Privacy Policy

This Privacy Policy explains how Fluent Terrain LLC collects, uses, discloses, and retains personal information through GlacialBooks. An organization using GlacialBooks controls the bookkeeping data its authorized users submit. Fluent Terrain LLC acts as a service provider or processor for that organization and as a business or controller for account, billing, security, support, and product-operation data.

We collect account identifiers and contact details; organization, role, and subscription information; payment status and billing references; support communications; device, IP, authentication, audit, and security events; and optional consented product analytics. Bookkeeping content may include bank and card accounts, transactions, merchant and customer details, invoices, bills, receipts, journal entries, payroll summaries, tax-related records, job-cost data, reports, and documents. We also create categorization, reconciliation, anomaly, profitability, close, and lineage results from that content.

Information comes from you, other authorized members of your organization, identity and payment providers, financial institutions you connect through Plaid, documents you upload, connected services you authorize, and normal operation of the application. We do not collect credentials entered into a financial institution's Plaid interface.

We use information to authenticate users; enforce organization roles; provide bookkeeping, reconciliation, reporting, billing, support, and autonomous workflows; follow transaction lineage; execute user-authorized updates; monitor close readiness; detect errors, fraud, and security threats; send service communications; maintain immutable audit evidence; comply with law; and improve reliability. Marketing email is sent only after opt in. Optional product analytics are activated only after browser consent and never include page query strings, form contents, session recordings, or automatic element capture.

GlacialBooks uses rules, statistical methods, and Microsoft Azure services to extract documents, recommend or apply bookkeeping treatment, reconcile activity, identify anomalies, prepare reports, and run month-end-close workflows. Actions are scoped to the organization and user permissions, and material actions are recorded for review and correction. We do not use customer financial content to train a general-purpose public AI model. We do not use these systems to make consumer credit, employment, housing, insurance, or other legal-eligibility decisions.

We disclose only the information needed to providers supporting the Service, including Microsoft Azure for hosting, storage, document processing, telemetry, and email; Clerk for identity; Plaid for user-authorized financial connections; Stripe for subscription billing; and PostHog for consented product analytics. We also disclose data to services an organization chooses to connect, to professional advisers under confidentiality, in a corporate transaction with appropriate protections, or when lawfully required. Authorized organization administrators can access information within their organization.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising and do not use GlacialBooks data for targeted advertising. We do not knowingly sell or share the personal information of anyone under 18.

We use TLS, encryption at rest, private networking for data services, organization-scoped authorization, database row-level security, webhook signature verification, rate limiting, secrets management, audit records, and monitored production access. No system can guarantee absolute security. Report a suspected issue to [email protected].

Personal account deletion has a 30-calendar-day grace period and is normally processed within 31 days unless a legal hold applies. Accounting records and source evidence may be retained for seven years after organization closure or contract termination. Production PostgreSQL backups are retained for 35 days, document soft-delete recovery for 30 days, and production operational telemetry for 90 days. Detailed exceptions and schedules are in the Data Retention and Deletion Policy.

Depending on where you live, you may request access, correction, deletion, portability, restriction, or an explanation of processing, and may appeal a denied request. You can change marketing preferences in the application and analytics consent on the Cookie Policy page. We verify requests to protect account data and normally respond within 30 days. Authorized agents may submit requests where law permits. We do not discriminate for exercising a privacy right.

GlacialBooks is a business service and is not directed to children under 13. Data is primarily processed in the United States; appropriate contractual measures apply when information is transferred from another jurisdiction. Material policy changes are announced in the Service or by email, and renewed acceptance may be required before continued use.