Privacy Policy

ProactiveCash (“ProactiveCash,” “we,” “us,” or “our”) provides a cash flow management and forecasting platform that consolidates data from accounting systems and bank feeds. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our website and services (the “Service”).

1. Information We Collect

1.1 Information You Provide

• Account information: name, email address, password (hashed), company name, role, and billing details.
• Support and communications: messages, attachments, and other information you send when contacting us.

1.2 Information From Connected Third-Party Services

When you connect an accounting or banking integration, we receive data on your behalf from the relevant provider. We only request the scopes needed to deliver the Service.

• QuickBooks Online (Intuit): company info, chart of accounts, customers, vendors, invoices, bills, payments, journal entries, bank accounts, and bank transactions.
• Sage Intacct: general ledger, AR/AP, cash accounts, and related transaction data.
• Oracle NetSuite: general ledger, AR/AP, cash, and related transaction data.
• Plaid: bank account and transaction data, where used as a fallback aggregator.

We never receive or store the credentials you use to sign in to those providers. Access is granted via OAuth 2.0 tokens, which we encrypt at rest and can be revoked by you at any time.

1.3 Information Collected Automatically

• Usage data: pages viewed, features used, API calls made, and approximate timestamps.
• Device and log data: IP address, browser type, operating system, and referring URLs.
• Cookies: session and preference cookies. See Section 7.

2. How We Use Information

• Provide, operate, and maintain the Service, including syncing data from connected integrations.
• Generate cash flow forecasts, reports, and other analytics for you and your authorized users.
• Authenticate users and protect against fraud, abuse, and security incidents.
• Process payments and manage subscriptions.
• Respond to support requests and communicate service-related updates.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information, and we do not use data obtained from Intuit QuickBooks Online or other connected accounting providers for advertising or to train generally available machine-learning models. Forecasting models are trained on your tenant’s own data and operate within your isolated environment.

3. How We Share Information

We share information only as described below:

• Sub-processors: infrastructure, database, email delivery, payment processing, and observability vendors who are bound by data-protection agreements.
• At your direction: with users and integrations you authorize within your account.
• Legal requirements: when required by law, subpoena, or to protect the rights, property, or safety of ProactiveCash, our users, or others.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to confidentiality protections.

A current list of sub-processors is available on request to [email protected].

4. Data Retention

We retain personal information for as long as your account is active. After cancellation, customer data is preserved for up to 30 days to allow account recovery, then permanently deleted from production systems. Encrypted backups containing residual data are purged within 90 days. We may retain limited records longer where required by law or for legitimate business purposes (for example, financial records and security logs).

5. Security

• Data is encrypted in transit using TLS 1.3 and at rest using AES-256-GCM.
• Each customer’s data is isolated in a dedicated PostgreSQL schema; cross-tenant access is architecturally prevented.
• OAuth tokens for connected services are encrypted and stored in a dedicated vault.
• Role-based access control, audit logging, and optional multi-factor authentication.

See our Security page for more detail.

6. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Delete your personal information, subject to legal retention requirements.
• Export your data in a structured, machine-readable format.
• Object to or restrict certain processing.
• Withdraw consent at any time, including by disconnecting integrations from your settings page.

To exercise these rights, contact [email protected]. We respond within 30 days.

7. Cookies and Similar Technologies

We use cookies to keep you signed in, remember your preferences, and measure how the Service is used. You can disable cookies in your browser, but parts of the Service may not function correctly.

8. International Data Transfers

Our infrastructure is currently operated in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States. Where required, we rely on Standard Contractual Clauses or other lawful transfer mechanisms.

9. Children

The Service is intended for business users and is not directed to children under 16. We do not knowingly collect personal information from children.

10. Third-Party Links and Services

The Service integrates with third-party services such as Intuit QuickBooks, Sage Intacct, Oracle NetSuite, and Plaid. Your use of those services is governed by their own privacy policies. We are not responsible for the practices of third parties.

11. Changes to This Policy

We may update this policy from time to time. When we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. The “Effective” date at the top of this page indicates when it was last revised.

12. Contact Us

Questions or requests regarding this policy can be sent to [email protected] or via our contact page.