OnNumbers
Privacy Policy
Effective date: June 22, 2026 · Last updated: June 22, 2026
This document is provided for transparency and operational use. It is not legal advice. Have a qualified attorney review it for your entity, jurisdictions, and data practices before relying on it.
1. Introduction
OnNumbers ("OnNumbers," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit https://onnumbers.com, contact us, or use our accounting services and AI-powered platform (collectively, the "Services").
OnNumbers provides Services to businesses primarily in the United States and Canada. This policy is written for those markets and applicable U.S. federal and state privacy laws, as well as Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial laws where they apply.
These policies apply to our public website and marketing communications. Customers who subscribe to OnNumbers accounting and platform services are also subject to a separate client services agreement presented at onboarding.
By using our website or Services, you acknowledge this Privacy Policy. If you do not agree, please do not use our website or Services.
2. Information we collect
2.1 Information you provide
Depending on how you interact with us, we may collect:
- Identifiers — name, email address, phone number, company name, job title, and mailing address.
- Commercial information — services you are interested in, plan selections, billing and invoicing details if you become a customer.
- Financial information — accounting records, bank and payment data, invoices, payroll, tax-related documents, and other financial data you or your integrations provide for bookkeeping and accounting services.
- Professional information — industry, entity structure, and business operations details relevant to your account.
- Communications — messages you send through contact forms, email, support requests, and sales calls.
- Account credentials — login information for the OnNumbers platform when you are a customer.
2.2 Information collected automatically
When you visit our website, we may automatically collect:
- Device and browser information — IP address, browser type, operating system, and device identifiers.
- Usage data — pages viewed, links clicked, time on page, referring URL, and general interaction with our site.
- Cookies and similar technologies — as described in Section 8.
2.3 Information from third parties
We may receive information from:
- Accounting and finance integrations you authorize (for example QuickBooks, Xero, payroll providers, and banks).
- Payment processors and identity or fraud-prevention providers.
- Service providers that support hosting, analytics, communications, and AI processing.
- Public or licensed data sources used for vendor enrichment or compliance checks, where permitted.
2.4 Sensitive personal information
In the course of providing accounting services, we may process sensitive information such as financial account details, tax identifiers, and payroll information. We use this information only as necessary to provide the Services, comply with law, and maintain security. We do not use sensitive personal information to infer characteristics about you for unrelated purposes, and we do not sell sensitive personal information.
3. How we use personal information
We use personal information for the following purposes:
- Providing accounting, bookkeeping, and platform services you request.
- Operating AI-powered features such as AI Pulse, AI Assessment, AI Work Planning, Ask AI, and automated categorization, anomaly detection, and reporting — with human review where applicable.
- Responding to inquiries, scheduling calls, and communicating about your account.
- Processing payments, billing, and contract administration.
- Improving, securing, and troubleshooting our website, platform, and internal systems.
- Generating aggregated or de-identified analytics to understand product usage and improve the Services.
- Complying with legal, tax, regulatory, and professional obligations.
- Enforcing our terms, preventing fraud, and protecting the rights and safety of OnNumbers, our users, and others.
We do not sell your personal information. We do not share personal information for cross-context behavioral advertising.
4. Scope and how we process information
We market and provide the Services to businesses in the United States and Canada. We do not actively market to the European Economic Area, the United Kingdom, or Switzerland.
We process personal information when:
- You have given consent — for example, optional cookies or marketing communications where consent is required. You may withdraw consent at any time.
- Processing is necessary to perform our agreement with you or your organization.
- Processing is required by applicable law, regulation, or professional accounting standards.
- We have a legitimate business need to operate, secure, and improve the Services, communicate with prospective customers, and prevent fraud — where permitted by law and balanced against your privacy rights.
5. AI and automated processing
OnNumbers uses artificial intelligence and automation to analyze financial data, generate summaries and assessments, suggest classifications, surface anomalies, and create work plans and tasks. Outputs may be reviewed by qualified accounting professionals before they are relied upon for close, reporting, or advisory purposes.
AI-generated content may be inaccurate or incomplete. It is provided to support visibility and workflow, not as a substitute for professional judgment. If you have questions about how automated features are used in your account, contact us.
We do not send personally identifiable information to third-party AI model providers. AI features are designed so that identifying details — such as names, contact information, employee identifiers, and tax or government ID numbers — remain in our controlled systems. Before any information is sent for AI inference, we apply encryption and de-identification measures. Third-party AI services receive only non-identifying inputs needed for analysis, such as amounts, dates, transaction categories, and similar numerical or structured financial data.
We may use third-party AI and cloud infrastructure under contractual confidentiality and security obligations. Those providers are not permitted to use inputs for their own training or marketing purposes.
6. How we disclose personal information
We may disclose personal information to:
- Service providers — hosting, cloud infrastructure, email, analytics, customer support, payment processing, and security vendors, solely to operate the Services.
- Accounting integrations — systems you connect to the platform at your direction.
- Professional advisors — lawyers, accountants, auditors, and insurers where reasonably necessary.
- Authorities — when required by law, subpoena, court order, or to protect rights and safety.
- Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to continued protection of personal information.
- With your consent or at your direction — for example when you ask us to share information with your advisors.
Third-party AI models. We do not disclose personal information to third-party AI model providers. AI processing uses protected, de-identified financial inputs — not names, contact details, or other information that directly identifies an individual. Personal information used to deliver AI features to you is stored and linked within our platform; only the minimum non-identifying data required for inference is transmitted externally, and that data is encrypted in transit.
We require service providers that handle personal information on our behalf to use it only for the purposes we specify and to maintain appropriate safeguards.
7. Data retention
We retain personal information for as long as necessary to provide the Services, fulfill the purposes described in this policy, comply with legal and professional record-keeping requirements, resolve disputes, and enforce agreements.
Accounting and financial records may be retained for longer periods where required by tax, audit, or regulatory rules. When data is no longer needed, we delete or de-identify it in accordance with our retention schedule and contractual commitments to customers.
9. Security
We implement administrative, technical, and organizational measures designed to protect personal information, including access controls, encryption in transit, monitoring, and vendor security reviews. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
If we become aware of a security incident involving personal information, we will notify affected parties and regulators as required by applicable law and our customer agreements.
10. Cross-border processing
OnNumbers is based in the United States. Personal information is primarily stored and processed in the U.S. If you access the Services from Canada, your information may be transferred to and processed in the United States where our service providers operate.
We protect personal information in transit and at rest using appropriate safeguards and contractual requirements with vendors. If you have questions about cross-border data handling for your account, contact us at hello@onnumbers.com.
11. Your privacy rights
11.1 United States and Canada
Depending on your state or province and your relationship with us, you may have the right to request access, correction, deletion, or portability of your personal information, or to limit certain uses. Specific rights for California and Canada are described below.
To submit a request, email hello@onnumbers.com with the subject line "Privacy Request." We may need to verify your identity before responding. We will respond within the timeframe required by applicable law.
11.2 California residents (CCPA / CPRA)
California residents have additional rights, including the right to know categories and specific pieces of personal information collected, the right to delete, the right to correct inaccurate information, and the right to limit use of sensitive personal information. We do not sell or share personal information for cross-context behavioral advertising, so a "Do Not Sell or Share" link is not required for that purpose.
You may designate an authorized agent to submit requests on your behalf. We will not discriminate against you for exercising privacy rights.
11.3 Canadian residents (PIPEDA)
If you are in Canada, you have the right to access personal information we hold about you, challenge its accuracy and completeness, and withdraw consent to certain processing where consent is the basis for collection — subject to legal, contractual, and professional record-keeping requirements.
To make a request, email hello@onnumbers.com with the subject line "Privacy Request." If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
11.4 Other U.S. state privacy laws
Residents of Colorado, Connecticut, Virginia, Texas, and other states with comprehensive privacy laws may have similar rights regarding access, deletion, correction, portability, and opt-out of certain processing. Contact us to exercise applicable rights.
12. Children’s privacy
Our Services are directed to businesses and are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.
13. Third-party links and integrations
Our website may link to third-party sites. We are not responsible for their privacy practices. Integrations you enable (such as accounting software) are governed by their own terms and privacy policies in addition to ours.
14. Changes to this policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page and update the "Last updated" date. Material changes may be communicated by email or in-product notice where required by law. Continued use after changes take effect constitutes acknowledgment of the updated policy, except where further consent is required.
15. Contact us
For privacy questions or requests, contact:
OnNumbers
San Francisco, CA
Email: hello@onnumbers.com