Privacy Policy
Last Updated: January 17, 2025
1. Introduction
Welcome to Apiary Suite. We are committed to protecting your privacy and ensuring the security of your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.
2. Information We Collect
2.1 Personal Information
We collect information you provide directly to us, including:
- Name, email address, phone number, and business information
- Account credentials and authentication information
- Payment and billing information
- Profile information and preferences
2.2 Financial Data
When you use our services, we may collect:
- Receipts, invoices, and expense documentation
- Mileage logs and GPS location data (when tracking is enabled)
- Medical expense records (HIPAA-protected)
- Bank and financial transaction data
- Tax-related documents and information
2.3 Usage Information
We automatically collect certain information about your device and how you interact with our platform:
- Device information (type, operating system, browser)
- IP address and approximate location
- Usage patterns and feature interactions
- Performance data and error logs
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process transactions and send related information
- Organize and categorize your financial data
- Generate reports and insights for tax preparation
- Communicate with you about our services
- Provide customer support and respond to inquiries
- Detect, prevent, and address fraud and security issues
- Comply with legal obligations and enforce our terms
4. Data Security
We take data security seriously and implement industry-standard measures to protect your information:
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
- HIPAA Compliance: Medical expense data is handled according to HIPAA requirements
- SOC 2 Type II: Our infrastructure meets SOC 2 compliance standards
- Access Controls: Strict authentication and authorization protocols
- Regular Audits: Security assessments and vulnerability testing
- Data Backups: Regular encrypted backups for data recovery
5. Information Sharing
We do not sell your personal information. We may share your information only in these circumstances:
- With Your Accountant: When you grant access to your tax professional
- Service Providers: Third-party vendors who assist in providing our services (cloud hosting, payment processing, analytics)
- Legal Requirements: When required by law, court order, or government request
- Business Transfers: In connection with a merger, acquisition, or sale of assets
- With Your Consent: When you explicitly authorize us to share information
6. Data Retention
We retain your information for as long as your account is active or as needed to provide services. Financial and tax-related data may be retained for up to 7 years to comply with IRS requirements. You may request deletion of your data at any time, subject to legal retention requirements.
7. Your Rights and Choices
You have the following rights regarding your personal information:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your data (subject to legal requirements)
- Portability: Export your data in a standard format
- Opt-Out: Unsubscribe from marketing communications
- Restrict Processing: Limit how we use your information
To exercise these rights, contact us at privacy@apiarysuite.com
8. Cookies and Tracking
We use cookies and similar tracking technologies to improve your experience, analyze usage patterns, and provide personalized features. You can control cookie preferences through your browser settings or our cookie consent banner. Essential cookies required for core functionality cannot be disabled.
9. Children's Privacy
Apiary Suite is not intended for use by children under 18 years of age. We do not knowingly collect personal information from children. If we discover that we have inadvertently collected information from a child, we will promptly delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a notice on our platform. Your continued use of Apiary Suite after changes become effective constitutes acceptance of the updated policy.
11. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, contact us:
Email: privacy@apiarysuite.com
Support: support@apiarysuite.com
Address: [Your Business Address]
12. Compliance
Apiary Suite complies with:
- GDPR: General Data Protection Regulation (for EU users)
- CCPA: California Consumer Privacy Act (for California residents)
- HIPAA: Health Insurance Portability and Accountability Act
- SOC 2: Service Organization Control 2 standards