is active and as needed to provide the Service. Because accounting records are business records, your company controls how long its records are kept within the Service. After account termination, or on a verified request from an authorized representative of your company, we will delete or return Customer Data, except where retention is required for legal, tax, audit, or security purposes. Gmail-derived data is deleted on the same terms, and you may also request deletion of Gmail-derived data specifically by contacting us.
10. Breach Notification
If we determine that a security breach has affected your data, we will notify affected customers without undue delay, consistent with applicable law, and will describe what happened, what data was involved, and what we are doing about it.
11. Children
The Service is business software and is not directed to children. We do not knowingly collect personal information from anyone under 16.
12. Your Rights and Choices
You may access, correct, export, or delete information through the Service, or by contacting us at the address below. Depending on where you live, you may have additional rights under state privacy laws, such as the right to know what personal information we hold about you and to request its deletion. We honor such requests as required by applicable law and do not discriminate against you for exercising them.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated effective date, and, for material changes affecting active customers, notified through the Service or by email.
14. Contact
Censalis Inc.
1207 Delaware Ave, Suite 102
Wilmington, DE 19806
legal@censalis.com