Privacy Policy

Last updated: February 2026

This Privacy Policy describes how TopOps AI ("we," "us," or "our") collects, uses, and protects your information when you use our platform and services. By using TopOps AI, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Account Information: When you create an account, we collect your name, email address, company name, and other information you provide during registration.

Financial Data: When you connect your QuickBooks account, we access and sync your financial data including transactions, invoices, accounts, and reports through the Intuit/QuickBooks API. This data is used solely to provide our financial operations services.

Usage Data: We collect information about how you interact with our platform, including pages visited, features used, and session duration.

Cookies: We use cookies and similar technologies to maintain your session, remember your preferences, and improve your experience on the platform.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our financial operations services
• Process billing and subscriptions through Stripe
• Send transactional emails and notifications through Resend
• Analyze usage patterns to improve the platform experience
• Respond to your requests, questions, and support inquiries
• Protect against fraud, unauthorized access, and other security threats

Data Storage & Security

We take the security of your data seriously and implement appropriate technical and organizational measures to protect it:

• Your data is stored in a SQLite database with regular backups
• Passwords are encrypted using bcrypt hashing and are never stored in plain text
• Authentication is managed through secure, session-based mechanisms
• All data in transit is encrypted via HTTPS in production environments
• Access to your data is restricted to authorized personnel and services only

Third-Party Services

We integrate with the following third-party services to deliver our platform:

• QuickBooks / Intuit: Used to sync your financial data, including transactions, invoices, and reports. Your QuickBooks credentials are never stored by TopOps AI; authentication is handled through Intuit's OAuth flow.
• Stripe: Used to process subscription payments and billing. We do not store your full credit card information; payment data is handled entirely by Stripe.
• Resend: Used to send transactional and notification emails. Only your email address is shared with Resend for delivery purposes.

Each third-party service has its own privacy policy governing how your data is handled. We encourage you to review their policies.

Your Rights

You have the following rights regarding your data:

• Access: You can access your personal and financial data at any time through your dashboard.
• Deletion: You can request deletion of your account and all associated data by contacting us.
• Export: You can export your financial data from the platform at any time.
• Update: You can update your account information through your account settings.

Data Retention

We retain your data for as long as your account is active and as needed to provide our services. If you request account deletion, we will delete your personal data and financial records within 30 days of the request. Some data may be retained longer if required by law or for legitimate business purposes such as resolving disputes or enforcing our agreements.

Contact

If you have questions or concerns about this Privacy Policy or your data, please contact us at hello@topopsai.com.