Privacy Policy

Last updated: November 10, 2026

Prova Books (provabooks.com) is operated by Prova Books LLC, a Texas limited liability company located in New Braunfels, Texas, USA (“we”, “us”, “our”). This Privacy Policy explains what information we collect when you use Prova Books or view a shared Prova Books invoice or estimate link, how we use and protect it, who else processes it on our behalf, and your choices.

Our role with your business data

Prova Books is built for business users. When you enter or upload information about third parties, such as your clients’ contact details or payee names on bank statements, we handle that information solely as a service provider / data processor acting on your instructions to run Prova Books for you. You are responsible for ensuring you have permission to enter that information and to share any invoice or estimate links.

What we collect

Your account: Your email address, sign-in verification details, and password, handled by our authentication provider, Clerk. We never see or store your password. To protect sign-up and sign-in from bots and account takeover, Clerk also checks technical signals from your browser and device.
Your business setup: Your business name, time zone, expense categories, and the labels you give your bank accounts and cards (for example, “Business Checking” or “Chase Visa”).
Your statement lines and balances: When you upload a bank or card statement (CSV file or PDF statement), we save each imported line’s date, description, amount, check number (if present), and category assignment, plus the statement’s starting and ending balances if you enter them (or they are read from the file) and the statement’s money-in and money-out totals, so we can check that the statement adds up. We discard an uploaded CSV file after import. A PDF statement is read on your own device and the PDF file itself is never uploaded (see “AI sorting” below). We never ask for bank logins or full account numbers. Because statement descriptions come directly from your bank, please remove any sensitive numbers before uploading.
Your clients: If you use the Clients page, we store the company names, contact names, addresses, email addresses, and phone numbers you enter so you can manage them and use them on invoices and estimates. We do not contact your clients or market to them.
Your price list: The services and products you save (name, description, price, unit, and whether they are taxed) for use on invoices and estimates.
Your invoices, estimates, and payment settings: If you use the Invoices or Estimates pages, we store the records you create (client, job site, dates, line items, amounts, notes, and paid/acceptance status) along with the business contact info, logo, and payment instructions (such as check payee, Zelle contact, Venmo QR code, or payment URL) you enter in Business settings. We do not send invoices or estimates on your behalf; you print, save, or copy and share their links yourself.
Invoice payments matched to deposits: When you match a bank deposit to an invoice (or confirm a suggested match), we store the payment amount, date, method, and any merchant fee kept by a payment processor such as Stripe, Square, PayPal, or Venmo. If you choose to remember who paid (for example, an insurance company paying for a client), we store that payer name as it appears on your bank statement, linked to that client, so future deposits from them can be suggested.
Shared invoice and estimate links (including client visitors): Anyone with an active link to an invoice or estimate can view it without an account until you turn that link off. When a link is opened, we record the open timestamp and view count (and our hosting provider processes standard technical request logs such as IP address for security). If a recipient accepts or declines an estimate through its link, we record the name they type, the timestamp, and any decline reason they submit, and display that to the Prova Books user who created the estimate.
QuickBooks imports: If you import from QuickBooks, your QuickBooks files are read locally in your browser on your own device and are never uploaded as raw files. Only the records you choose to import (such as customers, products/services, invoices, and past transactions) are saved to your account, along with an import summary so you can undo an import.
Your sorting history and edits: How you categorize or edit lines (which we remember inside your own account for matching similar lines later) and an audit history of changes to your books.
Support and technical information: Messages you send to support@provabooks.com, plus short-lived server and security logs (such as IP address, browser type, device/OS headers, and request timestamps) collected by our infrastructure providers to keep Prova Books running and secure. Our pages also load web fonts from Google Fonts, which receives your browser’s standard font request and IP address to serve those font files.
Contact form: If you send a question with the “Questions?” button on our home page, we keep your name, email, phone number (if you give it) and message to answer you, and email you one confirmation. Cloudflare Turnstile checks that a person, not a bot, is sending it; we don’t keep your IP address.

How we use information

We use the information we collect only to:

Provide, maintain, and back up Prova Books for your business;
Sort your statement lines, check statement balances, calculate your totals, and display your invoices and estimates;
Suggest which bank deposits are payments for your invoices;
Authenticate your account, prevent fraud or abuse, and troubleshoot technical issues;
Respond when you contact support; and
Comply with legal obligations and enforce our Terms of Service.

No selling, ads, or cross-business sharing: We do not sell or “share” (for cross-context behavioral advertising) your personal or financial information, display third-party ads, or share your client list or financial records for marketing. Your category rules and remembered payers only apply to your own account.

AI sorting

When you upload statement lines that Prova Books has not seen in your account before, we send each unseen line’s description, amount, and date, together with your category names, type of business, and whether the account is a bank account or a credit card, to Anthropic (maker of the Claude AI) over its commercial API to suggest categories.

What is not sent to AI: Records entered on your Clients, Invoices, Estimates, and Price list pages, QuickBooks imports, statement balances, invoice payment matches, your email address, and your account labels are not sent to Anthropic. (Note: if a client’s or payee’s name appears inside a bank or card statement description you upload, that description will still include their name as written on your statement.)
Automated number masking: Before sending a statement description to Anthropic, we replace runs of five or more digits (such as card and reference numbers) and shorten long descriptions. Because automated filters cannot catch every possible format, avoid including SSNs, account numbers, or other sensitive identifiers in uploaded statements.
PDF statements: If you upload a PDF statement, its text is read in your browser on your own device, and the PDF file is never uploaded. Only the lines that look like transactions, balances, the statement period, and section headings are sent to us; before they leave your device, account, card, and reference numbers, phone numbers, and email addresses are hidden, and lines such as your name and mailing address are left out. We check and hide numbers again on our servers, then send those lines (and whether the account is a bank account or a credit card) to Anthropic so it can read them into dates, descriptions, and amounts. We do not store the PDF text; only the transactions you confirm are saved, the same as a CSV upload.
No AI model training: Under Anthropic’s commercial API terms, data sent through our integration is not used to train Anthropic’s AI models. Anthropic may keep API inputs for a limited time for trust-and-safety and abuse monitoring, as described in its commercial terms. If we add or switch to another commercial AI provider under equivalent no-training protections, we will update this policy first.

Who else handles your data

We use a small set of service providers (“subprocessors”) that process data on our behalf under confidentiality and security commitments:

Cloudflare: hosts the web application, network security, and the encrypted database storing your books in the United States.
Clerk: manages user sign-in, passwords, session security, bot protection, and verification emails.
Anthropic: processes unseen statement descriptions, amounts, dates, and category lists for AI sorting as described above.
Resend: sends the invoice and estimate emails you choose to send, so it receives your client’s email address, your message, the document’s number, amount and date, and its link. It reports back whether each email was delivered.
Stripe: processes payments. For your Prova Books subscription, Stripe receives your business name and email, and you enter your card or bank account details directly on Stripe’s own checkout page; Stripe also sends your receipts, renewal reminders, and failed-payment notices. If you turn on Pay now, you connect your own Stripe account, and Stripe collects your business’s identity and bank details directly for its own verification, under Stripe’s terms and privacy policy. When your client pays an invoice, they enter their payment details on Stripe’s page, and Stripe receives the invoice number, amount, and your business name. We never see or store full card or bank account numbers. We keep the Stripe account, customer, and subscription references, payment amounts and status, fees, and payout dates, so your billing and your books stay up to date.
Email and font delivery: our business email provider processes support emails sent to or from support@provabooks.com, and Google Fonts delivers page typography to your browser.

We may also disclose information if required by law (such as a valid subpoena, warrant, or court order), to protect the security or integrity of Prova Books, or as part of a merger, corporate reorganization, or transfer of the Prova Books business (in which case this policy will continue to govern your data until you are notified otherwise).

United States hosting

Prova Books is operated and hosted in the United States. If you access Prova Books or open a shared invoice or estimate link from outside the United States (such as Canada or Europe), your information is transferred to, stored, and processed in the United States, where privacy laws may differ from those in your country.

Cookies

We use only strictly necessary cookies and local storage required to keep you signed in and protect your session. We do not use advertising, analytics, or cross-site tracking cookies.

Security and breach notification

Your data travels over encrypted connections (HTTPS / TLS) and is stored on Cloudflare infrastructure with encryption at rest and logical isolation between businesses. Authorized personnel access customer account data only when reasonably necessary to fulfill a support request you initiate, resolve a technical or security issue, or comply with law.

No internet service can guarantee absolute security. If we confirm a security breach resulting in unauthorized access to or acquisition of your unencrypted personal or financial data, we will notify affected account holders without unreasonable delay and within applicable statutory timelines (including Texas Business & Commerce Code § 521.053), subject to any legitimate law-enforcement delay.

How long we keep your data

We keep your workspace data while your account remains active. If you send a verified deletion request to support@provabooks.com, or within 60 days after an account is closed for inactivity or terminated, we delete your active workspace data within 30 days.

Backups: We back up the database every night. Each backup is encrypted and stored with our hosting provider (Cloudflare), and our hosting provider also keeps a point-in-time history of the database so it can be restored after a problem. Statements, accounts and other books data you delete in the app are hidden and can be restored for 30 days, and are then removed for good. Data you delete, or that we delete at your request, stays in these encrypted backups for up to 30 days after it is removed, and then it is gone: backups and history older than 30 days are deleted automatically.

We may retain limited records beyond those periods only where reasonably necessary to comply with tax, accounting, or legal obligations (such as billing and payment records, or a valid legal hold), resolve disputes, prevent fraud or abuse, or enforce our Terms. Short-lived security logs are automatically rotated by our infrastructure providers.

Your choices and privacy rights

You can edit, re-categorize, or remove individual entries, clients, invoices, estimates, price list items, payment matches, and QuickBooks imports directly in the app, and turn off any shared invoice or estimate link at any time.

Depending on where you live (including under Texas, California, and other applicable privacy laws), you may also request to access, correct, export a portable copy of, or delete your personal and account data by emailing support@provabooks.com from the email address tied to your account. To protect your financial records, we verify identity before fulfilling export or deletion requests. We will not discriminate against you for exercising your privacy rights. (If you are a client of a Prova Books user and want an invoice or estimate record updated or removed, please contact that business directly first, or email us and we will forward or assist as appropriate.)

Children

Prova Books is strictly for business use by adults age 18 and older. We do not knowingly collect personal information from anyone under 18; if you believe someone under 18 has provided data to us, contact support@provabooks.com and we will delete it.

Changes to this policy

If we make a material change to this Privacy Policy, we will notify you by email or in the app before the change takes effect. The “Last updated” date at the top reflects the latest revision.

Contact

Questions or requests about privacy or your data:
Prova Books LLC
New Braunfels, Texas, USA
Email: support@provabooks.com