Privacy Policy

Your data, handled with military precision.

Last updated: September 6, 2026

1. Information We Collect

Account & profile information: name, email, phone, business name, entity type, and role. Authentication data is handled through our identity providers (Google, Microsoft 365, and email/password).

Inquiry, consultation & intake information: details you submit through our contact form, tax preparation intake form (such as filing status, number of dependents, tax year, estimated income range, industry, and whether you own a business, rental property, or investments), and Cerebro early-access request form. Where a form includes a consent checkbox, we record your authorization for us to contact you regarding your inquiry.

Scheduling information: when you book a consultation, your appointment details are handled through Microsoft Bookings.

Financial & business data: transactions, categorizations, invoices, receipts (including receipts you text in via SMS through Twilio), mileage and IFTA logs, payroll estimates, documents, and — if you choose to connect a bank — read-only account and transaction data via Plaid.

Payment information: subscription billing and invoice pay-links are processed by Stripe. We do not store full card numbers on our servers. When you accept invoice payments, funds route directly to your own connected Stripe account (Stripe Connect); ProxemiCap does not hold those funds.

Usage & technical data: log data, device and browser information, IP address, and interactions with the Services, including messages you send to Proxy.

2. How We Use Your Information

We use your information to: provide and operate the Services; perform bookkeeping, categorization, and requested professional services; process payments and subscriptions; generate reports and AI advisory output through Proxy; communicate with you (including transactional email via Resend and, if you opt in, SMS text messages via Twilio for texted-in receipts and account notifications, which you can stop at any time by replying STOP); maintain security, prevent fraud, and comply with legal obligations; and improve the Services.

3. Artificial Intelligence Processing

Certain features send content to third-party AI providers (Groq and Anthropic) to generate responses, categorize transactions, or extract data from images and documents you provide (such as receipts, inventory photos, and uploaded files). We share only what is necessary to perform the requested task. AI providers process this data under their own terms; our AI providers do not use your data to train their public models without authorization.

4. How We Share Information

We do not sell your personal information. We share information only with: service providers that power the Services (including Stripe for payments, Plaid for bank connectivity, Supabase for database and authentication, Microsoft for document storage, and Groq and Anthropic for AI); PXC staff assigned to your account for the purpose of delivering professional services; and authorities when required by law or to protect our rights.

If you use Premium or add-on services, authorized PXC professionals assigned to your account may access your financial records to perform the engagement.

5. Data Storage & Security

Data is stored in Supabase (PostgreSQL) with row-level security, and documents are stored via Microsoft SharePoint/OneDrive using the Microsoft Graph API. We apply access controls, encryption in transit, role-based permissions, and audit logging on financial actions.

No method of transmission or storage is completely secure. While we work to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active and as needed to provide the Services, comply with legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. You may request deletion of your account, subject to records we are required to retain by law.

7. Your Rights & Choices

Depending on your location, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. You can update much of your information in your account settings, disconnect a bank connection at any time, and manage billing from your billing settings. To exercise other rights, contact us at info@proxemicap.com.

8. Cookies & Tracking

We use essential cookies and similar technologies to keep you signed in, remember preferences (such as your English/Spanish language selection), and operate the Services. You can control cookies through your browser settings, though disabling them may affect functionality.

9. Children's Privacy

The Services are intended for businesses and individuals 18 and older. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.

10. Third-Party Links & Services

The Services may link to or integrate third-party websites and services. Their privacy practices are governed by their own policies, and we are not responsible for them. We encourage you to review the policies of Stripe, Plaid, Microsoft, Google, Groq, and Anthropic.

11. Changes to This Policy

We may update this Policy from time to time. Material changes will be posted here with an updated date. Your continued use of the Services after changes take effect constitutes acceptance of the revised Policy.

12. Contact Us

Questions or requests regarding your privacy? Contact ProxemiCap LLC at info@proxemicap.com. ProxemiCap LLC is a Certified Service-Disabled Veteran-Owned Small Business headquartered in Greater Orlando, Florida.