Privacy policy

PRIVACY POLICY

Last Updated: January 22, 2026

Effective Date: January 22, 2026

Smartqix LLC (“Company,” “we,” “us,” or “our“) operates QixCount, a cloud-based accounting software platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services (collectively, the “Services“).

Please read this Privacy Policy carefully. By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Services.

1. INFORMATION WE COLLECT

We collect information in several ways when you use our Services:

1.1 Information You Provide Directly

Account Information:

• Name, email address, phone number
• Company name and job title
• Password (stored in hashed format)
• Two-factor authentication credentials (stored encrypted)

Business Information:

• Business name, address, and contact details
• Fiscal year settings, timezone, and currency preferences
• Tax identification numbers (SSN, EIN) stored encrypted
• Business logos and branding assets

Financial Data:

• Chart of accounts and account balances
• Invoices, bills, and payment records
• Journal entries and transactions
• Bank account details and transaction history
• Tax compliance documents (W-9 forms, 1099 data)
• Payroll information (if Payroll module enabled)

Communications:

• Messages sent through our AI assistant (Qix)
• Support requests and correspondence
• Feedback and survey responses

1.2 Information Collected Automatically

Device and Usage Information:

• IP address
• Browser type and version
• Device type (mobile, tablet, desktop)
• Operating system
• Pages visited and features used
• Date and time of access
• Referring website addresses

Session Information:

• Session identifiers
• Authentication tokens
• User preferences and settings

Log Data:

• Login history and authentication events
• Activity logs (actions performed within the platform)
• Error logs and system diagnostics

1.3 Information from Third-Party Services

Banking Data (via Plaid):

When you connect your bank accounts, we receive:

• Account names, types, and balances
• Transaction history (amounts, dates, descriptions, merchant names)
• Account and routing numbers (for verification purposes)

Payment Data (via Stripe):

When you subscribe or make payments, Stripe provides:

• Payment method details (last four digits only)
• Billing address
• Transaction history

Document Processing (via AWS Textract):

When you upload documents for OCR processing:

• Extracted text and data from uploaded documents
• Document metadata (type, page count)

1.4 Cookies and Tracking Technologies

We use cookies and similar technologies to:

Essential Cookies:

• Maintain your session and authentication
• Remember your preferences
• Ensure security (CSRF protection)

Analytics Cookies:

• Understand how you use our Services
• Measure feature adoption and performance
• Identify areas for improvement

Marketing Cookies:

• Deliver relevant advertisements
• Track campaign effectiveness
• Personalize your experience

For more information, see Section 7 (Cookies and Tracking).

2. HOW WE USE YOUR INFORMATION

We use your information for the following purposes:

2.1 Providing and Improving Services

• Create and manage your account
• Process transactions and payments
• Provide accounting, invoicing, and financial management features
• Enable AI-powered assistance and automation
• Synchronize bank transactions and reconciliation
• Generate financial reports and analytics
• Provide customer support

2.2 Security and Fraud Prevention

• Detect and prevent unauthorized access
• Monitor for suspicious activity
• Verify identity and authenticate users
• Maintain audit trails for compliance

2.3 Communications

• Send service-related notifications
• Respond to inquiries and support requests
• Send marketing communications (with your consent)
• Notify you of policy changes

2.4 Legal and Compliance

• Comply with tax and financial reporting requirements
• Respond to legal requests and court orders
• Enforce our Terms of Service
• Protect our rights and property

2.5 Analytics and Improvement

• Analyze usage patterns and trends
• Test new features (A/B testing)
• Improve our Services and user experience
• Train and improve our AI systems

3. INFORMATION SHARING AND DISCLOSURE

We share your information only in the following circumstances:

3.1 Service Providers

We share data with third-party vendors who perform services on our behalf:

3.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal data.

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Court orders or subpoenas
• Government or regulatory requests
• Legal process or litigation
• Protection of our rights, privacy, safety, or property

3.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

3.5 Aggregated or De-identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you for research, analytics, or marketing purposes.

4. DATA RETENTION

We retain your information for as long as necessary to fulfill the purposes described in this Privacy Policy:

After the retention period, data is securely deleted or anonymized.

5. DATA SECURITY

We implement appropriate technical and organizational measures to protect your information:

5.1 Technical Safeguards

• Encryption: Sensitive data (passwords, 2FA secrets, tax IDs, SMTP credentials) is encrypted at rest
• TLS/SSL: All data transmitted is encrypted in transit
• Hashing: Passwords are stored using secure one-way hashing
• Access controls: Role-based permissions limit data access
• Multi-tenancy isolation: Each business has a separate database

5.2 Organizational Safeguards

• Employee access is limited to job requirements
• Regular security training for personnel
• Incident response procedures
• Regular security assessments

5.3 Backup and Recovery

• Encrypted backups stored on secure cloud storage
• Disaster recovery procedures
• Regular backup testing

Despite our efforts, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. YOUR RIGHTS AND CHOICES

6.1 All Users

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Export: Download your data in a portable format
• Opt-out: Unsubscribe from marketing communications

6.2 California Residents (CCPA/CPRA)

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have the following additional rights:

Right to Know:

• Categories of personal information collected
• Sources of personal information
• Business purposes for collection
• Categories of third parties with whom we share data
• Specific pieces of personal information collected

Right to Delete:

Request deletion of your personal information, subject to certain exceptions.

Right to Correct:

Request correction of inaccurate personal information.

Right to Opt-Out:

Opt out of the “sale” or “sharing” of personal information for cross-context behavioral advertising.

Right to Limit Use of Sensitive Personal Information:

Limit use of sensitive personal information to purposes necessary to provide the Services.

Right to Non-Discrimination:

We will not discriminate against you for exercising your privacy rights.

Categories of Personal Information Collected (past 12 months):

• Identifiers (name, email, IP address)
• Financial information (account numbers, transaction data)
• Commercial information (purchase history, subscription data)
• Internet activity (browsing history, usage data)
• Professional information (company, job title)
• Sensitive personal information (tax IDs, financial account credentials)

We do not “sell” personal information as defined by CCPA. We may “share” information with advertising partners for cross-context behavioral advertising. You may opt out by clicking “Do Not Sell or Share My Personal Information” on our website.

6.3 Other State Privacy Laws

Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws have similar rights. Please contact us to exercise your rights.

6.4 Exercising Your Rights

To exercise your rights, contact us at:

• Email: legal@qixcount.com
• Mail: Smartqix LLC, 175 South 3rd Street, Ste 200, Columbus, OH 43215

We will respond within 45 days. We may need to verify your identity before processing your request.

7. COOKIES AND TRACKING TECHNOLOGIES

7.1 Types of Cookies We Use

7.2 Managing Cookies

You can control cookies through:

• Browser settings: Most browsers allow you to block or delete cookies
• Cookie consent banner: Adjust preferences when you first visit
• Opt-out links: Use industry opt-out tools (NAI, DAA)

Note: Disabling essential cookies may affect functionality.

7.3 Do Not Track

Our Services do not currently respond to “Do Not Track” browser signals. However, you may use the opt-out mechanisms described above.

8. AI AND AUTOMATED DECISION-MAKING

8.1 AI Assistant (Qix)

Our AI assistant uses your data to:

• Answer questions about your financial data
• Automate accounting tasks
• Provide insights and recommendations

AI conversations are stored to maintain context and improve the service. You can delete conversation history at any time.

8.2 Automated Processing

We use automated processing for:

• Bank transaction categorization
• Invoice and document extraction (OCR)
• Fraud detection
• Reconciliation suggestions

You have the right to request human review of automated decisions that significantly affect you.

8.3 AI Training

We may use de-identified or aggregated data to improve our AI systems. We do not use your identifiable business data to train third-party AI models without your consent.

9. CHILDREN’S PRIVACY

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn we have collected information from a child under 18, we will delete that information promptly.

If you believe we have collected information from a child under 18, please contact us immediately.

10. THIRD-PARTY LINKS

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any information.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on our website
• Updating the “Last Updated” date
• Sending you an email notification (for significant changes)

Your continued use of the Services after changes take effect constitutes acceptance of the revised Privacy Policy.

12. CONTACT US

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Smartqix LLC

Email: legal@qixcount.com

Mail: 175 South 3rd Street, Ste 200, Columbus, OH 43215

This Privacy Policy was last reviewed and updated on January 22, 2026.