Privacy Policy

Introduction

GoodBooks Software, LLC ("GoodBooks," "we," "us," or "our") is a nonprofit-focused accounting and donation management platform serving small nonprofits and volunteer treasurers. We are committed to protecting the privacy of individuals who use our platform. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

By accessing or using GoodBooks, you agree to the practices described in this policy. If you do not agree, please discontinue use of the platform.

Information We Collect

Information You Provide

We collect information you provide directly, including:

• Account registration data: name, email address, organization name, and password
• Nonprofit organization details: legal name, EIN, mailing address, and contact information
• Financial data: donor records, donation amounts, fund designations, and transaction history
• Banking and payment information: provided through our payment processor, Stripe (we do not store raw bank account or card numbers ourselves)
• Documents and files you upload to the platform
• Communications: messages you send to our support team or through the platform

Information Collected Automatically

When you use GoodBooks, we automatically collect certain technical data, including:

• Log data: IP address, browser type, operating system, pages visited, and timestamps
• Device identifiers and usage analytics
• Session data managed via secure, encrypted session tokens
• In-app analytics: we use Google Analytics within the GoodBooks application to track feature usage, navigation patterns, and tenant-level activity. Google Analytics does not receive personally identifiable information such as your name, email address, or any financial data.

Information From Third Parties

We may receive information from:

• Stripe: payment and transaction metadata related to donations processed through your connected nonprofit account

How We Use Your Information

We use collected information to:

• Provide, operate, and improve the GoodBooks platform
• Process donations and generate donor acknowledgments on behalf of connected nonprofits
• Enable treasurer accounting, fund tracking, and financial reporting features
• Communicate with you about your account, updates, and support requests
• Send transactional SMS messages if you have opted in to GoodBooks SMS notifications
• Comply with legal obligations, including tax reporting requirements
• Detect fraud, abuse, or violations of our Terms of Service
• Send transactional emails and, with your consent, product updates
• Generate anonymized, aggregated insights for product improvement and benchmarking (no individual organization is identifiable in aggregated data)

How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

• Service providers: We share data with trusted vendors who assist in operating the platform, under contractual data protection obligations. These vendors include: Stripe (payment processing), AWS (cloud infrastructure and file storage), Plivo (SMS delivery), Aha Send (transactional email delivery), Google Analytics (in-app usage analytics — no PII is transmitted), Zendesk (customer support and live chat, including AI-assisted chat), and MailerLite (email marketing and newsletter delivery).
• SMS delivery: If you opt in to SMS notifications, your phone number is shared with our SMS provider (Plivo) solely for message delivery purposes.
• Email delivery: Your email address is shared with our transactional email provider (Aha Send) solely for the purpose of delivering account notifications, donor acknowledgments, and other platform-generated emails.
• Your organization: Treasurer-entered data is accessible to authorized users within the same nonprofit organization account.
• Legal compliance: We may disclose information if required by law, subpoena, or to protect the rights and safety of GoodBooks, our users, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, user data may be transferred as part of that transaction, with notice provided to affected users.

Analytics & Usage Tracking

GoodBooks uses Google Analytics within the application to help us understand how the platform is being used. This allows us to improve features, identify usability issues, and measure the overall health of the product.

What we track includes things like which features are accessed, navigation paths through the app, and activity at the tenant (organization) level. We do not send personally identifiable information (PII) — such as names, email addresses, financial records, or donor data — to Google Analytics.

Google Analytics uses cookies and similar tracking technologies. Data collected through Google Analytics is governed by Google's Privacy Policy. You may opt out of Google Analytics tracking across all sites using the Google Analytics Opt-out Browser Add-on.

Stripe & Payment Processing

Donation payments are processed through Stripe. When your nonprofit connects a Stripe account, donor payment information (including ACH banking details and card data) is collected and stored by Stripe, not GoodBooks. Stripe's use of that data is governed by Stripe's own Privacy Policy. We receive transaction metadata (amount, date, donor reference) to support your accounting records.

SMS Messaging

GoodBooks may offer SMS-based notifications to platform users who opt in. By providing your mobile phone number and consenting to receive SMS messages from GoodBooks, you agree to the following:

• Message types: SMS messages from GoodBooks are transactional in nature and may include account alerts, payment notifications, and platform updates. We do not send marketing or promotional SMS messages without separate explicit consent.
• Message frequency: Message frequency varies based on account activity. You will not receive unsolicited bulk SMS.
• Opt-out: You may cancel SMS notifications at any time by replying STOP to any GoodBooks SMS message. After sending STOP, you will receive a one-time confirmation message and no further SMS messages will be sent to that number.
• Help: Reply HELP to any GoodBooks SMS message for assistance, or contact us at support@goodbooks.app.
• SMS provider: GoodBooks delivers SMS messages through Plivo. Your phone number is shared with Plivo solely for message delivery and is governed by Plivo's Privacy Policy.
• Carrier charges: Message and data rates may apply depending on your wireless carrier plan. GoodBooks is not responsible for any charges your carrier imposes.
• Carrier liability: Carriers are not liable for delayed or undelivered messages.

For full details on our SMS program, see our SMS Terms.

Customer Support & Live Chat

GoodBooks uses Zendesk to provide customer support, including a live chat widget and an AI-powered support agent available on our website and within the application. When you interact with our support chat, please be aware that:

• Chat recording: Support chat conversations — including those handled by or assisted by the Zendesk AI Agent — are recorded and stored by Zendesk, a cloud-based service provider. As Zendesk's AI Agent discloses: "This chat is recorded using a cloud service and is subject to the terms of our Privacy Notice."
• Information shared: Any information you provide in a chat session (such as your name, email address, or issue description) may be stored in Zendesk and used by GoodBooks to respond to and resolve your support request.
• AI-assisted responses: Our support chat may use Zendesk's AI Agent to provide automated responses. These interactions are subject to Zendesk's own data processing terms.
• Zendesk's privacy practices: Zendesk's handling of chat data is governed by Zendesk's Privacy Notice.

We recommend that you avoid sharing sensitive financial information (such as account numbers or Social Security numbers) through the support chat.

Data Retention

We retain your account data and financial records for as long as your account is active. Upon account termination, we will retain your data for up to 30 days following termination so that you may request an export. After that 30-day window, your data is queued for deletion. Complete removal from all systems, including backups, may take up to an additional 90 days.

Certain records may be retained longer as required by applicable law, including IRS record-keeping requirements applicable to nonprofit organizations.

System Backups

GoodBooks maintains automated system backups for operational continuity and disaster recovery purposes. These backups are not a user-facing data recovery service. If you delete data within the platform, GoodBooks does not guarantee that deleted data can be recovered from backup. Any recovery from backup is at GoodBooks' sole discretion.

Security

We use industry-standard security measures to protect your data, including encrypted data transmission (TLS), encrypted session management, and access controls. We carry Errors & Omissions, General Liability, and Cyber Liability insurance. While we take these precautions seriously, no system is completely immune to unauthorized access, and we cannot guarantee absolute security.

Your Rights

Depending on your location, you may have rights to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data, subject to legal retention requirements
• Object to or restrict certain processing of your data
• Export your data in a portable format

To exercise any of these rights, contact us at privacy@goodbooks.app. We will respond within a reasonable timeframe and no later than 30 days of receiving your request.

Children's Privacy

GoodBooks is not directed at children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have done so, we will take steps to delete that information.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting an updated policy on our website and, where appropriate, by email. Continued use of the platform following notice of changes constitutes your acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy, please reach out: