Privacy Policy

This Privacy Policy applies to the Vibooks website, desktop software, separately contracted bookkeeping services, and related services operated by Block Software Inc.

It explains how information is handled when you visit our website, use the product, validate a license, receive updates, engage our bookkeeping services, or choose to connect external tools.

The current Vibooks desktop product is built so that bookkeeping data is stored locally on your device by default. Your ledgers, reports, exports, and working bookkeeping records are intended to remain under your control unless you choose to move or share them.

When you use local backup strategies, backup destinations are selected by you. The current desktop product does not require cloud storage from Block Software to keep working.

When the app checks license status, confirms which features your plan allows, redeems billing or recovery flows, or looks for software updates, limited technical, licensing, billing, and operational information may be sent to our servers.

Depending on the workflow, this may include your license email, license and subscription identifiers, purchase or billing references, device or activation metadata such as device name, platform, architecture, app version, processed device identifiers, request timestamps, and limited diagnostic or security metadata. If a purchase or billing channel collects additional billing contact details such as a customer or payer name, that information may also be shared with us as part of the transaction or subscription record.

Company and Book identifiers used by the desktop app to count local capacity and choose Canadian Payroll Companies remain in the local database and are not sent to the licensing service. Full backups that you create may contain that local state and remain under your control.

We use this information to validate licenses, operate billing and recovery flows, maintain device activation and plan access, deliver updates, protect the service from abuse, troubleshoot operational issues, and maintain product security. We may also retain audit records, error records, and hashed or otherwise derived abuse-prevention signals for reasonable operational and security retention periods.

If you visit the Vibooks website, standard web infrastructure may process information such as IP address, browser details, referring pages, and request logs in order to deliver the site and keep it secure.

When you submit a quote request, we collect the contact information you enter; the selected bookkeeping service or software License scopes; Company and Canadian Payroll quantities where applicable; the business context or reason you provide; the localized summary shown in your browser; a request reference; and abuse-prevention signals. Cloudflare Turnstile processes verification and network information to prevent automated spam. Access is limited to staff who need the information to review and respond, prevent abuse, or handle a verified privacy request. Administrator email is a minimal operational alert containing only the request type and reference, received time, License-scope codes and aggregate Company count where applicable, and an authenticated Admin link; contact details and free-text context remain in Admin. Contact and request content are scheduled for deletion after 365 days unless deleted earlier or subject to a documented legal or contractual hold. Hashed IP and email rate-limit counters are kept for 7 days after the daily window ends.

When you submit a general inquiry or support request, we collect the contact name and reply email you enter; optional company or firm name and phone; the selected topic or support category; subject and message; optional product version, platform, product surface, and non-secret reference for support; the submitting page-family code; a request reference; status and administrator action records; and abuse-prevention signals. We do not collect the browser URL or its query string in this request. Cloudflare Turnstile processes verification and network information to prevent automated spam. Access is limited to staff who need the information to respond, provide support, prevent abuse, or handle a verified privacy request. Administrator email is a minimal operational alert containing only the request type and reference, received time, topic or category code, and an authenticated Admin link; contact details, subject, message, and optional diagnostic context remain in Admin. Contact and request content are scheduled for deletion after 365 days unless deleted earlier or subject to a documented legal or contractual hold. Hashed IP and email rate-limit counters are kept for 7 days after the daily window ends.

We do not describe the product as advertising-supported software, and this policy does not grant us any right to sell your bookkeeping data.

Optional Google Analytics

With your consent, we use Google Analytics 4 on selected public marketing pages to understand visits and clicks on setup, download, and other actions and improve the website. Google Analytics is optional: Google Analytics does not load before acceptance or while your choice is rejected or expired. Account, payment, billing, and legal pages are not measured by Google Analytics. A click does not prove a completed installation or purchase.

Google Analytics includes pseudonymous cookie identifiers, session and device/browser information, recognized page paths and fixed interaction categories, website language and market, and the referring site’s origin without its path. Google receives network information, including your IP address, when the analytics tag connects. Our Google Analytics events exclude bookkeeping records, financial account information, form entries, credentials, URL query strings and fragments, purchase amounts, and transaction identifiers. Advertising features, Google Signals, ad personalization, and enhanced measurement are disabled. This is not anonymous processing.

Your Google Analytics choices

We remember your Google Analytics choice in browser storage for 180 days. If you accept, our Google Analytics cookies expire 180 days after creation without extending that expiry on each visit; browser settings may shorten their lifetime. These periods do not describe how long Google retains data already received. Rejecting Google Analytics does not limit website functionality. Change your choice through Analytics preferences in the footer of public marketing and legal pages. We treat Global Privacy Control as rejection of Google Analytics. Withdrawal stops future Google Analytics collection and removes our Google Analytics cookies from that browser, but does not automatically delete data already sent to Google.

Google processes analytics information and may process it outside your country, including in the United States, where privacy protections may differ. See Google’s Privacy Policy: https://policies.google.com/privacy. For questions or requests about analytics data, contact contact@vibooks.ai; we will explain the information needed to identify relevant records.

Cloudflare traffic and performance

Cloudflare Web Analytics provides aggregate traffic and performance reports: visits, page views and paths, referring pages, country, browser, operating system, and device type. Cloudflare states that it measures usage without cookies or local storage, individual fingerprinting, or tracking people across customer sites; it does not log URL query strings or support custom interaction events. It receives network information when its script loads and sends measurements. Our automatic measurement setting excludes European Union visitor data. This is separate from optional Google Analytics: rejecting or withdrawing Google consent does not disable Cloudflare, and the Google-specific page exclusions above do not apply. See Cloudflare’s data practices, including international processing: https://www.cloudflare.com/privacypolicy/.

Country and language preferences

We may use a country inferred from your network connection to suggest a website country or region. This suggestion does not automatically change your country or language. We use local browser storage to remember your manual country and language choices and which country suggestion you dismissed, and session storage to carry the current navigation context between pages. These functional preferences are separate from Google Analytics consent. You can change the country and language using the website controls or clear this website’s data in your browser to remove stored preferences, including a dismissed suggestion.

Vibooks is designed to work with external AI agents through API. When you choose to use an external agent, model provider, accountant workflow, storage location, or other third-party tool, prompts, documents, bookkeeping data, and other information you send may be transmitted to and processed by that third party under its own terms, privacy, retention, and security practices.

You are responsible for deciding what information to send to any external AI agent or provider, reviewing the practices of those services, and determining whether the workflow is appropriate for your business, privacy expectations, and legal obligations.

If you separately engage our bookkeeping services, we may process business and contact details, engagement instructions, source documents, transaction records, account statements, correspondence, working papers, review notes, and deliverables needed to scope and perform the agreed work.

We use this information to evaluate the requested scope, provide and review bookkeeping services, communicate questions, deliver work, operate billing, protect the service, and meet applicable recordkeeping or legal obligations. We do not use a bookkeeping engagement as permission to sell client financial data.

Do not send source documents or complete bookkeeping files as ordinary email attachments. We will identify an approved transfer method before those materials are shared. Access is limited to people and service providers who need it for the engagement, support, security, or legal obligations.

Service records are retained only for as long as reasonably needed for the engagement, delivery, support, dispute handling, security, accounting, and legal obligations, after which they may be deleted or de-identified where appropriate.

Vibooks includes reporting and export features intended to help you work with accountants, bookkeepers, and other advisors. When you export reports, create portable book bundles, or copy backups to another location, you control where those files go and who receives them.

Once information is exported or shared outside Vibooks, it may be subject to the practices of the destination you selected.

We retain service-side operational records only for as long as reasonably necessary to run the service, handle security matters, enforce licensing, resolve support issues, and comply with legal obligations.

No software can guarantee perfect security. You are responsible for device access controls, local backups, and reviewing the external services you authorize.

Vibooks is professional bookkeeping software and is not directed to children. We do not intend to collect personal information from children through the product.

We may update this Privacy Policy from time to time. The latest version will be published at this page, and the updated date will change when revisions are made.

For privacy-related questions about Vibooks, contact Block Software Inc. at contact@vibooks.ai. To request deletion of a quote, general inquiry, or support request, include the reference shown after submission; we will verify control of the submitted email before acting.