ChronoAI ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered time tracking and invoicing platform (the "Service").
1. Information We Collect
We collect the following types of information:
- Account Information: Name, email address, organization name, and password when you create an account
- Usage Data: Time entries, project details, invoice data, and billing information you enter into the Service
- Payment Information: Billing address and payment method details, processed securely through Stripe
- Integration Data: Data exchanged with connected third-party services such as QuickBooks and Google
- Technical Data: IP address, browser type, device information, and usage patterns collected automatically
2. How We Use Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process your time entries and generate invoices
- Power AI-driven features such as natural language time entry and smart categorization
- Synchronize data with connected third-party services at your direction
- Process payments and manage your subscription
- Send transactional emails and important service updates
- Detect and prevent fraud, abuse, and security incidents
- Analyze usage patterns to improve the Service
3. Data Sharing
We do not sell your personal information. We may share your data in the following circumstances:
- Service Providers: With trusted third-party vendors who assist in operating the Service (hosting, payment processing, email delivery)
- Integrations: With third-party services you explicitly connect, such as QuickBooks or Google, and only the data necessary for the integration
- Legal Requirements: When required by law, regulation, or legal process
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice
4. Data Security
We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest, regular security audits, and access controls. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security. We promptly notify affected users of any data breach in accordance with applicable law.
5. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal data, subject to legal retention requirements
- Export: Request your data in a portable, machine-readable format
- Opt-out: Unsubscribe from marketing communications at any time
To exercise any of these rights, contact us at privacy@chrono-ai.app.
6. Cookies
We use cookies and similar tracking technologies to maintain your session, remember your preferences, and analyze usage of the Service. Essential cookies are required for the Service to function. Analytics cookies help us understand how the Service is used and can be managed through your browser settings. We do not use cookies for advertising purposes.
7. Third-Party Services
ChronoAI integrates with the following third-party services. Each has its own privacy policy governing data handling:
- Stripe: Payment processing. Stripe collects and processes payment information under its own privacy policy.
- QuickBooks (Intuit): Optional accounting integration. Section 8 explains what we read from and write to QuickBooks, and how we protect and delete that data.
- Google: OAuth authentication. We receive your name and email address for account creation and sign-in.
8. QuickBooks Online
Connecting QuickBooks Online is optional. Only an owner or admin of your Organization can connect or disconnect it.
What we read from QuickBooks
- Your company's name, to show which company is connected
- Your active customers, so an admin can link each ChronoAI project to the customer its time is billed to
- Your active employees and vendors: names, email addresses and whether a vendor is a 1099 contractor, so an admin can match each team member to their QuickBooks record
- The time activities ChronoAI created, to keep them up to date
What we write to QuickBooks
- Time activities for approved hours: the date, hours, team member, customer, project name, notes and hourly rate. When those hours are corrected, rejected, deleted or invoiced, ChronoAI updates or removes the time activities it created.
- Invoices, when an admin creates an invoice in ChronoAI for a project linked to a QuickBooks customer: the customer, dates, invoice number and line items. If the admin asks, QuickBooks emails the invoice to the customer.
ChronoAI does not create, change or delete anything else in QuickBooks.
Why
We use QuickBooks data only to run this integration: to send approved hours with the right customer, person and rate; to create the invoices you ask for; and to stop hours ChronoAI has already invoiced from being offered for billing again in QuickBooks. We never sell QuickBooks data.
Security
- QuickBooks connection tokens are encrypted with AES-256-GCM before they are stored, on top of the database's own encryption at rest
- All traffic to ChronoAI and to QuickBooks uses HTTPS
- Connection tokens are never written to our logs
- Only your Organization's owners and admins can manage the connection, and each Organization's QuickBooks data is kept separate from every other Organization's
Retention and deletion
- We read customer, employee and vendor lists from QuickBooks when they are needed and don't store copies of them. We keep what the links need: your company's name while connected, the QuickBooks IDs and names of the customers and people you link, and the IDs of the time activities and invoices ChronoAI created.
- When an admin disconnects QuickBooks in ChronoAI, we delete the stored connection tokens straight away and ask Intuit to revoke ChronoAI's access. If you disconnect from within QuickBooks instead, Intuit ends ChronoAI's access; disconnect in ChronoAI as well to remove the stored tokens.
- Links stay in ChronoAI after you disconnect, until you ask us to delete them. On request, we delete all of your Organization's QuickBooks-linked data.
- Your time entries and invoices remain your Organization's records in ChronoAI while it uses the Service (see section 9).
- Anything already sent to QuickBooks stays in your QuickBooks company after you disconnect. You can change or delete it there.
Intuit
Data in your QuickBooks company is also covered by Intuit's own terms and privacy statement. ChronoAI is not affiliated with or endorsed by Intuit. QuickBooks is a trademark of Intuit Inc.
For questions or deletion requests about QuickBooks data, contact us at privacy@chrono-ai.app.
9. Data Retention
We retain your personal data for as long as your account is active or as needed to provide the Service. After account deletion, we retain a minimal set of data for up to 90 days to fulfill legal obligations, resolve disputes, and enforce agreements. Time entry and invoice data may be retained in anonymized form for analytics purposes.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last updated" date. We encourage you to review this policy periodically. Your continued use of the Service after changes become effective constitutes your acceptance of the revised policy.
11. Contact
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at privacy@chrono-ai.app.