Privacy Policy

This Privacy Policy describes how The Pro CFO ("we", "us", or "our") collects, uses, and shares your personal information when you use our website at https://www.theprocfo.com/ and our virtual CFO application (the "Service"). By using the Service, you agree to the practices described in this policy.

1. Information We Collect

a. Account Information

When you register for an account, we collect your name, email address, password (stored as a secure hash), and company information.

b. QuickBooks Financial Data

If you choose to connect your QuickBooks Online account, we access the following data through Intuit's OAuth 2.0 API on a read-only basis:

• Profit & Loss reports
• Balance Sheet reports
• Cash Flow reports
• Budget reports (used for forecasting and variance analysis)

We do NOT write to, modify, or delete any data in your QuickBooks account. Access is strictly read-only and limited to financial reporting data needed to power your dashboard.

c. Device and Usage Information

We automatically collect certain information about your device when you visit the Service, including your IP address, browser type, operating system, pages visited, time spent on pages, and referring URLs. We use this information to improve the Service and diagnose technical issues.

d. Cookies

We use cookies and similar technologies to maintain your session, remember your preferences, and collect usage analytics. You can disable cookies in your browser settings, though some features of the Service may not function correctly without them.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the Service
• Display your financial data in your Virtual CFO dashboard
• Generate KPIs, forecasts, benchmarks, and financial insights
• Send you service-related communications (account updates, alerts)
• Detect and prevent fraud or unauthorized access
• Comply with legal obligations

We do NOT use your QuickBooks financial data for advertising, marketing profiling, or any purpose other than delivering the Service to you and producing the aggregated, de-identified statistics described in Section 3a below.

3. QuickBooks Data — Special Provisions

Because we access your QuickBooks financial data through Intuit's API, the following additional terms apply:

• Your QuickBooks data is used solely to generate your financial dashboard and insights within the Service, and to produce the aggregated, de-identified statistics described in Section 3a below.
• We do not sell, license, or share your QuickBooks financial data with any third party.
• QuickBooks data is stored securely in an encrypted database hosted on Neon (a SOC 2 compliant PostgreSQL provider).
• OAuth access tokens are stored in encrypted form and used only to refresh your financial data.
• You may disconnect your QuickBooks account at any time from your dashboard settings. Upon disconnection, we will delete your stored OAuth tokens. You may also request deletion of all cached financial data by contacting us at info@theprocfo.com.
• We comply with Intuit's developer terms of service and data handling requirements at all times.

3a. Aggregated and De-Identified Data

We may aggregate and de-identify financial data across our customers to produce statistical benchmarks and research — for example, median profit margins, cash-on-hand, receivable-collection times, and composite financial health scores. We use this aggregated, de-identified data to:

• Provide benchmarking features within the Service; and
• Publish periodic benchmark research, such as our monthly Small Business Financial Health Report.

Aggregated data is always computed as medians or similar statistics across multiple businesses. It never includes, and cannot reasonably be used to identify, any individual business, person, transaction, or account. We never publish individual company financials, company names, sample compositions that could identify a participant, or segment breakdowns small enough to single out any business.

If you prefer that your business's data be excluded from aggregated statistics, email us at info@theprocfo.com and we will exclude it from all future aggregates.

4. Sharing Your Information

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

• Service providers: We work with trusted third-party vendors (such as Neon for database hosting and Vercel for application hosting) who process data on our behalf under confidentiality obligations.
• Legal compliance: We may disclose information if required by law, subpoena, court order, or other legal process, or to protect the rights, property, or safety of The Pro CFO, our users, or others.
• Business transfers: If The Pro CFO is acquired, merged, or sold, your information may be transferred as part of that transaction. We will notify you before your information is subject to a different privacy policy.

5. Data Storage and Security

Your data is stored on secure, encrypted servers hosted in the United States. We implement industry-standard security measures including:

• Encrypted storage for passwords and OAuth tokens
• HTTPS/TLS encryption for all data in transit
• Access controls limiting which personnel can access customer data
• Regular security reviews

While we take reasonable steps to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your account information and financial data for as long as your account is active or as needed to provide the Service. If you close your account or request deletion, we will delete your personal data within 30 days, except where retention is required by law.

To request deletion of your data, contact us at info@theprocfo.com.

7. Your Rights

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

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Disconnect your QuickBooks account and have your OAuth tokens removed
• Opt out of marketing communications

To exercise any of these rights, contact us at info@theprocfo.com.

8. Text and Email Communications

By providing your phone number or email address, you agree to receive text or email messages from The Pro CFO. Message and data rates may apply. Message frequency varies. You may opt out at any time by replying STOP to any text message or clicking the unsubscribe link in any email.

9. Behavioral Advertising

We may use your information to provide you with targeted communications we believe may be of interest to you. You can opt out of targeted advertising by visiting:

• Facebook: https://www.facebook.com/settings/?tab=ads
• Google: https://www.google.com/settings/ads/anonymous
• Digital Advertising Alliance: http://optout.aboutads.info/

10. Do Not Track

We do not alter our data collection practices in response to Do Not Track signals from your browser.

11. Children's Privacy

The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us at info@theprocfo.com.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a new "Last updated" date. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

13. Contact Us

For questions, concerns, or requests related to this Privacy Policy, please contact us: