Privacy Policy
This Privacy Policy explains how Material Systems LLC (“Material Systems,” “we,” “us”) collects, uses, shares, and protects information in connection with the Material Systems website (materialsystems.io) and our hosted software services. We aim to collect only what we need, protect it well, and never sell it.
1. Scope
This policy covers materialsystems.io and our hosted (server-backed) products and services, including our bookkeeping and business tools. Some of our applications run entirely on your own device and do not send data to us; those apps carry their own privacy notices and are not the subject of this policy. Where a specific product presents its own privacy notice, that notice governs for that product.
2. Information we collect
Depending on which product or feature you use, we may collect:
- Account information — such as your email address, and, for OAuth sign-in, basic profile information from your identity provider (for example, your name). We do not store your password; authentication is handled by a managed identity provider.
- Information you provide — the business and financial records you enter or import (for example, transactions, invoices, clients, mileage), files you upload (such as receipt images), and settings.
- Financial account data — where you choose to connect a bank or financial account through our financial-data provider (Plaid), we access the account and transaction information you authorize, in order to provide the feature you requested. We never receive or store your bank login credentials — those are handled by Plaid.
- Payment information — if you subscribe to a paid product, our payment processor (Stripe) collects and processes your payment details. We do not receive or store full card numbers; we retain limited billing information such as subscription status.
- Technical and usage data — information generated automatically when you use our services, such as log data, device/browser information, IP address, and timestamps, used for security, debugging, and reliability.
- Communications — information you provide when you contact us for support.
3. How we use information
- To provide, operate, maintain, and improve our products and features.
- To authenticate you and secure your account and data.
- To process subscriptions and payments.
- To provide features you request, such as reading data from an uploaded receipt or importing transactions from a connected financial account.
- To communicate with you about your account, service updates, and support.
- To detect, prevent, and respond to fraud, abuse, and security incidents.
- To comply with legal, tax, and regulatory obligations.
We do not sell your personal information, and we do not use your financial account data for advertising.
4. Automated processing (AI features)
Some features use third-party AI services to process content you submit — for example, extracting the vendor, date, and amount from a receipt image you upload. Content sent for this purpose is used to return the result to you and is handled under our provider's terms; it is not used to build advertising profiles.
5. How we share information
We share information only as needed to run our services, and never sell it. Categories of recipients:
| Recipient | Purpose |
|---|---|
| Service providers (subprocessors) | Hosting, database, authentication, file storage, payment processing, financial-account connectivity, email delivery, and AI processing — each receiving only the data needed for its function. Representative providers include Vercel, Supabase, Stripe, Plaid, Resend, and Anthropic. |
| Legal & safety | When required by law, legal process, or to protect the rights, property, or safety of Material Systems, our users, or the public. |
| Business transfers | In connection with a merger, acquisition, or sale of assets, subject to this policy. |
| With your direction | When you ask us to share information (for example, connecting a financial account, or exporting your data). |
6. Financial data and Plaid
If you connect a financial account, we use Plaid Inc. to access the information you authorize. You grant that authorization through Plaid's secure flow, and your use of Plaid is also governed by Plaid's own end-user privacy policy. We request only the data needed for the feature you chose, protect access tokens as confidential credentials, and revoke access when you disconnect the institution or delete your account.
7. How we protect information
We maintain administrative, technical, and organizational safeguards to protect your information, including encryption in transit and at rest, least-privilege and multi-factor-protected access, tenant isolation, and audit logging. These controls are described in our Information Security Policy. No method of transmission or storage is perfectly secure, but we work to protect your information and to respond promptly to any incident.
8. Data retention
We retain your information for as long as your account is active or as needed to provide the service, and thereafter as required to meet legal, tax, and regulatory obligations or to resolve disputes. You may request deletion of your data as described below; financial-account access tokens are revoked and removed when you disconnect an institution or close your account.
9. Your choices and rights
- Access and export. You can access the data in your account through the product, and export your records.
- Correction. You can edit the information you have entered.
- Deletion. You can request deletion of your account and associated data.
- Disconnect financial accounts. You can disconnect a linked financial institution at any time.
- Regional rights. Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA/CPRA (including rights to access, correct, delete, or restrict processing, and to not be discriminated against for exercising them). To exercise any right, contact us at the address below.
10. Cookies and similar technologies
Our services use strictly necessary cookies and similar technologies to keep you signed in and to operate the site securely. We do not use them for third-party advertising.
11. Children's privacy
Our hosted business and financial services are intended for adults and are not directed to children under 13, and we do not knowingly collect personal information from children through these services.
12. International users
Material Systems is based in the United States, and our providers process and store data in the United States and potentially other locations. If you access our services from outside the United States, you understand that your information may be transferred to and processed in the United States.
13. Changes to this policy
We may update this policy as our services evolve or as required by law. Material changes will be posted at this URL with a new “last updated” date; where appropriate, we will provide additional notice.
14. Contact
Questions or requests regarding this policy or your data can be sent to info@materialsystems.io.