Privacy Policy
DoorBooks AI is bookkeeping software for small residential landlords. This policy explains what information we collect when you use it, what we do with that information, who we share it with, and the choices you have. If you have a question that isn’t answered here, email mark@nrockcapital.com.
1. Information we collect
- Account information. Your email address and a password (stored only as a salted hash by our login provider). We do not ask for your name or phone number to use the app.
- Billing information. When you start a free trial or subscribe, you enter your card on a checkout page run by our payment processor, Stripe. Stripe collects your card number, expiry, security code, billing ZIP code and any name or email you enter there; we never receive or store your full card number. We keep Stripe’s reference IDs for your customer and subscription, the plan you chose, the subscription status, and the trial and billing period dates, so the app knows what you have access to.
- Your books. The information you enter or upload to keep your books: the names of your entities, properties, bank and card accounts, tenants and their rent amounts, the rules you create, and the transactions you import from bank, card, Venmo, Cash App and similar statements (dates, descriptions and amounts).
- Documents you upload. Statements, leases, closing statements, rent rolls and similar files you choose to upload so the software can read them. Their text (or, for scanned files, page images) is processed to extract the information you asked for; the files themselves are not kept on our servers after processing.
- QuickBooks Online data (only if you connect a QuickBooks company). See section 4.
- Assistant conversations. Questions you type into the in-app assistant, together with a summary of the relevant parts of your book, so the assistant can answer.
- Technical information. Our hosting provider records standard server logs (IP address, browser type, pages requested, timestamps) to run and secure the service. We do not use advertising trackers or third-party analytics cookies.
2. How we use information
- To provide the service: store your books, sort transactions, match rent to tenants, keep the ledger, and produce reports and exports.
- To power AI features you invoke, such as reading uploaded documents, suggesting categories, and answering questions in the assistant.
- To post your sorted transactions to QuickBooks Online when you ask us to.
- To keep the service secure, enforce usage limits, and diagnose problems.
- To respond when you contact us.
We do not sell your information, and we do not use your books, documents or QuickBooks data to train AI models.
3. AI processing
When you use a feature labelled “Let AI read it”, “Let AI sort these”, “Ask AI” or the assistant, the relevant content is sent from our server to Anthropic, PBC, our AI provider, to generate the result. Anthropic processes this data under its commercial terms, which do not permit it to train models on your data. Only what is needed for the request is sent; your login credentials and QuickBooks access tokens are never included.
4. QuickBooks Online connection
You can connect a QuickBooks Online company to DoorBooks. Connecting uses Intuit’s sign-in (OAuth 2.0); you sign in on Intuit’s site and Intuit gives DoorBooks a limited access token. DoorBooks never sees your Intuit password.
- What we access. Your company name, chart of accounts, classes, and the expenses and deposits DoorBooks creates. We request the accounting scope only.
- What we write. The transactions you have sorted in DoorBooks, posted as Expenses and Deposits, plus any accounts and classes needed to record them. Each posted entry is tagged “DoorBooks” in its memo so you can identify it.
- What we store. The access and refresh tokens Intuit issues, your company’s ID and name, and the QuickBooks IDs of entries we posted. Tokens are stored server-side in a table that browser sessions cannot read, and are used only to act on the connection you authorized.
- Disconnecting. You can disconnect at any time from Setup in DoorBooks, or from your Intuit account’s connected apps. When you disconnect, we revoke the token with Intuit and delete it. Entries already posted to QuickBooks remain in QuickBooks; you control them there.
Your use of QuickBooks Online is also governed by Intuit’s own terms and privacy statement.
5. Who we share information with
We share information only with the service providers that run DoorBooks, and only as needed to provide the service:
| Provider | Purpose | Data involved |
|---|---|---|
| Supabase, Inc. | Logins and the database that stores your books (hosted in the United States). | Account information, your books, QuickBooks tokens. |
| Netlify, Inc. | Hosting the website, the app and the server functions. | Server logs; data passing through server functions. |
| Anthropic, PBC | AI features you invoke. | Content of the request (see section 3). |
| Intuit Inc. | QuickBooks Online connection, if you enable it. | See section 4. |
| Stripe, Inc. | Free-trial sign-up, subscription billing, receipts and the “Manage billing” portal. | Your email, card details you enter on Stripe’s pages, plan and subscription status. Stripe’s own privacy policy applies to what it collects. |
We may also disclose information if required by law, to protect the rights and safety of our users or the public, or as part of a merger or sale of the business (in which case this policy continues to apply to the transferred data).
6. Security
All traffic uses HTTPS. Your books are stored in a database with row-level security, so each account can only read or change its own rows, enforced by the database itself. API keys and QuickBooks tokens live only on the server. Passwords are hashed by our login provider and are never visible to us. No system is perfectly secure; if we learn of a breach affecting your data we will notify you without undue delay.
7. Retention and deletion
- Your books stay in your account until you delete them. You can delete any book from Setup; this permanently removes its setup, transactions and QuickBooks connection.
- To delete your whole account, open Setup in the app and use “Delete your account”. This immediately removes your login, every book, your QuickBooks connection and any purchased AI top-up, and cancels your subscription. You can also email mark@nrockcapital.com from the address on the account and we will do it within 30 days.
- Uploaded documents are not retained after processing. Server logs are kept for up to 30 days.
- AI usage counters (number of requests per day) are kept for enforcement of limits and contain no book content.
- Billing records (invoices, payments, subscription history) are kept by Stripe and by us for as long as tax and accounting law requires, generally seven years, even after you delete your account.
- If your subscription ends, your books are kept for 12 months so you can resubscribe and pick up where you left off, unless you delete them or ask us to.
8. Your choices and rights
You can view and edit everything in your books inside the app, download all of your data as a JSON file from Setup at any time, cancel your subscription or update your card from “Manage billing”, disconnect QuickBooks at any time, and delete books or your account as described above. Depending on where you live you may have additional rights (such as access, correction, portability or objection); email us and we will honor them.
9. Children
DoorBooks is a business tool and is not directed at anyone under 18. We do not knowingly collect information from children.
10. Changes
If we change this policy in a meaningful way we will update the date above and, for significant changes, notify you by email or in the app before they take effect.
11. Contact
Northrock Capital LLC · mark@nrockcapital.com