Privacy Policy

Effective Date: 10.28.2025

Olive (“we,” “our,” or “us”) respects your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use Olive’s bookkeeping, tax, and financial automation services.

1. Information We Collect

  • Information You Provide Directly: name, email address, password (encrypted), business details (name, mailing address, EIN), and phone number if provided.
  • Compliance Information: government forms (e.g., W-9, I-9) and government ID documents when required.
  • Information Collected Automatically: log data (IP, browser, OS, login times, errors), cookies, and usage analytics (e.g., clicks, screens visited, frequency of use). Users may opt out where required by law.

2. Financial Data

  • Bank Account Connections: Olive uses providers such as Plaid. Olive never stores login credentials. Encrypted access tokens are stored securely.
  • Financial Information: account details (bank name, type, balance), transaction data (amount, date, description, merchant/payee), and enriched categories.
  • Use: bookkeeping, categorization, reporting, KPI summaries, tax preparation, and improving features.
  • Retention: financial data is stored securely for as long as your account is active and indefinitely for historical insights. Personal identifiers are deleted/anonymized within 6 months of closure. Anonymized data may be retained.

3. Email Data

  • Outbound Emails: sent via providers like SendGrid. Your email and template data are shared only for delivery.
  • Incoming/Forwarded Emails: if you forward receipts or invoices, Olive extracts structured data (date, merchant, amount, category) and discards raw content after processing.
  • Retention: outbound email logs are kept for compliance. Structured data may be retained; raw content is deleted once processed. You may request deletion anytime.
  • Read-only Gmail Access: When you connect your Google account, Olive uses the `gmail.readonly` scope to securely read financial emails such as receipts, invoices, and payment confirmations. Olive does not store or share the full message body of your emails; only structured, relevant financial data (amount, date, vendor, and transaction details) is extracted and encrypted for bookkeeping purposes.

4. Usage Data

  • Log Data: IP address, browser, device, login times, errors.
  • Analytics: Olive may use analytics providers to understand feature usage. Opt-outs are available where required.
  • Cookies: used for sessions, preferences, security, and analytics. Disabling cookies may limit functionality.
  • Security Monitoring: Olive monitors unusual activity to protect accounts and systems.

5. Data Sharing

  • Third-Party Providers: Olive shares data only with essential providers (e.g., Plaid, SendGrid, OpenAI, Dwolla, Gusto).
  • Legal & Compliance: data may be disclosed to meet legal obligations or government requests.
  • Business Transfers: data may transfer in mergers or acquisitions.
  • No Sale of Data: Olive never sells your personal or financial data.

6. Security

  • Encryption: TLS/SSL in transit, encryption at rest, sensitive tokens never stored in plain text.
  • Access Controls: restricted to authorized personnel and system functions.
  • Infrastructure: hosted on secure providers with redundancy, backups, and intrusion detection.
  • Monitoring: access logs and audits to detect risks.
  • User Responsibilities: users must protect their credentials and use Olive securely.

7. Retention and Deletion

  • General: data kept while accounts are active.
  • Minimum Retention: Olive retains account data for at least 6 months after closure/inactivity to allow reactivation and prevent seasonal misuse.
  • Compliance: some records (e.g., tax or payroll docs) may be retained for 3–6+ years as required by law.
  • Deletion Requests: processed promptly but full deletion occurs no earlier than 6 months post-closure.
  • Inactive Accounts: after 6 months, personal identifiers are deleted/anonymized. Anonymized data may be kept for analytics.

8. Eligibility

  • Users must be at least 18 years old.
  • Olive is designed for business/professional use, not household bookkeeping.
  • By using Olive, you confirm legal capacity to enter binding agreements.

9. Location & Compliance

  • U.S. Operations: Olive is U.S.-based; data is stored and processed in the United States.
  • CCPA: California residents have rights to know, delete, and opt out of sales (Olive does not sell data).
  • GLBA: Olive complies with financial data safeguards under the Gramm-Leach-Bliley Act.
  • International Users: Olive does not currently serve GDPR/EU jurisdictions. Future compliance updates may apply.

10. Changes & Contact

Olive may update this Privacy Policy periodically. We will update the “Effective Date” and provide notice of material changes.

By continuing to use Olive after changes, you agree to the revised Privacy Policy. If you do not agree, you should stop using Olive and request deletion.

Email: legal@olivebooks.app

Phone: +1 (402) 505-0515

Mail: 1014 E Saint Clair St, Missouri Valley, IA 51555