Privacy policy
Last updated September 30, 2026
The short version: we use your business's financial information only to keep your books. We never sell it or use it for advertising. You connect your accounts by invitation, so you never give us a password, and you can disconnect us at any time.
Who we are
Stardog Bookkeeping is operated by Stardog Golf LLC ("we", "us"). This policy covers our website, the client portal and our bookkeeping service. Questions: books@stardogbooks.com.
What we collect
- Sign-up and contact details: your name, business name, email address and, if you give it, your mobile number.
- Your books: when you invite us to Xero or QuickBooks Online, we read and write your accounting records: chart of accounts, invoices, customers and suppliers, bank transactions, payments and reports.
- Bank and card accounts: when you link an account through Plaid, we receive account names, the last digits of account numbers, balances and transactions. We never see or store your bank sign-in details.
- Card payments: when you connect Stripe or Square, we read charges, fees, refunds and payouts, including the customer name and email on a charge.
- Things you send us: statements and documents you upload, your answers to our questions, and messages by text or email.
- Technical information: your IP address and browser details, used to keep you signed in and to protect the service from abuse. We use only the cookies needed to sign you in. We don't use advertising or tracking cookies.
How we use it
- To keep your books: categorizing and matching transactions, recording card sales and fees, reconciling accounts, closing each month and preparing reports and sales tax worksheets.
- To contact you about your books: questions, approvals, reminders and your monthly report.
- To secure the service, prevent fraud and meet legal obligations.
We don't sell your information, share it for advertising or use it for anything unrelated to keeping your books.
Automated processing
Software does much of the routine work, and we use Anthropic's Claude AI models to suggest how transactions should be categorized and to draft messages. Transaction details are sent to Anthropic for this purpose under its commercial terms, which don't allow it to train its models on that data. Anything new or uncertain waits for a person on our team, or for you, to confirm.
Who we share it with
Only the service providers that make the service work, and only what each one needs:
- Google Cloud (United States): hosting, database, file storage and backups. Google Workspace: email.
- Plaid: bank and card connections. Plaid's handling of your information is described in the Plaid End User Privacy Policy.
- Xero or Intuit (QuickBooks): your books, which you already hold with them.
- Stripe or Square: read-only access to your card payments.
- Anthropic: AI assistance, as described above.
- Twilio: text messages, if you choose to receive them.
We may also disclose information when the law requires it, to protect our rights or the safety of others, or to a successor if our business is sold or merged. The successor would be bound by this policy.
Text messages
We text you only if you give your mobile number and agree to it. Messages are about your books. Message and data rates may apply. Reply STOP to stop and HELP for help. Your mobile number and consent to texts are never shared with third parties for their marketing.
How long we keep it
We keep your information while you're a client. After you leave, we disconnect from your accounts, delete our access tokens, and delete the rest within 90 days. The exception is records we must keep for legal or tax reasons, which we keep up to 7 years. Your books themselves stay in your Xero or QuickBooks account.
Security
Access works by invitation, so you never share passwords with us. Connection tokens are encrypted at rest and all traffic is encrypted in transit. Our systems are reachable only by our staff, and the database is backed up daily.
Your choices
- Disconnect us whenever you like: remove us as a user in Xero or QuickBooks, unlink banks in your portal, or revoke access in Stripe or Square.
- Ask us for a copy of your information, to correct it, or to delete it by emailing books@stardogbooks.com. We'll respond within 30 days.
Children
Our service is for businesses and isn't directed to children under 13.
Changes
If we change this policy, we'll update the date above. If a change is significant, we'll tell current clients by email before it takes effect.