Privacy Policy
Last updated: October 20, 2026
This Privacy Policy explains how ProCharted Inc. (“ProCharted”, “we”, “us”) collects, uses, shares and protects personal information when you visit procharted.com, contact us, start a trial or use the ProCharted practice-management application (the “Service”). We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.
1. Two kinds of information
Information about our customers and website visitors. When you sign up, book a demo, contact us or use the website, we decide how that information is used, and this policy applies to it directly.
Information your firm puts into ProCharted. Accounting firms use ProCharted to manage their own clients: names, contact details, notes, files, time and invoices. Your firm controls this “Customer Data” and decides what goes in. We process it only to provide the Service to your firm, under our User Agreement. If you are a client of a firm that uses ProCharted, please contact that firm about your information.
2. What we collect
- Account information: name, work email, firm name, phone number, password (stored securely by our sign-in provider, never in plain text) and the settings you choose.
- Billing information: plan, number of users and billing contact. Card payments are handled by our payment processor; we do not store full card numbers.
- Customer Data: the information your firm adds to the Service, as described above.
- Connected services: if you connect an email account or QuickBooks Online, we access the data needed for that feature (for example, emails with your clients or invoices and payments), only while it stays connected.
- Usage and technical information: log data such as IP address, browser, pages used, and error reports, to keep the Service running and secure.
- Website forms and bookings: what you send us through the contact, free-trial and demo forms.
3. How we use it
- To provide, maintain and support the Service, including the features your firm turns on.
- To set up your account, process payments and send service messages (for example, sign-in codes, invitations and notifications).
- To answer questions, run demos and provide onboarding help.
- To keep the Service secure, prevent misuse and fix problems.
- To improve the Service, using aggregated information that doesn’t identify you.
- To send product news, if you agree. You can unsubscribe at any time.
We do not sell personal information, and we do not use Customer Data for advertising.
4. Who we share it with
We share personal information only with service providers that help us run ProCharted, under contracts that require them to protect it and use it only for our instructions:
- Microsoft Azure: hosting, file storage, sign-in and system monitoring.
- Stripe: subscription payments.
- Twilio SendGrid: delivery of system emails.
- Nylas: connecting your Microsoft email account, if you choose to.
- Intuit QuickBooks Online: syncing clients, invoices and payments, if you connect it.
- Anthropic (Claude): the AI features (Write with AI, Catch me up and the help assistant), if your firm has them turned on.
- Sentry: error reporting.
- Elementor Cloud and Cloudflare: hosting and protecting our website.
- Calendly: demo bookings.
- Plausible Analytics: privacy-friendly website statistics that don’t use cookies or track you across sites.
We may also disclose information if the law requires it, to protect our rights or users’ safety, or as part of a merger or sale of our business (in which case this policy will continue to apply).
5. AI features
ProCharted’s AI features use Anthropic’s Claude. When someone in your firm uses them, only the text needed for that request is sent (for example the draft being written or the work item’s details and notes); files are never sent. AI only writes drafts that a person reviews; it never sends emails or changes your work on its own. Your data is never used to train AI models. Admins can turn the AI features off for the whole firm.
6. Where information is stored
Your firm’s data stays in Canada. The ProCharted application and Customer Data are hosted on Microsoft Azure in Canada, in Ontario, with backups in Quebec.
Some of the service providers listed above (for example for payments, email delivery, email connection, error reporting, demo bookings and the AI features) are based in, or process information in, the United States. When information is processed outside Canada, it is subject to the laws of that country and may be accessed by its courts, law enforcement and national security authorities. We share only what each provider needs, and use contracts and safeguards to protect it.
7. How long we keep it
We keep personal information while your account is active and as long as needed for the purposes above. After your subscription ends, we delete Customer Data within 30 days, unless the law requires us to keep it longer. Backup copies are removed as our regular backup cycle runs. You can ask us to export your firm’s data before your account closes.
8. How we protect it
We use administrative, technical and physical safeguards suited to the sensitivity of the information, including encryption in transit, access controls, role-based permissions inside the Service and monitoring of our systems. No system is perfectly secure, so please use a strong password and keep sign-in details private.
9. Your choices and rights
- You can see and update most account information in the Service.
- You can ask for access to, or correction of, the personal information we hold about you.
- You can withdraw consent to optional uses (such as marketing emails), subject to legal and contractual limits.
- You can ask us to delete your account.
To make a request, email support@procharted.com. We’ll respond within 30 days. If you’re not satisfied, you can contact the Office of the Privacy Commissioner of Canada or, in British Columbia, the Office of the Information and Privacy Commissioner for BC.
10. Cookies
Our website uses only the cookies needed for it to work and for logged-in features. Our website analytics don’t use cookies. The ProCharted application uses cookies and similar storage to keep you signed in and remember your preferences.
11. Children
ProCharted is a business service and isn’t directed to children under 16.
12. Changes to this policy
We may update this policy from time to time. We’ll post the new version here with a new “Last updated” date and, for important changes, let account owners know by email or in the Service.
13. Contact us
ProCharted Inc., Privacy Officer
501-3292 Production Way, Burnaby, BC V5A 4R4, Canada
support@procharted.com