Privacy policy

Who is responsible

AltiBooks is a service of Altixia LLC, 1309 Coffeen Avenue STE 1200, Sheridan, WY 82801, USA, which decides how the data described here is used. For any question about this policy or your data: contactaltixia.com.

For the records kept in your workspace, including data about your customers, suppliers and contractors, your company decides what it records and why; Altixia processes those records on its behalf to provide the service.

The data we process

• Your account: your name, your email address and the sign-in data handled by Altixia ID, Altixia’s sign-in service (sessions, devices, and your second factor if you turn it on).
• Your company’s books: what your workspace holds — the contact details of your customers and suppliers (names, addresses, email addresses, phone numbers, tax IDs), products, quotes, invoices and credit notes, supplier bills and their supporting documents, payments, bank and payment-platform transactions, and your contractors' tax forms (W-9, W-8BEN, W-8BEN-E) when you file them.
• Your connections: the access keys you create at your bank or payment platform (Mercury, Relay, Wise, Airwallex, Stripe, Whop…). We only ask for read access; the keys are stored in your workspace and used only to import your balances and transactions.
• Our exchanges: the messages you send us by WhatsApp or email, the appointments you book, and the questions Altixia asks you in your workspace, with your answers.
• Your visits to books.altixia.com: audience measurement, under the conditions and with the consent described in the Altixia privacy policy. The sign-in page remembers, in your browser only, the last workspace you opened; nothing is sent to us.

The connector for AI assistants

The AltiBooks connector (https://books.altixia.com/mcp) lets an AI assistant you choose — ChatGPT, Claude, Perplexity or another — work in your workspace. Nothing is connected unless you do it: you add the connector in your assistant, sign in with Altixia ID and approve the access.

Every call runs with your own rights in your workspace: the assistant sees only what you can see there and can only do what you can do there.

To answer a request, the connector returns to your assistant the records it needs, for example an invoice with its customer, lines, amounts and status. These records may contain personal data about your customers, suppliers or contractors. Once returned, they are processed by your assistant’s provider under its own terms and privacy policy, which Altixia does not control.

The connector keeps no copy of your data and none of your credentials: it passes your sign-in token to your workspace, which checks it. Each call is logged in your workspace — who, which operation, result, duration — never its content.

You can disconnect the assistant at any time in its settings.

Why we use it

• To provide the service you ordered: keep your books, issue and send your invoices, import your transactions, prepare the filings included in your plan and answer your questions.
• To keep the service secure and working, and to meet our legal obligations, including those of a tax return preparer.

We do not sell your data, do not use it for advertising and do not build advertising profiles.

Who else is involved

• Cloudflare: network, protection and delivery of the site and workspaces, and storage of our encrypted backups.
• Google (audience measurement) and Whop (payments), for visits to the site, as described in the Altixia privacy policy.
• Stripe, when you use payment links or automatic payment: your customers enter their card details at Stripe, and they never reach us.
• Plaid, when you connect a US bank account through Plaid Link: you sign in to your bank in Plaid’s window, your bank credentials never reach us, and Plaid sends us your balances and transactions under its own end user privacy policy.
• Cal.com for appointments, and WhatsApp when you write to us there.
• The banks and platforms you connect, which send us your transactions, and the AI assistant you connect, whose provider receives what the connector returns to it.
• The AI assistants of our team, including Claude (Anthropic), which help us keep your books and prepare your filings; they process your data on our instructions, for that purpose only.
• Email: the invoices, quotes and reminders you send from your workspace leave from your workspace’s address through our mail servers.

Where your data is

Workspaces and their documents are hosted on servers in the United States. Backups are encrypted before they leave the server, twice a day, and stored by Cloudflare in the Asia-Pacific region. If you live outside the United States, your data is therefore processed in other countries than yours.

How we protect it

• Encrypted connections (HTTPS) everywhere.
• Sign-in through Altixia ID, with a second factor available; each person sees only the workspaces opened to them, with the rights given to them.
• Encrypted backups, twice a day.
• Within Altixia, access is limited to the people who work on your books, bound by professional confidentiality, including that of tax return preparers.

How long we keep it

• Your workspace and its documents, for as long as your contract runs. After it ends, you get the full export of your entries and documents on request made within three months; the workspace is then deleted.
• Backups expire after six months at most.
• Copies of the filings we prepared, for the period the law requires of tax return preparers.
• Connector logs stay in your workspace and are deleted with it.

Your rights

You can ask to access, correct, export or delete your personal data, or object to a use of it: write to contactaltixia.com. We answer within one month.

If your data is in the workspace of one of our clients — because you are its customer, supplier or contractor — contact that company first: it decides what it records, and we help it answer you.

If you live in the European Union, the European Economic Area or the United Kingdom, you can also lodge a complaint with your data protection authority.

Minors

AltiBooks is a service for businesses. It is not meant for people under 18.

Changes to this policy

We update this page and its date when our practices change. Clients are told by email before a significant change applies.