Welcome to RightOffs! We understand that your financial data is sensitive and personal. This Privacy Policy explains how RightOffs (operated by Socrates ONE LLC, "we," "us," or "our") collects, uses, shares, and protects your information when you use our expense tracking and tax write-off service for 1099 contractors and freelancers.
By using RightOffs, you agree to the collection and use of information as described in this policy. If you have any questions, please contact us at info@rightoffs.com.
1. Information We Collect
1.1 Information You Provide
- Account Information: Name, email address, password, and profile preferences
- Business Information: Business type, tax classification, and work categories
- Financial Data: Expense categories, transaction notes, and receipt images you upload
- Payment Information: Billing details processed securely through Stripe (we don't store credit card numbers)
- Feedback: Survey responses, feature requests, and support communications
1.2 Information We Collect Automatically
- Bank Transaction Data: Transaction history, amounts, dates, and merchant information via Plaid (with your explicit consent)
- Usage Data: Features used, frequency of access, and interaction patterns
- Device Information: Browser type, IP address, operating system, and device identifiers
- Cookies: Session cookies and preference settings to improve your experience
2. How We Use Your Information
2.1 Primary Uses
- Provide expense tracking and categorization services
- Generate IRS-aligned tax reports and summaries
- Process payments and manage subscriptions
- Send transaction alerts and important account notifications
- Provide customer support and respond to inquiries
2.2 Service Improvement
- Analyze usage patterns to improve features and user experience
- Develop new features based on user feedback
- Ensure accuracy of tax categories through CPA consultations
- Debug technical issues and maintain service reliability
2.3 Legal Basis for Processing
We process your personal data based on:
- Contract: To provide the RightOffs service you've subscribed to
- Consent: For connecting bank accounts and processing financial data via Plaid
- Legitimate Interest: To improve our service, prevent fraud, and ensure security
- Legal Obligation: To comply with tax laws and financial regulations
2.4 AI-Powered Transaction Categorization
RightOffs uses artificial intelligence to help categorize your transactions for tax reporting purposes. Our AI analyzes your transaction details (merchant name, amount, description) to suggest appropriate IRS expense categories.
How AI Categorization Works
When you export your tax reports, our AI reviews your transactions and assigns them to the appropriate Chart of Accounts (COA) categories. The categorization is based solely on your individual transaction data.
Privacy Protections
Your transaction data remains private:
- Individual Processing: Each user's transactions are processed independently
- No Data Sharing: Your transaction data is never shared with other users
- On-Demand Processing: AI categorization only runs when you generate reports
- Stored Results: Categorization results are stored with your transactions to avoid repeated processing
3. Third-Party Services and Data Sharing
We work with trusted partners to provide our services. Here's how we share your data:
3.1 Service Providers
Stripe (Payment Processing)
What they process: Payment information, billing details, subscription status
Why: To securely process payments and manage subscriptions
Privacy Policy: stripe.com/privacy
Plaid (Bank Connection)
What they process: Bank account information, transaction history
Why: To securely connect to your bank and import transactions
Privacy Policy: plaid.com/legal
Firebase / Google Cloud (Infrastructure)
What they process: All data stored in our database and application hosting
Why: To host our application, store user data securely, and provide authentication services
Privacy Policies: Google Privacy | Firebase Privacy
Google Analytics 4 (Consent-Based)
What they process: Anonymous usage statistics, page views, engagement metrics, feature usage patterns
Why: To understand how users interact with our service and improve the app
Your Control: Only active if you consent. We use Google Consent Mode v2 to respect your choice. No data is collected without your explicit permission.
What we DON'T do: We never use Google Ads, remarketing, or any advertising features. Analytics only.
Privacy Policy: policies.google.com/privacy
Anthropic (AI Categorization)
What they process: Transaction details (merchant name, amount, description, date) and any notes you add when requesting AI category suggestions
Why: To provide intelligent expense categorization suggestions using Claude AI
When: Only when you explicitly request AI assistance by clicking "Need help deciding?"
Data Retention: Anthropic does not use your data to train AI models. Data is processed transiently to generate suggestions.
Privacy Policy: anthropic.com/privacy
3.2 When We Share Data
- With Your Consent: When you explicitly authorize sharing (e.g., connecting to Plaid)
- For Legal Reasons: To comply with laws, regulations, or valid legal requests
- Business Transfers: In case of merger, acquisition, or sale of assets
- Aggregated Data: We may share anonymized, aggregated data that doesn't identify you
We never sell your personal data to third parties.
4. Data Security
We take the security of your financial data seriously and implement industry-standard measures:
4.1 Technical Safeguards
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
- Access Control: Role-based access with multi-factor authentication for staff
- Firewalls: Network-level protection against unauthorized access
- Regular Backups: Automated backups with secure offsite storage
- Security Monitoring: 24/7 monitoring for suspicious activities
4.2 Operational Security
- Regular security audits and vulnerability assessments
- Employee training on data protection and privacy
- Incident response procedures for potential breaches
- Partnership with CPAs to ensure tax category accuracy and compliance
While we implement robust security measures, no system is 100% secure. We encourage you to use strong passwords and protect your account credentials.
5. Data Retention and Your Rights
5.1 How Long We Keep Your Data
- Active Accounts: We retain your data as long as your account is active
- Tax Records: Transaction data is kept for 7 years to support tax filing requirements
- After Deletion: Personal data is removed within 30 days of account closure, except where legally required
- Backups: Backup systems may retain data for up to 90 days after deletion
5.2 Your Privacy Rights
You have the right to:
- Access: Request a copy of your personal data
- Correct: Update or correct inaccurate information
- Delete: Request deletion of your account and personal data
- Export: Receive your data in a portable format
- Object: Opt-out of certain data processing activities
- Restrict: Limit how we use your data in certain circumstances
To exercise any of these rights, contact us at info@rightoffs.com
We'll respond to your request within 30 days. For complex requests, we may need up to 90 days but will keep you informed.
6. International Data Transfers
RightOffs is based in the United States, and your data may be transferred to and processed in countries other than your own. These countries may have different data protection laws than your country.
6.1 Safeguards
- We ensure appropriate safeguards are in place for international transfers
- Our service providers are required to protect your data consistent with this policy
- For EU/UK users, we rely on Standard Contractual Clauses or other approved mechanisms
6.2 Your Consent
By using RightOffs, you consent to the transfer and processing of your data in the United States and other countries where our service providers operate.
7. Children's Privacy
RightOffs is designed for adult business owners and contractors. We do not knowingly collect personal information from anyone under 16 years of age.
If we learn that we've collected personal data from a child under 16, we will take steps to delete that information as quickly as possible. If you believe we have information from or about a child under 16, please contact us at info@rightoffs.com.
9. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.
9.1 Notification of Changes
- Minor Changes: Updated policy will be posted with a new "Last Updated" date
- Major Changes: We'll notify you via email and/or prominent notice in the app
- Review Period: Major changes will include a 30-day notice period when possible
Continued use of RightOffs after changes means you accept the updated policy.
10. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
RightOffs by Socrates ONE LLC
Email: info@rightoffs.com
Address: 116 Agnes Rd Ste 200, Knoxville, TN 37919
Website: www.rightoffs.com