Privacy Policy

This Privacy Policy explains what personal information Waypenny, operated by Tony Thomas Art LLC (“Waypenny,” “we,” “us”) collects when you use our web service, how we use it, who we share it with, how long we keep it, and the choices you have. It works together with our Terms of Service.

1. What We Collect

Account information you give us

• Email address, first and last name, and password (or a Google account identifier if you sign in with Google);
• Optional business profile fields you enter (business name, address, tax basics you configure yourself);
• Subscription plan and status;
• Stripe customer and subscription identifiers (assigned by Stripe when you subscribe).

Financial data you enter

• Income entries, bills, budgets, net-worth items, debts, retirement accounts, savings goals;
• Sales, expenses, cash-flow transactions, products, sales pipeline, client records, employee/payroll figures, tasks, documents you upload;
• Invoices you create, invoice statuses, and associated client contact details;
• Snapshots (backups) of the data above, taken automatically after each save.

Data we generate

• Server-side records of when you signed in (IP address, timestamp);
• Terms-of-service acceptance records (version accepted, timestamp, IP address, browser user agent) — needed to prove enforceable consent;
• Administrative-action audit log (which internal operator touched what, when, why) — needed for security and support accountability;
• Diagnostic logs (errors, request-level metadata) held for a short window to fix bugs and detect abuse.

Data you send to support

Bug reports, feedback, and support messages you send us include the message body, your email address, the page you were on, and your browser user agent.

2. How We Use It

We use the information above to:

• Provide and maintain the Service you signed up for;
• Charge your subscription and process payments through Stripe;
• Send transactional emails (payment receipts, cancellation confirmations, security alerts, invoice-related emails triggered by you);
• Respond to support requests;
• Diagnose bugs and outages;
• Detect and prevent abuse, fraud, or security incidents;
• Comply with our legal obligations;
• Prove enforceable consent to our Terms of Service.

We do not use your data to train AI models, we do not use it to serve advertising, and we do not profile you for marketing purposes.

3. Legal Basis for Processing

If you are in a jurisdiction that requires us to name a legal basis (e.g., GDPR-covered European users), our bases are:

• Contract — running the Service you signed up for;
• Legitimate interests — security, fraud prevention, keeping the Service reliable;
• Legal obligation — where a law requires us to keep or produce data;
• Consent — where you’ve explicitly opted in (for example, connecting an integration).

4. Stripe as Payment Processor

Payments for your Waypenny subscription are handled by Stripe, Inc. When you subscribe, we send Stripe your email address, name, and the plan you selected; you enter your card details directly into Stripe’s hosted checkout. Waypenny never sees or stores your card number, CVV, or bank credentials. Stripe’s handling of your payment data is governed by Stripe’s privacy policy.

If you use the invoicing feature and connect your own Stripe account (Stripe Connect), your clients pay your Stripe account directly. Waypenny receives back only the metadata needed to mark an invoice paid; we do not hold your clients’ funds.

5. Integrations You Connect

Some features let you connect third-party services (for example, Shopify for sales imports, Stripe Connect for accepting invoice payments). We only collect data from a third-party service after you connect it, and only the data needed to power the feature you enabled. You can disconnect an integration from the Settings screen at any time; when you do, we stop pulling data from it and delete the credentials we used to access it.

6. Firebase & Google Cloud Infrastructure

Waypenny runs on Firebase and Google Cloud Platform, operated by Google LLC. Your data is stored in Google data centres. Google acts as our sub-processor and is contractually bound to protect your data. Google’s privacy commitments for these products are described at cloud.google.com/terms/data-processing-addendum.

7. Sharing — What We Don’t Do

We do not sell your personal data. We do not share it with third parties for their marketing.

We share data only with:

• Sub-processors we need to run the Service. Currently: Google (Firebase / Google Cloud) for hosting, Stripe for payments, Resend for transactional email delivery. Each is bound by contract to use your data only to serve us.
• People you invite. If you add a workspace member and grant them permissions, they can see the workspace data those permissions cover. You choose the permission bits.
• Waypenny operators. An internal administrator may access account data as described in Terms § 11. All access is logged.
• Legal requests. We may disclose data if required by law (subpoena, court order, or similar) or to protect our rights or the safety of others. We’ll narrow the disclosure to what the request actually compels.
• Business transfer. If Waypenny is acquired or merges, your data may transfer to the successor entity under the same protections as this Policy.

8. Data Retention

We keep your data while your account is active. If you request deletion, the retention timeline in Terms § 10 applies:

• 14-day grace period after you request deletion, during which you can cancel.
• Purge after the grace period ends: profile, workspaces you own, subcollections (payroll, invoices, tasks, documents), backups, legacy records, and your Firebase Auth record are permanently deleted.
• Automated retention deletion of cancelled accounts that remain inactive for 12 months, after two warning emails.

A limited audit-log record of administrative actions may be retained where required for security or legal reasons. Diagnostic logs are held for up to 90 days. Financial records we’re required by law to keep for our own tax purposes (payment records, invoices for our subscription revenue) are retained per applicable law — typically seven years.

9. Security

• Encryption in transit. All connections are HTTPS/TLS.
• Encryption at rest. Data stored in Firestore, Firebase Storage, and Cloud Functions state is encrypted at rest by Google Cloud.
• Access controls. Server-side Firestore Security Rules gate every read and write; workspace data is walled off by a nine-bit per-permission model plus per-member module gates. API keys for third-party services (Stripe, Claude, Plaid if enabled) live in Firebase Secret Manager and never touch the client.
• Audit logging. Every administrator action against a subscriber account is written to a server-side audit log.
• Password policy. Minimum 12 characters, enforced by Firebase Authentication.

No online service is 100% secure. If we learn of a breach affecting your data, we’ll notify you as required by law.

10. Your Rights

Wherever you are, you can:

• Access your data by signing in and viewing it in the Service, or by contacting us for an export;
• Correct account information by editing it in the Service;
• Delete your account from Settings (with the 14-day grace period described above);
• Export your workspace data from the Settings screen.

If you are in a jurisdiction with additional statutory rights (right to restrict processing, right to portability, right to object, right to lodge a complaint with a supervisory authority), you can exercise those by contacting privacy@waypenny.com. We’ll respond within the timeframe required by the applicable law.

11. Cookies & Local Storage

We use a small number of first-party cookies and browser localStorage entries, all of which are strictly necessary to run the Service:

• Firebase Authentication session (so you stay signed in);
• Active workspace pointer, sidebar collapse state, and similar UI preferences;
• A short-lived breadcrumb for invite-accept round-trips.

We do not use third-party analytics cookies, advertising cookies, or cross-site trackers.

12. Children

The Service is not directed to children under 18 and we do not knowingly collect data from anyone under 18. If you believe a child has provided us data, contact us and we’ll delete it.

13. International Users

Waypenny is operated from the United States. If you access the Service from outside the U.S., your data will be transferred to and processed in the U.S. and other countries where our sub-processors operate. By using the Service you consent to this transfer.

14. Changes to This Policy

We may update this Policy from time to time. If we make material changes, we’ll notify you by email (to the address on file) and require you to re-accept the updated Terms (which cover this Policy) the next time you sign in before you can continue using the Service. The “Last updated” date and Version number at the top of this page reflect the current version.

15. Contact

For general privacy questions: privacy@waypenny.com.

For general support: support@waypenny.com.