Privacy Policy

Version 3.2 · Effective 20 October 2026

This Privacy Policy explains how KitFiler LLC ("KitFiler", "we", "us") collects, uses and shares personal information when you use KitFiler Money at kitfiler.com, including bank connections, the AI Bookkeeper and its email inbox, crypto wallet tracking and client workspaces for accountants. KitFiler Money is only for people aged 18 or older.

1. Who we are, and our role

KitFiler LLC, a United States company, runs KitFiler Money. Contact: admin@kitfiler.com.

Your own workspace: we decide how your account and service data is processed (we are the "controller" or "business").
Client workspaces (accountants and bookkeepers): when an accountant creates a workspace for a client, the accountant is our customer and decides what client data goes in and who sees it. We process that client data on the accountant's behalf and under their instructions (as their "processor" or "service provider"), under our Data Processing Agreement. Clients should contact their accountant first about their data; we will help the accountant respond. When the accountant hands the workspace over to the client, the client becomes our customer for it and we record the change.
Shared workspaces: a workspace owner chooses who to invite. Members can see everything in the workspace their role allows. The Team page lists exactly who has access.

2. Information we collect

Account: name, email, password (stored only as a salted hash), Google sign-in identifier if you use it, two-step verification settings, the date you confirmed you are 18 or older, the versions of these terms you accepted, email preferences.
Financial records you enter or import: accounts (including account numbers if you add them, shown masked), transactions, payees and their contact details, categories, budgets, goals, recurring bills, reminders, projects, assets, insurance policies, companies you own (including tax IDs) and notes.
Bank connections (optional, through Plaid): if you connect a bank, you sign in to your bank through Plaid, not KitFiler, and Plaid shares the institution name, account names, types and last four digits, balances, and transaction details (date, amount, merchant or description, pending status and category hints) with us. We store an encrypted access token so we can refresh this data. We never receive your bank username or password and cannot move money. Plaid's handling of your data is governed by the Plaid End User Privacy Policy, which we also link on the Connect bank page before you connect.
AI Bookkeeper inbox: emails and attachments sent to your address ending in @ai.kitfiler.com. We only process mail sent from your own account email (verified with the sending domain's SPF/DKIM/DMARC checks); other mail is quarantined unprocessed. Before email text is stored or sent to our AI provider, we mask Social Security numbers, card numbers and long account numbers we can detect. We keep the original files you send so you can review what was imported.
Document Vault (optional): files you upload, or email to your AI address, to keep with your books, such as invoices, receipts, worksheets, statements and contracts, with the details you or the AI give them (title, summary, folder, year, date, amount, notes, and links to a payee, project, reminder, company or asset), and who added each one. Files are stored encrypted. A document is visible to every member of the workspace unless the person who added it marks it Only me; private documents can be seen and changed only by that person, not by the workspace owner. Attachments you email to your AI address are also saved to your vault.
AI chat and AI summaries: questions you ask the AI Bookkeeper and its answers; category suggestions and your replies to the AI summary email.
Crypto wallets (optional): the public wallet addresses you add and the transaction history we read for them from public blockchains. Never enter private keys or recovery phrases: KitFiler refuses them and cannot move crypto.
Website chat assistant (optional): the email address you verify with a one-time code and the messages you send, kept in memory for up to 12 hours. Basic facts about any KitFiler account for that email (whether it exists, whether the email is confirmed, sign-in methods and plan status, never financial records) are used to answer.
People you invite or contact through KitFiler: invitee emails and roles; names, emails and replies of people you ask for asset details.
Billing: plan, trial and payment status, and Stripe customer and subscription IDs. Card details are entered on Stripe's pages; we never see or store your card number.
Technical data: IP address, browser and device information in security logs, and the essential cookies described in our Cookie Policy. We do not use analytics, advertising or session-recording tools.

3. How we use it

To provide and secure the service: sign you in and enforce workspace roles; import and refresh transactions from banks you connect; read documents and emails you send to the AI Bookkeeper and answer your questions; suggest categories; store the documents you keep in the Document Vault; send the reminders, summaries, weekly report and account emails you've turned on (the weekly report goes to the members of a workspace who have it on and attaches that workspace's Balance Sheet, Profit & Loss and Cash Flow Statement for the last 3 months as PDFs, so anyone who can read your email can read them); read public blockchain data for wallets you add and prepare crypto tax summaries; process payments; prevent fraud and abuse; and meet legal obligations. We do not sell personal information, share it for cross-context behavioral advertising, or use it to train AI models.

4. AI processing

The AI Bookkeeper uses Anthropic's Claude models through Anthropic's commercial API. What we send depends on the feature: the email text and attachments you forward (attachments are also read to fill in their details when they are saved to your Document Vault); a vault document when you ask the AI to fill in its details or choose that option when uploading; your question plus a summary of the workspace's books needed to answer it (accounts, totals, recent transactions); payee names, descriptions, amounts and your category list for category suggestions (automatic for new uncategorized transactions unless a workspace owner or admin turns it off in AI settings); and website chat messages. Under Anthropic's commercial terms, API inputs and outputs are not used to train its models. Text and instructions inside forwarded emails or documents are treated as data: the AI does not follow instructions found in them, and it can only read the workspace's data and manage that workspace's reminders, never send data elsewhere. AI output can be wrong; review it before relying on it.

We share personal information only with the service providers that run KitFiler for us (listed, with what each receives, on our Subprocessors page): Plaid (bank connections), Anthropic (AI), Amazon Web Services (email receiving and sending, mail storage), Stripe (payments), Google (if you choose Google sign-in), and public blockchain data services and Coinbase's public price API (public wallet addresses and asset symbols only). We also share data with people you choose: members of your workspace, an accountant who manages your workspace, and, only if you approve, another user's consolidated report. We may disclose information when required by law or to protect the security of the service and its users.

Consolidated reports (only with your approval): another KitFiler user can ask to include one of your workspaces in their consolidated report. Nothing is shared unless you approve. If you do, they can view that workspace's profit & loss, balance sheet, account balances and transactions until either of you stops sharing (Reports → Consolidated), and you can see when they last looked.

6. How long we keep it

Account and workspace data: while your account or workspace exists. Deleting your account deletes the workspaces you own and everything in them straight away.
Bank connections: until you disconnect or delete your account; we then ask Plaid to revoke our access (Plaid /item/remove) and delete the stored token. Links that are started but not finished are removed within 24 hours.
Raw inbound emails held by our email provider: 90 days. Original attachment files: until you delete them or your account.
Document Vault files: until they are deleted (shared documents by any member with edit access, private ones only by their owner) or the workspace is deleted. When you delete your account, your private documents are deleted; documents you shared stay with the workspace and pass to its owner.
Website chat: up to 12 hours.
Encrypted database backups: for a limited period on our backup rotation, after which deleted data is gone from backups too.
Records that a privacy request was received and completed: kept as evidence that we honored it (with your email only).

7. Security

We use HTTPS everywhere (with HSTS), encryption of bank access tokens, AI inbox files and Document Vault files at rest, workspace-scoped access controls, two-step verification (required before connecting a bank, and available to everyone), automatic sign-out after inactivity, security alerts by email, restrictive security headers, and a written information security program. No system is perfectly secure; report suspected issues to admin@kitfiler.com. If a breach affects your information, we will notify you and the authorities as the law requires.

8. Your rights and choices

Download your data: Security → Download my data gives you a copy of your account and every record in the workspaces you own.
Delete your account: Security → Delete account, or see Data deletion.
Correct information in your account and workspaces at any time.
Email choices: every summary, reminder and weekly report email has an unsubscribe link, and you can turn the weekly report off under Account & security → Email notifications. Account, security and billing emails can't be turned off while you have an account.
Other requests (access, correction, deletion, opt-out, or appeal of a decision): use Your privacy choices or email admin@kitfiler.com. We verify requests by your account email and answer within 45 days (we tell you if we need longer). You can use an authorized agent. We won't treat you differently for using your rights.

California and other US states: residents of California and states with similar laws have the rights above to know, access, correct and delete personal information and to opt out of its sale, sharing for targeted advertising and profiling. We do not sell or share personal information for those purposes, and we honor the Global Privacy Control browser signal as an opt-out. Some financial information we receive is covered by the federal Gramm-Leach-Bliley Act and handled under our information security program; account, usage and marketing data are covered by these state rights.

EU, UK and other countries: where data-protection laws such as the GDPR apply, our legal bases are performing our contract with you, our legitimate interests in securing and improving the service, your consent where we ask for it, and legal obligations. You may also complain to your local data-protection authority.

9. Adults only

KitFiler Money is only for adults aged 18 or older. Everyone confirms they are 18 or older when they sign up, and we record when they did. We do not knowingly collect personal information from anyone under 18; if you believe someone under 18 has an account, contact us and we will delete it.

10. International transfers

We and our providers process data in the United States. Where the law requires, we use appropriate safeguards (such as standard contractual clauses) for transfers.

11. Changes

We'll post updates here with a new version number and effective date, and email account holders about significant changes before they take effect.

Version 3.2 (20 October 2026): added the weekly report email, which attaches your workspace's financial reports as PDFs.

Version 3.1 (20 October 2026): added the Document Vault, including private documents, saving emailed attachments and AI help with document details.

12. Contact

KitFiler LLC — kitfiler.com — admin@kitfiler.com.

This policy describes how the service works and is not a substitute for counsel review.