Pivotext Privacy Notice
This notice explains what personal information Pivotext collects, why, who we share it with, and the choices you have. We've tried to keep it plain. If anything is unclear, email us.
1. Who we are
When we say "Pivotext", "we", "our" or "us", we mean Pivotext Software Inc., a company incorporated in British Columbia, Canada (Incorporation No. BC1609637) and based in Vancouver, British Columbia.
Pivotext is bookkeeping software for traders in prop-firm funded-account programs. It records what you spend on evaluations, resets, activation fees and other trading costs, records the payouts you receive, ties each one to the account it belongs to, and prepares a month-end statement for your accountant.
We are responsible for the personal information described in this notice. Our Privacy Officer is accountable for our compliance with it and can be reached at [email protected].
2. What this notice covers
This notice explains how we collect, use, share and protect personal information. "Personal information" means information about an identifiable individual, such as your name, email address, payment details or the contents of a receipt you upload. It can also include technical information about your device, like your IP address.
It applies to our website at pivotext.com, the Pivotext app, our beta program, and any support or other communications you have with us. Together we call these our "services".
Pivotext is currently in beta. Some features described here, such as receipt reading and paid plans, are being introduced to beta users over time. This notice describes how we handle information for each feature once it's available to you.
3. What this notice doesn't cover
Your records may contain information about other people, for example a name on an invoice, or the contact details of an accountant you invite. You decide what to put into Pivotext, and we handle that information only to provide the service to you. Please make sure you're entitled to share any information about other people before you add it.
This notice also doesn't cover third-party websites or services you reach through links on our site, such as prop firms, payment platforms or your accountant's software. Their own privacy policies apply.
4. Personal information we collect and how we get it
What we collect depends on how you use Pivotext. We collect it in three ways:
- Directly from you, when you join the beta, create an account, add records, upload receipts, contact support, or invite an accountant.
- Automatically, when you visit our website or use the app, through server logs and the minimum cookies needed to keep you signed in.
- From service providers that help us run Pivotext, for example confirmation from a payment processor that a subscription payment succeeded.
You don't have to give us personal information, but without some of it (like an email address) we can't create your account or provide the service.
Categories of personal information
| Category | Examples | Source |
|---|---|---|
| Identity and contact | Name, email address, and the name of the individual or company whose books you keep | You |
| Account | Login details, password (stored only as a secure hash), account settings, the people you've invited and their role | You |
| Financial records | Evaluation, reset and activation fees; subscriptions and other costs; payouts; the prop firms and account labels you track; exchange rates used; notes and review flags | You |
| Uploaded content | Receipts, invoices and payout confirmations you upload (images and PDFs), and the details read from them: vendor, date, amounts, currency and line items | You |
| Payment | For paid plans: billing name, billing address and subscription history. Card details are handled by our payment processor; we see only limited details such as the card type and last four digits. | You and our payment processor |
| Communications | Support requests, feedback, and emails you send us | You |
| Device and usage | IP address, browser and device type, pages visited, sign-in times, and error logs | Automatically |
We don't ask for sensitive information such as health information, and Pivotext never needs your trading platform or brokerage credentials. We don't collect your trades, positions or trading capital.
5. How we use your personal information
We use personal information to provide Pivotext and manage our relationship with you. We use it only for the purposes below, purposes we explain when we collect it, or other purposes permitted or required by law.
- To provide the service. Creating and securing your account, storing your records and receipts, reading receipts you upload, matching charges to accounts, converting currencies, and producing statements and exports.
- To communicate with you about the service. Beta invitations, sign-in and verification emails, security alerts, billing notices and replies to your questions.
- To keep Pivotext secure. Detecting and preventing unauthorized access, fraud and abuse, and keeping logs needed to investigate problems.
- To improve Pivotext. Understanding which features are used and where things go wrong, mainly using aggregated or de-identified information. We don't read your individual records for this purpose unless you ask us to help with a specific problem.
- To send you news and offers, only if you've agreed to receive them. You can unsubscribe at any time using the link in any such email.
- To meet legal obligations and protect our rights, including tax and accounting record-keeping, responding to lawful requests, and establishing or defending legal claims.
We don't sell personal information, we don't rent it out, and we don't use it for targeted advertising.
6. How we use AI to read receipts
When you upload a receipt, invoice or payout confirmation, we send the file to our AI service provider, Anthropic, which reads it and returns structured details such as the vendor, date, amounts and currency. Pivotext then suggests a category and the account the charge belongs to.
- Nothing is booked automatically. You review every suggestion and decide whether to accept, edit or reject it.
- No decisions about you. We don't use AI to make decisions that have legal or similarly significant effects on you, and Pivotext doesn't decide what is deductible or how anything is treated for tax.
- Not used to train AI models. Under our AI provider's commercial terms, the content we send is not used to train its models.
- Processed in the United States. Receipt reading happens outside Canada. See "International transfers" below.
9. How long we keep it
- Your account and records are kept while your account is open. You can delete individual records and receipts at any time.
- When you close your account, we delete your records and uploaded files within 30 days, and they're removed from our backups within a further 30 days, unless the law requires us to keep something longer.
- Beta sign-ups are kept until you're invited to the beta or ask us to remove you.
- Our own business records, such as invoices we issue and payments we receive, are kept as long as Canadian tax law requires, generally six years.
- Security and error logs are kept for a limited period, then deleted.
Pivotext is not a substitute for your own record-keeping obligations. Export your records before you close your account if you need to keep them.
10. Security
We use safeguards appropriate to the sensitivity of financial records, including:
- encryption of information in transit (HTTPS) and at rest;
- database rules that let each user reach only the records of the entities they belong to;
- private storage for receipt files, available only to signed-in members of that entity;
- restricting access to production systems to the people who need it; and
- keeping sensitive keys on our servers, never in your browser.
No system is perfectly secure. If a breach of security involving your personal information creates a real risk of significant harm to you, we'll notify you and the Office of the Privacy Commissioner of Canada as the law requires.
We'll never ask for your password by email. If you receive a suspicious message claiming to be from Pivotext, forward it to [email protected].
11. International transfers
We store your account, records and receipt files in Canada. Some of our service providers process information in other countries, mainly the United States. Receipts you upload are processed in the United States so they can be read, and beta sign-ups and contact form messages are received by a provider there.
When information is processed outside Canada, it's protected by our agreements with those providers, but it is subject to the laws of the country where it's processed and may be accessible to that country's courts, law enforcement and national security authorities.
12. Your rights and choices
It's your information. You can ask us to:
- tell you what personal information we hold about you and how we've used and shared it;
- give you a copy of it (you can also export your records from the app at any time);
- correct information that is inaccurate or incomplete; and
- delete your information or close your account.
You can also withdraw your consent to our use of your information, subject to legal or contractual restrictions. If withdrawing consent means we can't provide the service, we'll explain that first. You can unsubscribe from any news or offers at any time.
To make a request, email [email protected]. We may need to confirm your identity first. We'll respond within 30 days, and tell you if we need more time and why.
If you're not satisfied with how we've handled your information or your request, please contact us first so we can try to fix it. You can also contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.
13. Age requirement
Pivotext is intended for adults and is not directed to anyone under 18. We don't knowingly collect personal information from minors. If you believe a minor has given us personal information, contact us and we'll delete it.
14. Updates to this notice
We'll update this notice as Pivotext changes, including before new features such as paid plans launch. The date at the top shows when it last changed. If we make a significant change, we'll tell you by email or in the app before it takes effect.
15. How to contact us
For privacy questions, requests or complaints, contact our Privacy Officer:
Privacy Officer
Pivotext Software Inc.
Vancouver, British Columbia, Canada
[email protected]