Privacy Policy

Your data, handled with military precision.

Last updated: November 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.

Voice: if you talk to Proxy, your microphone audio is turned into text on your own device and is not sent to us or anyone else. Only the resulting text is sent to Proxy, the same as a typed message. Spoken replies are also generated on your device. The first time you use voice, your browser downloads the open-source speech models from Hugging Face and jsDelivr. If our staff turn on the optional wake phrase, their browser listens only for that phrase, on their own device; nothing is recorded or sent until the phrase is heard.

Security records: to protect accounts and detect abuse, we record security events such as wrong sign-in codes, blocked uploads, blocked attack attempts, access-denied attempts, report exports, and administrative changes, with the related account, IP address and page. Sensitive numbers (such as Social Security, card and bank account numbers) are masked before they are written to our logs.

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 (Anthropic and Groq) to generate responses, categorize transactions, draft text, or extract data from images and documents you provide (such as receipts, inventory photos, and uploaded files). We send only what the requested task needs. These providers process the data under their business/API terms, which state that API data is not used to train their models.

To let Proxy search your own documents, text extracted from documents you upload is converted into numeric "embeddings" by Voyage AI (a MongoDB company) and stored with your account. Embeddings are only searched within your own account.

AI output can be wrong. Proxy's answers are informational, are not tax, legal, or investment advice, and important work (tax returns, filings, closing the books) is reviewed by a person before it is final. See our AI Use Policy at proxemicap.com/ai-policy.

4. How We Share Information

We do not sell or rent your personal information, and we do not share it for cross-context behavioral advertising. We share information only with: service providers that power the Services, acting on our instructions; PXC staff assigned to your account for the purpose of delivering professional services; and authorities when required by law or to protect our rights.

Our service providers are: Vercel (website hosting); Supabase (database, authentication, and file storage); Railway (background processing for backtests and video rendering, which write results back to our database); Microsoft (SharePoint/OneDrive document storage, Bookings, and email); Stripe (payments and Stripe Connect); Plaid (bank connections); Resend (email delivery); Twilio (SMS); Cloudflare Turnstile (bot protection on public forms); Anthropic and Groq (AI processing); Voyage AI / MongoDB (document search embeddings); Firecrawl (reading public web pages, such as IRS and Florida Department of Revenue pages, for our compliance updates — your data is not sent to it); Meta/Instagram (publishing ProxemiCap's own marketing posts — your data is not sent to it); and FRED, Federal Reserve Bank of St. Louis (public economic data shown on our site — your data is not sent to it).

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 in Microsoft SharePoint/OneDrive using the Microsoft Graph API. We use encryption in transit (TLS), encryption at rest provided by our hosting providers, role-based permissions, email one-time codes for sign-in, and audit logging on financial actions.

Additional safeguards: bank-connection credentials are encrypted before storage; sign-in codes are randomly generated, expire, and stop working after five wrong tries; passwords must be at least 10 characters and commonly used passwords are refused; uploaded files are checked by their actual contents and programs or disguised files are rejected; exported spreadsheets are protected against formula injection; requests that look like attacks are blocked; and automated monitoring alerts our team to suspicious activity such as repeated wrong codes or attempts to reach another client's records.

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. When we prepare tax returns, federal law requires us to keep a copy or record of them for at least 3 years; those records are kept privately for that period and then deleted. Security event records are kept for 90 days and then deleted automatically, unless needed to investigate an incident. You can request deletion of your account from Settings → Delete Account or by emailing info@proxemicap.com; we review each request and confirm by email, generally within 45 days.

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 request deletion, use Settings → Delete Account. To exercise other rights, contact us at info@proxemicap.com. We will not discriminate against you for exercising your rights.

8. Cookies & Tracking

We use essential cookies and similar technologies to keep you signed in, remember preferences (such as your English/Spanish language and day/night theme), and operate the Services. We do not use advertising or cross-site tracking pixels. Our cookie banner lets you choose "Essential Only"; any non-essential analytics we add in the future will load only if you choose "Accept All." You can also control cookies through your browser settings, though disabling essential cookies 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 the providers listed in Section 4.

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.