Balancivo Privacy Policy

Effective October 20, 2026

What changed. This version adds two optional email features: Zelle memos, which reads the Zelle payment alerts your bank emails you, and Receipts from email, which reads receipts and invoices and can ask Anthropic's AI to read one Balancivo can't read on its own. Either can work from emails forwarded to Balancivo or from a mailbox an owner connects (Gmail, Outlook or another email provider). It also adds the Subscriptions page, explains how we handle Google user data, and describes team invitation emails, deleting an organization in Settings, and the information kept for split transactions, the check register, loans and the chart of accounts. For accounts created before October 20, 2026, the changes about these email features take effect on November 19, 2026, or earlier if your organization turns Zelle memos or Receipts from email on; until then, the October 16, 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. Two optional features use Anthropic's AI: Charis, our assistant, which receives only the questions you type; and Receipts from email, which can send a receipt email that Balancivo's own reader can't read to Anthropic so it can be read. Owners can turn either 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), any passkeys or fingerprint and face sign-in you set up (our authentication provider keeps the passkey's public key and ID, its name and when it was added and last used; your fingerprint or face never leaves your device, and Balancivo never receives it), your organization memberships and roles (owner or bookkeeper), and invitations an owner creates for your email address, including whether the invitation email was sent. 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), including the parts of split transactions; the chart of accounts (categories with their numbers, descriptions, sub-accounts and the custom types you create) 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.

Checks and loans. If you use the check register, Balancivo keeps each check's number, date, payee, amount, category, fund and memo, and whether and when it cleared the bank. If you set up a loan or mortgage, it keeps the lender's name, interest rate, monthly payment and escrow amount, and the statement dates and balances you enter from the lender's statements.

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.

Zelle memos (optional). Banks often leave the memo out of a Zelle payment in the bank's transaction list but include it in the email alert they send. If an owner turns on Zelle memos in Settings, Balancivo reads those alerts in one of two ways the owner chooses:

• Forwarding. The owner sets a rule in their email to forward Zelle alerts to a private Balancivo address. Our email provider, Resend, receives the forwarded email, and Balancivo reads it. If Gmail sends a confirmation code to that address, Balancivo keeps the code so the owner can see it in Settings.
• Connected mailbox. The owner signs in to a mailbox through Google (Gmail) or Microsoft (Outlook), or, for other providers such as Yahoo, AOL or iCloud, enters the email address, an app password and the mail server. Access is read-only. Every 15 minutes Balancivo looks at recent messages: with Gmail and other providers it asks only for messages that mention Zelle, and with Outlook it lists only the senders of recent messages. It opens a message only when it comes from a bank's or Zelle's own email domain (or a bank domain the owner adds) and passes that domain's email authentication check (DMARC or DKIM). If your organization also uses Receipts from email, Balancivo looks for receipts in the same mailboxes, as described below. Balancivo never sends, deletes, moves or marks messages, and doesn't read or keep any other messages. The Google or Microsoft access key, or the app password, is kept encrypted. An organization can connect up to five mailboxes.

From each Zelle alert, Balancivo keeps only the amount, whether money came in or went out, the other party's name, the memo, the date, the Zelle confirmation number, the sender's address, the subject line, and which of your bank transactions it was matched to. The email itself isn't stored. Alerts only add a memo to a transaction from your bank; they never add or change amounts.

Receipts from email (optional). If an owner turns on Receipts from email in Settings, Balancivo reads receipts and invoices that are forwarded to a private Balancivo address, and, if the owner chooses, looks for them in the mailboxes connected in Settings (the first time, going back 30 days). In a mailbox, Balancivo looks only at messages whose subject reads like a receipt, invoice, order or payment confirmation, or a renewal, skips junk, sent mail and drafts, and uses a message only when the mail server has authenticated its sender. Messages it doesn't use aren't kept.

• What's kept. From each receipt: the seller, total, date, order or invoice number, whether it's a subscription and its billing cycle and next renewal, the sender's address and the subject line, and a PDF of the receipt (the PDF attached to the email, or a PDF made from the email's text). The PDF is stored privately as a receipt in your books and attached to the matching bank or card charge. To avoid reading a message twice, Balancivo also keeps a record of each message it has looked at (an ID, not its content) for 45 days.
• AI reading. When Balancivo's own reader can't tell the seller or the total, and the owner hasn't turned AI reading off, Balancivo sends that receipt email's sender, subject, date and text (up to about 20,000 characters) and its attached receipt PDF, if any (up to 4 MB), to Anthropic, whose AI model (Claude) returns only the receipt details listed above. Each plan has a monthly allowance of AI reads. Nothing else from your books is sent.

Subscriptions. The Subscriptions page lists recurring charges that Balancivo finds in your bank and card transactions and in subscription receipts, plus any you add. For each it keeps the name, amount, billing cycle, last charge, next renewal and any notes your members add. If an owner leaves reminders on, Balancivo emails owners about upcoming renewals and price increases, at most once a day.

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 in your browser's local storage your sign-in session, the organization you last opened, the time of your last activity (for automatic sign-out), whether you've set up a passkey on this device, prompts you've dismissed, and two report details you type (the "prepared by" name on financial statements and the address on donor statements). It also keeps a few short-lived notes for the current tab, such as whether it just reloaded to get a new version. 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;
• if your organization turns on Zelle memos, read Zelle alerts and match them to your bank transactions;
• if your organization turns on Receipts from email, read receipts, attach them to the matching charges and suggest a category;
• find recurring charges for the Subscriptions page and send renewal and price-increase reminders;
• send service emails, such as account confirmation and password emails, team invitations, 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 or email to train AI models.

Team invitations. When an owner invites someone, Balancivo emails that person an invitation with the inviting owner's email address, the organization's name and the role offered. Replies go to the inviting owner.

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:

Your statements and books are never sent to an AI provider. Anthropic receives only what's listed above: questions when someone uses Charis, and a receipt email when Balancivo can't read it on its own and AI reading is on.

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. Google user data

If an owner connects a Gmail mailbox, Balancivo asks Google for read-only access to Gmail (the gmail.readonly permission) and uses it only to find and read the Zelle payment alerts and, if your organization uses Receipts from email, the receipts described above, so their memos and receipts can be added to your organization's books. Balancivo'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. In particular:

• we use Gmail data only to provide Zelle memos and Receipts from email, features the owner can see and turn off in Settings;
• we don't transfer Gmail data to anyone, except as needed to provide those features (for example, sending a receipt Balancivo can't read to Anthropic to read it, when AI reading is on), to comply with the law, or as part of a merger or acquisition with notice to you;
• we don't use Gmail data for advertising, don't sell it, and don't use it, or let Anthropic use it, to train AI models; and
• no person at GCI reads your email, unless you ask us to for support and agree, it's needed for security (such as investigating abuse), or the law requires it, and then only the message involved.

We handle Outlook and other mailboxes the same way.

5. 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 and the Zelle forwarding address, and only owners can connect or disconnect a mailbox. Each Zelle alert shows who sent it, so members can spot one that doesn't look right. Uploaded statements and receipts are stored privately, and receipts open through links that expire after 10 minutes.

6. 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.
• Receipts and subscriptions. Receipts read from email, with their PDFs, and the Subscriptions list stay with your books until you delete them. Records of which messages were looked at are deleted after 45 days.
• Zelle memos. The details kept from each alert stay with your books. We erase a mailbox's access key or app password (and ask Google to revoke its access) when an owner disconnects the mailbox, connects a different account in its place, or stops being an owner, or when the organization is deleted. Retiring the forwarding address stops mail sent to it from being read.
• Deleting an organization. When an owner deletes an organization in Settings, its books, members, invitations and settings are deleted right away. We keep only a record of the deletion (the organization's ID, when it happened, who did it and how many records were removed).
• 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.

7. 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 Zelle memos or Receipts from email off. An owner can turn off either feature, turn off AI reading of receipts, turn off subscription reminders, disconnect a mailbox or retire a forwarding address at any time. You can also remove Balancivo's access in your Google account (myaccount.google.com, then Security, then Your connections to third-party apps and services) or your Microsoft account (myaccount.microsoft.com, then Privacy, then Apps and services), or delete the app password at your email provider.
• 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.
• Delete an organization. An owner can delete an organization and all of its books in Settings (Delete this company), after disconnecting its banks and removing its uploaded files. This can't be undone, so download what you need first.
• 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.

8. 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, mailbox access keys and app passwords are kept encrypted and can be read only by our server. Mailbox access is read-only, and Balancivo reads a Zelle alert only when it passes the bank's email authentication check. 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.

9. 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.

10. Children

The Service is for organizations and isn't directed to children. We don't knowingly collect personal information from children under 13.

11. 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.

12. Contact

Gnosis Concepts Inc., San Antonio, Texas
Email: info@agilegnosis.com · Phone: (210) 993-6756