What Closebooks knows about you.

Closebooks holds your income. That deserves a straight answer rather than a page of hedged legal filler, so this policy names every company that receives your data and says exactly what each one gets. Where something leaves your phone, it says so.

1Who we are

Closebooks is built and operated by Aaron Rasmussen, a sole proprietor in the United States. For the purposes of the UK and EU General Data Protection Regulation, that is the data controller.

Contact: hello@closebooks.app.

2What we collect, and why

Closebooks only asks for what a Schedule C needs. There is no profile to fill in, no social features, no contact-list access.

We do not collect your date of birth, your Social Security number, your bank details or your card details. Closebooks has no bank connection and never asks for one. Apple processes every payment; we never see your card.

3What never leaves your phone

• Your location. When you tap Start Drive, your phone measures distance while the drive runs. Only the resulting number of miles is ever saved or transmitted. No coordinates, no route, no start or end address is stored anywhere — not on the device, not on our servers.
• Your Face ID or Touch ID. Biometrics never leave the Secure Enclave and are never visible to the app. If you turn on the app lock, iOS simply tells Closebooks yes or no.
• Your photo library. Only a receipt you deliberately scan, choose or attach is used.
• Notifications. Closebooks schedules two kinds of reminder — one before each IRS quarterly deadline, and one two days before a free trial converts. Both are created and delivered by your own phone. There is no push server, so nothing about a reminder is transmitted anywhere.

4Casey and Anthropic

Casey is the assistant that answers questions about your books. For an answer to be correct rather than invented, Casey has to be given your actual numbers. When you send a message, Closebooks passes it — through our own server, which holds the API key so it is never inside the app — to Anthropic, along with a snapshot of your current tax year. That snapshot includes:

• Your closings for the year, including property addresses and amounts
• Your expenses — category, amount, deductible amount, and the recipient's name on a client gift. Your own note text on an expense is not included
• Your fees paid or falling due this tax year
• Your total mileage and your Schedule C figures — not individual trips or their descriptions
• Your first name and your home-office square footage. No other setting is sent

Your message and that snapshot go to Anthropic's API in the United States. Anthropic states that it does not train its models on data submitted through its commercial API, and that it retains API inputs and outputs for a limited period for trust-and-safety purposes. Their policy is at anthropic.com/legal/privacy.

Two consequences worth being explicit about. First, two of those fields can identify someone other than you — a property address, and the name you type on a client gift — so treat the gift recipient field as something that will leave your phone. Second, we count your messages against a daily limit, and that count is stored with your account; the content of your conversations is not.

Your conversation stays in your phone's memory while the app is running, so you can close Casey and come back to it. Quitting the app clears it.

5Analytics

Closebooks uses PostHog to count feature usage — how many people log a closing, whether anyone finds the mileage widget, where onboarding loses people.

The events are written as a fixed list in the source code, and their properties come from fixed sets — an expense category, a plan name, an onboarding screen, which permission you were asked for and whether you granted it. A dollar amount, a client name, a property address or your note text cannot become an analytics property, because the code offers no way to express one.

What PostHog receives:

• The event name and its fixed properties — for example logged_expense with category: meals
• A random account identifier, never your email
• App version, device model, OS version and locale, which the SDK attaches automatically
• Four lifecycle events we enable deliberately: installed, updated, opened, backgrounded

PostHog's servers see the address your phone connects from, as every server does. We send a flag on every event that disables their location lookup, so no city or region is derived from it or attached to you. We do not query, analyse or act on where you are, and it is never combined with anything in your ledger.

Session replay, screen recording and automatic tap capture are all switched off. You can turn analytics off entirely in Account → Security & data.

6Who receives your data

Supabase, PostHog and Anthropic act on our instructions under written terms, and may not use your data for their own purposes. Apple is different: it decides how it uses what it collects, under its own privacy policy, so it is not acting on our instructions.

That is the complete list of companies that receive data from the app. Section 13 covers the two that the website involves.

We do not sell your personal information. We never have, and the business does not depend on it. There are no advertisers, no ad networks, no data brokers, no affiliate trackers, and no analytics SDK beyond the one named above. Closebooks does not track you across other apps or websites and does not use the Advertising Identifier.

We would disclose data if a valid legal order compelled it, or to protect against fraud or a threat to someone's safety. Nothing like that has happened.

7Where your data lives

Your books are stored in the United States, in Supabase's AWS us-east-1 region (Northern Virginia). PostHog and Anthropic also process in the United States.

If you are in the UK, the EEA or Switzerland, this means your data is transferred outside your home jurisdiction. Those transfers rely on the European Commission's Standard Contractual Clauses, incorporated into our agreements with each processor. Email hello@closebooks.app for a copy of the relevant clauses.

8How long we keep it

• Your ledger and account: until you delete them. Tax records are worth keeping for years, so nothing expires on its own.
• A deleted account: removed immediately — see section 10.
• Analytics events: retained by PostHog under their standard retention. Because they carry a random identifier rather than your email, deleting your account does not automatically remove them. Email us and we will delete them by hand within 30 days.
• Casey messages: not stored by us. Anthropic retains API traffic for a limited period under their own policy.
• Backups: Supabase keeps short-term backups for disaster recovery, so a deleted record may persist in a backup for a short window before ageing out.

9Security

• Every database table has row-level security restricting each row to the account that owns it. That is enforced by the database itself, not by app code, and the same rule guards receipt images in storage.
• Everything in transit is encrypted with HTTPS.
• Data on the device is protected by iOS Data Protection, and your sign-in token is held in the iOS Keychain.
• You can require Face ID, Touch ID or your passcode every time the app opens.
• The Anthropic API key lives only on our server and is never shipped inside the app.
• No card details ever reach us. Apple handles payment end to end.

No system is perfectly secure, and we will tell you promptly if a breach affects your data.

10Your rights and controls

We answer requests within 30 days, and there is no charge.

If you are in the UK or EEA and think we have handled your data badly, you can complain to your national data-protection authority. We would rather you emailed us first.

11Legal bases (EEA and UK)

• Performing our contract with you: your account, your ledger, syncing it, and answering your Casey questions. Without these the app cannot do its job.
• Our legitimate interests: feature analytics — kept minimal and switchable off — so we can improve a product you pay for; and security and abuse prevention.
• Legal obligation: the records tax and accounting law requires us to keep as a business.

12Children

Closebooks is a tool for working professionals and is not directed at children. We do not knowingly collect data from anyone under 16. If you believe a child has created an account, email us and we will remove it.

13The website

This site is hosted by Vercel, which keeps short-term server logs including IP addresses for security and reliability. We set no analytics cookies and run no advertising or tracking pixels on it.

Two third parties are involved in loading it:

• Google Fonts serves the typefaces on most pages, so loading one sends your IP address to Google LLC. This page and the Terms deliberately do not load them — reading a privacy policy should not require contacting a third party.
• Tally provides the feedback form. The feedback page embeds Tally directly, so opening it contacts Tally's servers; the waitlist button is an ordinary link that only reaches Tally if you click it. Anything you type into a Tally form goes to Tally (Tally BV, Belgium).

14Changes

If this policy changes materially we will update the date at the top and, where we can reach you, tell you in the app before the change takes effect. If you sign in with Apple and choose Hide My Email we may not be able to email you, so the in-app notice is the one to watch.

15Contact

Email hello@closebooks.app. It reaches one person, and he answers.