Ra Books Privacy Policy

This policy explains how Harding & Sons Enterprise Inc. ("Ra Books", "we") handles information in the Ra Books accounting service, desktop app and customer portal. Our customers are businesses ("Customers"). Their books often contain information about their own customers and vendors; for that information the Customer decides what is collected and we process it on the Customer's behalf.

Information we handle

• Account information: names, email addresses, phone numbers and passwords (stored only as secure hashes) of users.
• Customer Data: the books a Customer keeps — accounts, transactions, invoices, bills, bank file imports, receipt photos, documents such as tax returns uploaded by an accountant, and the names, addresses, emails and phone numbers of the Customer's own customers and vendors.
• Payment information: card and bank details are entered directly with Stripe or Helcim; we receive payment status, amounts and fees, not full card or bank numbers.
• Technical information: IP addresses, login times and an audit trail of changes, used for security and support.

How we use it

To provide, secure, back up and support the Service; to send invoices, statements, receipts and texts that a Customer asks us to send; to bill Customers for the Service; and to meet legal obligations. We do not sell personal information and we do not use Customer Data for advertising.

Service providers we share with

We share information only as needed with providers that help run the Service, under contracts that limit their use of it:

• Microsoft Azure (hosting and storage) [or our own servers in New York before moving to Azure].
• Anthropic — AI suggestions for bank transactions and reading receipt photos (only when those features are used).
• Stripe and Helcim — online payments.
• Twilio — text messages. Amazon Web Services (Amazon SES) — email.

We may also disclose information if required by law or to protect the rights and safety of people or the Service.

Text messages

Texts are sent only for a Customer's business with its own customers (for example invoices, payment links and replies). Message and data rates may apply. Reply STOP to stop receiving texts or HELP for help. We do not share mobile numbers or text consent with third parties for their marketing.

Accountants

A Customer may give its accountant access. The accountant can view and change that Customer's books and upload documents (such as tax returns) that the Customer can then view and download.

Security

Each company's books are stored in a separate database. Connections use encryption (HTTPS) when the Service is reached over the internet, passwords are hashed, stored API keys are encrypted, and access is logged. No system is perfectly secure; we will notify affected Customers of a breach as required by law, including New York's SHIELD Act.

Retention

We keep Customer Data while the account is active. After an account ends, Customers can request an export for [90] days, after which data is deleted, except daily backups that expire after [30] days and records we must keep by law.

Your choices

Users can update their own login details. People whose information is in a Customer's books should contact that business, which controls the information; we will help the Customer respond. Customers can ask us for access, correction, export or deletion of their data.

Children

The Service is for businesses and is not directed to children under 13.

Changes

We will post updates here and tell Customers about material changes in advance.

Contact

Harding & Sons Enterprise Inc., Rochester, New York.