Privacy Policy

1. Who We Are

Big E-Z Books+ (the “Service”) is bookkeeping software operated by Big E-Z Bookkeeping Co. (“we”, “us”, “our”). This policy explains what information we collect, how we use it, who we share it with, and the choices you have. This policy also covers Big E-Z Books for Windows and our physical bookkeeping products.

2. Information We Collect

Account information: your name, email address, and login details, including details from Google if you sign in with Google. Company information: business name, address, fiscal year, and settings for the companies you add. Financial records: transactions, accounts, invoices, estimates, customers, vendors, payroll summaries, mileage, receipts, and files you enter, upload, or import. Billing information: subscription and purchase records (card details are handled by our payment processors, not stored by us). Demo and sign-up information: if you try our interactive demo or join our newsletter, your name, email, optional mobile number, how you heard about us, and your email and text-message preferences. Support information: details you share when you contact us or request bookkeeping help. Usage information: basic records of activity in the Service, such as changes made to your books (an audit trail), and technical details such as browser type, device, and IP address.

3. Cookies & Analytics

We use cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Service and our website are used so we can improve them. You can control cookies through your browser settings, though some features may not work properly without them.

4. How We Use Information

We use your information to provide and run the Service; keep your books, reports, and records; process subscriptions and purchases; send account, billing, invoice, and support emails; respond to your requests; follow up about your demo if you asked us to; send newsletters or offers only if you opted in; protect the Service against fraud and misuse; comply with legal obligations; and improve our features. We do not sell your personal information.

5. AI Assistant (Penny) & Receipt Scanning

When you ask Penny a question or scan a receipt, your question, the receipt image, and the relevant company data needed to answer are sent to OpenAI to generate a response. OpenAI processes this data on our behalf to provide the feature. Penny is optional — if you do not use it, this data is not sent. AI answers are informational only and are not tax, legal, or accounting advice.

6. Google User Data

If you sign in with Google or connect a Google service, we access only the information needed to provide the feature you use. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, and we do not sell it or allow humans to read it except with your consent, for security purposes, or as required by law.

7. Service Providers We Share With

We share information only with providers that help us run the Service and our business, and only as needed for that purpose: Stripe and ThriveCart (payment processing and subscriptions); OpenAI (Penny AI assistant and receipt scanning); Resend and Google (sending emails, such as invoices, reports, and account notices); Nutshell (our customer relationship tool, which receives demo and newsletter sign-up details so our team can follow up); Zoom (support and setup calls); shipping carriers and printing partners (physical orders); and our hosting and database provider. These providers may use your information only to perform services for us.

8. Legal Requests & Business Transfers

We may disclose information if required by law, subpoena, or other legal process, or when we believe in good faith it is necessary to protect our rights, your safety, or the safety of others, or to investigate fraud. If we are involved in a merger, acquisition, or sale of all or part of our business, your information may be transferred as part of that transaction, and this policy will continue to apply to it.

9. Sensitive Information

Social Security numbers and EINs entered for vendors or 1099 reporting are encrypted before they are stored. They are masked in the Service and shown in full only when an authorized user chooses to reveal them.

10. Who Can See Your Company Data

Your company data is visible to the users you invite to that company, according to the role you give them. Our team does not have access to your company unless you give it. During setup services we assist by Zoom screen sharing, and if you are moving from our Google Sheets version, you may give us temporary access that turns off automatically after 3 days, as described below.

11. Setup Services & Transition Help

Our Onboarding, Quick Start, and Quick Start Pro services are guided setup help for Big E-Z Books+ online. You stay in control of your data: you download your own bank or card transaction files (such as CSV files) to your computer and upload them into your own company in the Service. We do not ask for, receive, or store your files, bank logins, or passwords. During these services we meet with you by Zoom screen sharing to help you categorize and reconcile your first month or two of transactions. We can see your data on your screen only while you share it, and we do not copy, download, or keep it. If you are moving from the Big E-Z Books Google Sheets version to Big E-Z Books+, you may give our team temporary access to your company so we can set up your accounts and categories. We use this access only for that setup, and the Service automatically turns it off after 3 days. Zoom processes session information under its own privacy policy.

12. Data Retention, Export & Deletion

We keep your data while your account is active. You can export your company data at any time from the Service. When a company is deleted, it enters a 14-day grace period during which you can cancel the deletion; after that it is archived and then permanently removed. Demo data is temporary and is cleared automatically. We may keep limited records (such as billing records) where needed to meet legal, tax, or accounting obligations. To request deletion of your account or personal information, contact support@bigez.com.

13. Security

We use reasonable safeguards to protect your information, including encrypted connections (HTTPS), encryption of tax ID numbers, sign-in controls, role-based access for invited users, and an audit trail of changes. No method of storage or transmission is 100% secure, so please keep your login private and let us know right away if you suspect unauthorized access.

14. Your Choices

You can view and update your account and company information in the Service, export your data, and delete companies. You can unsubscribe from marketing emails using the link in any email, and stop text messages by replying STOP. Account and transaction emails (such as billing notices) are part of the Service and may still be sent.

15. Your Privacy Rights

Depending on where you live (including California and other U.S. states with privacy laws), you may have the right to know what personal information we collect, to access, correct, or delete it, to receive a copy of it, and to opt out of its sale or use for targeted advertising. We do not sell personal information. We will not discriminate against you for exercising these rights. To make a request, email support@bigez.com; we may need to verify your identity and will respond within the time required by law.

16. Text Messages (SMS)

If you give us your mobile number and tick the text-message consent box, Big E-Z Bookkeeping Co. may text you about your demo and our offers. Mobile numbers and SMS consent are never shared with or sold to third parties or affiliates for marketing or promotional purposes. Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out, or HELP for help. You can also contact mc@bigez.com. Consent to receive texts is not a condition of any purchase.

17. Children

The Service is intended for businesses and is not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

18. International Users

The Service is operated in the United States. If you use it from outside the U.S., your information will be transferred to, stored, and processed in the United States, where privacy laws may differ from those in your country.

19. Third-Party Links

The Service and our emails may link to websites or services we do not operate. We are not responsible for their privacy practices, and we encourage you to review their policies.

20. Do Not Track

Some browsers send “Do Not Track” signals. Because there is no common standard for these signals, the Service does not currently respond to them.

21. Data Breach Notification

If we learn of a security breach that affects your personal information, we will notify you and any required authorities as required by applicable law.

22. Big E-Z Books for Windows (Desktop Version) & Physical Products

Big E-Z Books for Windows is installed on your own computer, and the bookkeeping data you enter in it is stored on your device. We do not receive, transmit, or store your desktop bookkeeping data. If you ask us for help with the desktop version, we may provide support through a screen-sharing session (such as Zoom) with your permission. During these sessions we may see your screen to assist you, but we do not copy, record, or keep your bookkeeping data. Zoom processes session information under its own privacy policy. When you order physical products, such as printed forms or bookkeeping supplies, we collect your name, shipping address, email, phone number, and order details, and share your shipping information with shipping carriers to deliver your order. Imprinted checks and deposit tickets are available to existing customers only. To print them, we collect your business name and address and your bank routing and account numbers. We use this information only to produce your order, keep it only as long as needed for ongoing reorders, and share it only with our printing and shipping partners as needed to fulfill your order.

23. Not Professional Advice

Big E-Z Books+, Big E-Z Books for Windows, Penny, and our reports are tools to help you keep your books. They are not tax, legal, or accounting advice. Consult a qualified professional before making tax or financial decisions.

24. Changes to This Policy

We may update this policy from time to time. When we do, we will change the effective date above, and for significant changes we will notify you by email or in the Service.

25. Contact Us

Questions or requests about your privacy? Email support@bigez.com, Big E-Z Bookkeeping Co.