Privacy policy

Close Fetch is operated by Kimlay Ventures LLC, registered in Pennsylvania. Our public business address is 501 E Main St, Suite D, Palmyra, PA 17078. For privacy requests, email privacy@closefetch.com. For product support or security reports, email support@closefetch.com.

Close Fetch is a service for bookkeeping and accounting firms. For client statements and client contact details supplied by a firm, the firm decides the purpose and scope of collection, and we process that data to provide the service the firm requested. For our own account administration, billing, security and support records, Kimlay Ventures LLC determines the purposes of processing.

[CONFIRM: P-02 — whether a data processing agreement is offered to firms, how it is accepted, and that it is in place before a firm begins processing client data]

If you are a firm’s client, the firm that sent you a request is your first point of contact for questions about your statements.

• Firm user accounts: name, email address, role, sign-in and multi-factor authentication records.
• Billing: subscription status and billing history. Payment card details are entered on Stripe’s hosted checkout and billing portal; Close Fetch does not receive or store full card numbers.
• Client contacts: names and email addresses the firm enters or imports.
• Documents: statements and other files a client uploads through a secure link, or emails as attachments to a Close Fetch intake address, together with information read from them (institution, account last four digits, statement period, page count and balances).
• Activity: requests, reminders, client replies, review decisions, waivers, evidence packets and an activity log.
• Security records: one-time verification codes (stored only as a keyed hash), rate-limit counters and sign-in sessions.
• Technical data: error reports and service logs, described below.

Close Fetch searches only evidence inside Close Fetch: files uploaded through its secure links and attachments received at its intake addresses. It does not connect to or search your clients’ email inboxes, cloud drives or bank accounts.

Sample workspaces contain synthetic clients and statements created by Close Fetch. They are never emailed and contain no real client data.

• To send document requests and reminders the firm has configured, and to stop them when the firm pauses sending, a client pauses or unsubscribes, or nothing is missing.
• To scan every received file for malware before any further processing.
• To read statement fields with an AI provider and check them against the firm’s confirmed requirements. Our application, not the AI model, decides whether a document is accepted; uncertain results go to the firm for review.
• To classify client email replies using fixed rules in our own code; reply text is not sent to an AI model for that purpose.
• To verify that the person opening a forwarded secure link is the intended recipient, by emailing a six-digit code to the link’s contact before showing earlier periods or received items.
• To count billable active clients, enforce plan and usage limits, bill the firm, provide support, and keep the service secure.

[CONFIRM: P-05 — owner commitment on sale, sharing for advertising and other secondary use of personal data (only state what the owner approves)]

Statement files are sent to an AI provider to read the fields listed above. When verification is needed, a second read may use a different provider. A reminder draft, including the client’s name, the items requested and the secure link, may be sent to a text model to adjust its tone; the result must keep every requested item unchanged or the standard wording is used instead.

Providers used: [CONFIRM: P-06 — the production provider organizations (Anthropic and/or OpenAI) actually configured for extraction, verification and reminder wording]

Model training and retention: [CONFIRM: P-07 — data-sharing / training opt-in status of each provider organization, any zero-data-retention or other agreement, the resulting retention period for API inputs and outputs, and processing locations]

We do not promise zero retention, immediate deletion from every provider, or processing exclusively in the United States.

Daily caps limit AI statement reads per firm. When a cap is reached, processing waits rather than calling the model, and the document stays shown as processing.

Requests, reminders, verification codes and firm notifications are sent through our email provider. We do not track email opens or clicks.

Attachments emailed to an intake address are accepted from the client’s known contacts and senders the firm has allowed. Messages from unknown senders are quarantined without downloading their attachments, and Close Fetch never replies to intake email. Reminder emails include links that let the client pause reminders or unsubscribe.

We use cookies that are necessary to sign firm users in and to keep a verified client link session (for up to 12 hours).

Error monitoring (Sentry) receives technical error reports. Default personal-data collection is turned off, and request bodies, cookies, query strings and authorization headers are removed before sending; reports involving secure client links are discarded. Our current Sentry Developer plan keeps error events for 30 days. Provider account-administration and security records have separate retention rules.

The database and private file storage are hosted by Supabase in the United States (US East). Database access rules isolate each firm’s records. [CONFIRM: P-11 — processing locations of the other providers (Vercel functions, Inngest, Resend, Sentry, AI providers), or a statement that some providers may process data outside the United States]

The database is backed up daily and each backup is kept for 7 days. Stored files are not part of those database backups.

We do not currently keep separate backup copies of stored statement files, so a file lost from primary storage may not be recoverable.

Client documents remain until the firm owner requests deletion; there is no automatic expiry. The firm owner can export the firm’s records, offboard a client while keeping its records, or schedule deletion of a client with a 24-hour cancellation window. Deletion then runs automatically, normally within a further hour; it can take longer if a safety check must finish first.

Client deletion removes the client’s stored files and related records, including contacts, periods, requests, review items and AI usage records. Some minimal records remain: activity-log entries with their details redacted, a deletion record with the number of documents removed, and usage and billing records that identify the client only by a one-way hash. [CONFIRM: P-14 — retention period (or "for the life of the firm account") for these minimal records and for failed-job diagnostics (currently pruned after about 90 days)]

Deleted database records can persist in database backups until those backups expire, up to 7 days later. Copies of emails and attachments held by our email provider, and data held by AI providers, are not removed by client deletion and follow those providers’ retention terms: [CONFIRM: P-15 — Resend retention and deletion of received messages/attachments and sent messages for this account]

Cancelling a subscription does not delete stored records. [CONFIRM: P-16 — how a firm closes its whole account and has all firm data deleted (no self-service exists; currently by request to privacy@), and the expected timing]

We keep minimal support and account-recovery case records for 12 months after the case closes, unless a longer period is required for a legal obligation, security investigation or dispute. We do not keep passwords, one-time codes or authenticator secrets in those records. [CONFIRM: P-17 — that the 12-month support-record deletion process is in place for the support/privacy mailboxes]

Firm users must use multi-factor authentication. Files are malware-scanned before processing, stored privately and accessed through firm-scoped checks. Client links are limited to one client and close period and expire after 14 days; the firm can revoke them sooner. Provider webhooks are signature-verified.

After confirming a security incident affecting customer personal data, we will notify the affected firm without undue delay and within any applicable legal or contractual deadline, and provide available information about the affected data, mitigation and next steps, with updates as the investigation proceeds.

Contact privacy@closefetch.com. We verify the requester’s identity and authority before releasing or deleting data. Requests about a firm’s client statements are coordinated with that firm. We handle requests as required by applicable law.

We use these providers to run Close Fetch: [CONFIRM: P-18 — final provider list and that the applicable agreement with each is in place]

• Supabase — database, authentication and private file storage (US East)
• Vercel — application hosting
• Cloudflare — malware scanning of uploaded and emailed files
• Resend — sending email and receiving client replies and attachments
• Inngest — background jobs
• Stripe — firm billing
• Anthropic and/or OpenAI — reading statements and adjusting reminder wording (see P-06)
• Sentry — error monitoring
• Google Workspace — support and privacy mailboxes

[CONFIRM: P-19 — how and how far in advance firms are notified of material changes to this policy]