Balancivo Privacy Policy
Effective October 16, 2026
What changed. This version adds Charis, Balancivo's optional assistant, and Anthropic, the AI provider that powers it; adds Resend, which sends our service emails; and describes the employer details and tax deposits used by the Form 941 worksheet. For accounts created before October 16, 2026, the Charis changes take effect on November 15, 2026, or earlier if your organization turns Charis on; until then, the October 13, 2026 policy applies to you. The other changes describe how Balancivo already works.
This policy explains what information Gnosis Concepts Inc. ("GCI," "we," "us") collects through Balancivo at balancivo.com, including the web app at app.balancivo.com (the "Service"), how we use it, who we share it with and the choices you have.
The short version: we use your information only to run Balancivo for your organization. We don't sell it, we don't run ads or analytics trackers, and we don't use it to train AI models. Your books are never sent to an AI provider. If you use Charis, our optional assistant, only the questions you type are sent to Anthropic to answer them, and you can turn Charis off at any time.
Your agreement. By signing up for an account or signing in to Balancivo, you agree to this Privacy Policy and to our Terms of Service, and you acknowledge that we collect, use and share information as described here. If you don't agree, don't sign up, sign in or use the Service.
1. Information we collect
Account information. Your email address, your password (stored only as a secure hash by our authentication provider), your two-step sign-in setup (required for owners), your organization memberships and roles (owner or bookkeeper), and invitations an owner creates for your email address. We don't ask for your name or phone number to create an account.
Your organization's books. Organization name and type; accounts (name, bank or card issuer, type, last four digits, opening balance); transactions (date, description, merchant, amount, category and notes); categories and the merchant rules Balancivo learns from your choices; the CSV column layout you choose for each account; closed months; reconciliations; journal entries; budgets; funds; fixed assets; and reports made from all of these.
Statements and receipts. When you import a statement, Balancivo saves the original file (PDF, CSV, OFX or QFX) in private storage, along with its opening and closing balances and dates. PDF statements are read in your browser first: you review the transactions on screen, and nothing is uploaded or saved until you confirm the import. CSV, OFX and QFX files are uploaded when you confirm, and our server reads the transactions from them. Receipts you upload (photos or files) are also stored privately.
People in your books. If you use these features, your organization may enter information about other people:
- Contacts (customers, vendors and donors): name, email, phone, address, notes, whether a W-9 is on file and whether a 1099 is needed. Donor contribution statements are built from the gifts recorded for each donor.
- Employees and clergy: name, title, email, pay type and rate, pay frequency, housing allowance, Form W-4 elections (filing status and the dollar amounts entered), withholding choices, and each pay run's amounts.
- Invoices and bills: the customer or vendor, amounts, dates and payments.
Employer tax details. If an owner uses the Form 941 worksheet, Balancivo stores the organization's employer identification number (EIN), legal and trade names, address and deposit schedule, the federal tax deposits recorded (date, amount and optional EFTPS confirmation number), and each quarter's worksheet with who reviewed, locked and filed it.
Apart from your organization's EIN, Balancivo doesn't ask for Social Security numbers, taxpayer ID numbers or full bank account numbers, and you shouldn't enter them in notes, Charis or other fields.
Audit log. Balancivo records each change to your books (for example, to transactions, accounts, categories, rules, closed months and contacts), including who made it, when, and the values before and after.
Optional bank connection. An owner can connect the organization's bank accounts through Plaid. When an owner connects a bank, Balancivo receives from Plaid the bank's name and each connected account's name, type, last four digits, balance and transactions (up to two years of history, then new transactions nightly). You sign in to your bank in Plaid's window, so Balancivo never sees your bank username or password. Plaid gives us an access key, which we keep encrypted.
Charis questions. If you use Charis, it receives the questions you type, the last few turns of your conversation, the name of the page you're on and whether you're an owner or a bookkeeper. Charis doesn't read your books: no transactions, payroll, reports, contacts or other records are sent with your questions. Before a question leaves Balancivo, we mask anything that looks like a Social Security number, EIN, or bank or card number. We don't store the text of your questions and Charis's answers, except when you rate an answer and choose to send feedback, which saves that one exchange so we can improve Charis. For each question we keep a usage record: your organization, your account, the time, the page, the number of tokens used and any rating, which we use to count your plan's allowance and keep Charis secure.
Billing. Founding seats are bought at agilegnosis.com, where Stripe processes payment. The Balancivo app doesn't collect or store card numbers. The agilegnosis.com privacy policy covers checkout.
Technical information. Our hosting and database providers record standard server logs (such as IP address, browser type and the time of each request) to run and secure the Service. The sign-in and sign-up forms use Cloudflare Turnstile to check for bots, which processes device and browser signals.
Browser storage. The app stores your sign-in session, the organization you last opened, and two report details you type (the "prepared by" name on financial statements and the address on donor statements) in your browser's local storage. We don't use advertising or analytics cookies.
2. How we use information
We use information to:
- provide the Service: import statements, categorize transactions, check balances, reconcile and close months, and produce your reports;
- answer the questions you ask Charis;
- send service emails, such as account confirmation and password emails, usage alerts and Form 941 due-date reminders;
- secure the Service, prevent abuse and fix problems;
- respond to support requests; and
- meet legal obligations and enforce our Terms.
We don't sell personal information, share it for targeted advertising, or use your organization's books to train AI models.
3. Who we share information with
We share information only with service providers that help us run Balancivo, under terms that limit their use of it, and only as needed for their role:
| Provider | What it does | Information involved |
|---|---|---|
| Supabase | Database, sign-in, account emails, private file storage and server functions, hosted in the United States (AWS us-east-1) | All account and organization data, uploaded statements and receipts |
| Netlify | Hosts the web app | Server logs |
| Cloudflare | Turnstile bot check on the sign-in and sign-up forms | Device and browser signals, IP address |
| Plaid | Optional bank connection, only if an owner connects a bank | Your bank sign-in (entered in Plaid's window), and the account and transaction data your bank sends |
| Anthropic | The AI model (Claude) that writes Charis's answers, only if your organization has Charis on and you use it | The questions you type, recent conversation, page name and role, with private numbers masked. Never your books. Under its commercial terms, Anthropic doesn't use this to train its models. |
| Resend | Sends Balancivo's service emails, such as usage alerts and Form 941 reminders | Owners' email addresses, organization names and the content of those emails |
| Google Fonts | Serves the app's fonts | IP address and browser details |
Your statements and books are never sent to an AI provider. Anthropic receives only what's listed above, and only when someone uses Charis.
We may also disclose information:
- when the law, a court order or a valid government request requires it;
- to protect the rights, safety and security of our users, the public or Gnosis Concepts Inc.; or
- to a buyer or successor in a merger, acquisition or sale of the business, which would remain bound by this policy.
4. Who can see your organization's information
Everything in an organization's books is visible to the members of that organization, not to other Balancivo users. The owner decides who is a member and whether each person is an owner or a bookkeeper. Only owners can see the audit log. Uploaded statements and receipts are stored privately, and receipts open through links that expire after 10 minutes.
5. How long we keep information
- Your organization's books, statements, receipts and audit log are kept while your organization has an account with us, so your history and closed months stay complete.
- Account information is kept until you close your account.
- When you ask us to delete your organization's data, we delete it within 30 days of your written request, except records we must keep for legal, tax or billing reasons.
- Bank connections. When an owner disconnects a bank, we erase its access key. Transactions already in your books stay there unless you ask us to delete them.
- Charis. Usage records are kept for 24 months, for billing and security. Feedback you choose to send, with the exchange it's about, is kept for 12 months, then deleted. The conversation in the panel is cleared when you sign out.
- Backups are kept for a limited period, then overwritten.
6. Your choices and rights
- Access, correct and delete. You can view and edit your organization's books in the app, delete receipts, and leave an organization. Owners can remove members and change their roles.
- Turn Charis off. An owner can turn Charis off for the whole organization, and anyone can turn it off for themselves, in Settings. When it's off, nothing is sent to Anthropic.
- Get a copy. You can download reports as CSV files and print them to PDF. Email us for a copy of your organization's transactions and uploaded files.
- Close your account or delete your data. Email info@agilegnosis.com from your account's email address (for an organization's books, the owner's address). We will confirm the request and complete it within 30 days.
- People in your books. If you are an employee, donor, customer or vendor of an organization that uses Balancivo, that organization controls your information. Please contact it first. We will help it respond.
- State privacy rights. Depending on where you live, you may have the right to know, access, correct, delete or get a copy of your personal information, and to opt out of its sale or use for targeted advertising (we do neither). Email us to exercise any of these rights. We will verify your request, respond within the time the law allows, and won't treat you differently for using them. If we decline a request, you can appeal by replying to our decision.
7. Security
We use encryption in transit (HTTPS) and at rest, row-level security that limits each organization's data to its members, private file storage, a bot check on sign-in, and two-step sign-in with an authenticator app, which owners must use and anyone can turn on. With two-step sign-in on, your books can't be read with a password alone. Bank access keys are kept encrypted and can be read only by our server. Access to production systems is limited to the people who run the Service. No system is perfectly secure. If a breach affects your personal information, we will notify you as the law requires.
8. Where information is processed
Balancivo is operated from the United States, and your information is stored and processed in the United States. The Service is intended for U.S. organizations.
9. Children
The Service is for organizations and isn't directed to children. We don't knowingly collect personal information from children under 13.
10. Changes to this policy
We will post any update here with a new effective date. If a change is material, we will tell you by email or in the app before it takes effect.
11. Contact
Gnosis Concepts Inc., San Antonio, Texas
Email: info@agilegnosis.com · Phone: (210) 993-6756