Privacy Notice
Effective and version date: September 28, 2026
This notice explains how Deductify.ai handles personal information in the Deductify service.
Information we collect
- Account details, such as name, email, password hash, and session information.
- Property and tax-planning facts, including address, ownership name/type, acquisition and placed-in-service dates, basis inputs, business-use percentage, prior-depreciation facts, room descriptions, and verified asset lists.
- Files you choose to upload, including property photos and supporting property records, plus file metadata and integrity hashes.
- Service and security data, such as browser information, timestamps, agreement versions, a one-way hash of the acceptance IP address, error logs, and audit history.
- AI analysis output and identifiers generated while processing submitted property content.
How we use information
We use information to provide and save the requested analysis; authenticate accounts; organize evidence; detect possible assets; show report-readiness gaps; provide exports and deletion; protect against misuse; troubleshoot; comply with law; and communicate about the service.
Private promotion feedback and optional emails — October 26, 2026 supplement
New entries into our complimentary-study feedback offer include a short private questionnaire before the first report unlocks. Earlier entries and already-unlocked reports keep their existing access terms. The questionnaire asks how you found us, why you tried the service, how easy and clear the workflow felt, which step was hardest, concerns about a future paid report, and clarity of the complimentary offer. Critical, neutral and “prefer not to answer” responses are accepted. You can also give optional feedback before finishing. This is not a public review or a condition that your answers be favorable.
We save your selected answers and optional suggestion with your account to improve the product and understand the pilot. Please do not include names, property addresses, financial records or other sensitive details in suggestions. Authorized owner reporting shows grouped answers and recent suggestions without account identifiers. Feedback is not published as a testimonial, sent to an AI model, or shared with advertising platforms. Raw feedback is retained for up to 365 days or until account deletion; a completion marker may remain with promotion records so an existing entitlement does not depend on retaining your answers.
Separately, you may choose study-completion reminder emails and/or property-tax tips, product updates and offers. Both choices default off, are saved with their version and update time, and never affect study access. Preference collection does not enable optional email campaigns: sending is not active yet. Verification and requested report-delivery messages remain separate. You can edit or withdraw either optional choice, or unsubscribe from all optional emails, in your dashboard email preferences. These choices do not authorize advertising tracking, referral payouts or disclosure of your email to advertising platforms. Account deletion removes these preference records.
Optional Google sign-in — October 23, 2026 supplement
Where Google sign-in is available, you may choose it instead of creating a password. Google authenticates you and provides a verified email address and an account identifier. We use those details to create or sign you into your Deductify account. This does not give Deductify access to your Gmail, Drive files, contacts or calendar, and does not authorize advertising measurement. We do not send your property records or reports to Google through this sign-in feature.
We retain the Google account identifier and verified email with your account. Temporary sign-in state and a security cookie protect the sign-in process; the state expires after ten minutes and is removed after use or cleanup. Provider access, refresh and identity tokens are not retained. An existing password account is not automatically merged with a Google account that has the same email address. You can continue using your existing password. Google-only users can use password recovery to verify their inbox and set an optional password for password-protected account actions, including deletion. Google also processes sign-in under its Privacy Policy.
Optional first-party usage measurement — October 5, 2026 supplement
When measurement is enabled on the service, it starts only after you allow it under “Privacy choices” in the footer. We record visits to the homepage, calculator and legal pages, approximate active browsing time, scroll-depth groups, limited workflow events, a random visit identifier, a screen-size group (mobile, tablet, or desktop), and a broad traffic source (direct, search, Facebook, Instagram, TikTok, or other). These measurements exclude property facts, photos, descriptions, email addresses, full URLs, and payment amounts. We do not record your screen or what you type, or use advertising or third-party analytics services for this measurement.
Active browsing time pauses when the page is hidden, unfocused, or idle for 60 seconds, and is capped at 30 minutes per page view. Traffic sources are grouped in your browser from recognized campaign source tags or referring sites; we do not store their URLs or arbitrary campaign values. Page-level tracking excludes sign-in, recovery, account, study and payment pages. Only the limited workflow milestones described here may be recorded in those flows. The expanded measurement requires a fresh choice; permission for the earlier version does not enable it.
If you opt in and begin a purchase, we may temporarily link that visit identifier to the purchase to measure completed payments and report downloads. This makes the data pseudonymous, not anonymous. Measurement events and these links are retained for no more than 30 days. Turning measurement off requests removal of the current visit’s measurements and purchase link; a random identifier may be retained for up to 30 days solely to prevent delayed requests from re-enabling collection. A failed removal request does not restart collection.
Optional measurement is off by default and is not required to use or buy the service. You can withdraw permission in the footer at any time. We honor Global Privacy Control and Do Not Track signals for this optional measurement. These choices do not delete essential account, security, agreement, or payment records.
How we disclose information
We disclose information to service providers that host, secure, support, or process the service. When AI photo analysis is enabled, submitted images and related instructions may be sent to OpenAI for processing. We may also disclose information when required by law, to protect rights and safety, or as part of a business transaction subject to appropriate safeguards. We do not currently sell personal information or share it for cross-context behavioral advertising.
Optional property-record lookup — October 28, 2026 supplement
If you request property records while signed in, we send the address you enter to RentCast to retrieve available property characteristics. We save selected property facts and their source, along with your confirmations and corrections, so returning to the property does not require another lookup. These records may be incomplete or outdated; you can enter details manually and choose which suggestions to use.
We do not retain owner/contact details, sale prices or tax-assessment values from this lookup. Clearing imported suggestions hides them and preserves your accepted answers and the saved lookup for reuse or undo. Your account data export includes saved lookup and review records; deleting your account removes them. This optional lookup is separate from the free calculator.
Data minimization and sensitive documents
The product does not request an SSN or EIN. Remove taxpayer identification numbers, bank details, signatures, and unrelated personal information before uploading a record. Do not upload photos containing identifiable people when an asset-only photo will work.
Optional professional collaboration — October 15, 2026 supplement
Where the professional workspace is enabled, you can accept a private invitation from a professional and choose specific properties to share. Sharing includes the selected property’s answers, photos, source records, asset list, saved analysis, purchased report and its purchase confirmation. It does not give the professional access to your other properties, password, payment-card details, or account deletion. Editing, new-property creation, and photo/description processing require the corresponding permissions shown in Professional access.
We store professional profile information, invitations, your permissions, collaboration notes, version-specific review decisions, access-event metadata and any configured referral accruals. An invitation does not automatically share existing properties. You can withdraw permissions or revoke access in Professional access; revocation blocks future access but cannot recall copies already downloaded. Your properties remain yours if the professional leaves. Recorded reviews of your reports may remain with your records even if the reviewer closes their account. An eligible referral may earn the professional a commission under separately agreed terms; accepting access does not establish a payout amount.
Invitation links contain an expiring private token. The invitation page keeps it temporarily in this browser tab’s session storage to continue through sign-in and removes it after acceptance or dismissal. Professional and invitation pages are excluded from optional public-page analytics. Professionals must obtain any additional client authorizations required for their own practice; this sharing control is not a substitute for those obligations.
When professional payment-account setup is enabled, Stripe collects business identity, bank details and its account agreements on Stripe-hosted pages. When you start setup, Deductify shares the email address on your professional account with Stripe to initialize your payment account. Deductify keeps a provider account reference and limited verification/capability status, not bank details or identity documents. Closing a Deductify account does not close a separate Stripe account; a minimal provider reference may remain for payment reconciliation. Setup alone does not enable professional-service collection or payouts.
Professional-managed client work — October 19, 2026 supplement
Where this service is enabled, a professional can create and manage a client case without requiring the client to create a Deductify account. The professional must have the client’s authorization, provide this notice, and obtain any permissions required for submitting records and using photo or description analysis. We process the client contact details, property information, supporting records, asset descriptions, and analysis needed for the requested work. The professional’s responsibilities to their client remain separate from Deductify’s software service.
For a paid professional engagement, we also keep the agreed scope and fees, agreement acceptances, report versions and supporting evidence references, delivery records, and payment, refund, dispute and professional-release references. These records support the requested service, access security, payment reconciliation and resolution of disputes. A professional’s ability to manage a case is not permission to use its information for unrelated marketing.
A client can use an expiring private link to review an engagement, accept its terms, open Stripe-hosted checkout, or access a delivered report without signing in. Treat this link as confidential. The private access token is kept temporarily in that browser tab’s session storage; the server stores a one-way hash rather than the usable token. Private purchase and report access are excluded from optional analytics. Use “Close private session” to remove this tab’s stored token. This does not delete the engagement or payment records held by the service.
Stripe collects payment-card and billing details on its hosted checkout page; Deductify does not store full card numbers. Professionals provide payout identity and banking information directly to Stripe. Do not include taxpayer identification numbers, bank details or unrelated personal information in a client case. Contact the managing professional or info@deductify.ai about access, corrections, withdrawal of authority or a privacy request. Removing access does not recall copies already downloaded; issued reports and records needed for payment, legal or dispute obligations may need to be retained.
Optional Google ad purchase measurement — updated October 10, 2026
This is a separate, off-by-default choice under “Privacy choices.” If enabled on the service and you allow it, we retain a validated Google ad click identifier from the homepage, calculator, or public report guide, its capture time, and a random attribution reference. If you then make a verified live purchase, we may manually import that click identifier, payment time, amount before tax, currency, an opaque order reference, and measurement-consent status into Google Ads to understand which ads lead to purchases. We do not send Google your email, name, property facts, photos, tax answers, or full browsing URLs through this process. No Google tracking script, advertising cookie, enhanced conversion matching, or personalized-ad audience is enabled by this feature.
Attribution is eligible for 28 days from the original click capture. Attribution grants, click identifiers, purchase links and pending conversion records are retained in our service for up to 30 days, allowing the scheduled cleanup to remove expired records. Only genuine verified purchases are eligible, not checkout-page visits or test payments. Purchases already marked refunded or disputed are excluded from eligible exports; each manual import requires a fresh eligibility review because payment status can change after export. This measurement covers only consenting visits with a supported click identifier, not all visitors or sales. Global Privacy Control and Do Not Track keep collection off.
Turning ad measurement off stops new collection in this browser and requests cancellation of its pending linked measurements. A minimal withdrawal marker prevents delayed requests from restoring permission through the original 28-day eligibility window; it is removed by the same cleanup within 30 days. If the request fails, the browser retains a random reference for retries until the original eligibility expiry, clearing expired local data on your next visit. Withdrawal does not undo conversions already imported into Google or delete essential payment records. Google’s processing and retention after import are separate from our 30-day limit; see how Google uses information from sites that use its services. Contact info@deductify.ai for help with an earlier imported measurement or a privacy request.
Optional complimentary-report invitation — October 26, 2026 supplement
If you explicitly enter a complimentary-report offer before creating an account, we use an essential, HTTP-only entry cookie for up to seven days to connect that entry to your new account. We retain the account’s enrollment, eligibility checks, offer acknowledgments and any issued access reference to administer the offer and prevent duplicate use. Starting an offer or verifying an email does not reserve a place; a place is used only when the eligible customer explicitly unlocks a completed report.
For this offer, you can request a verification email for your account. Its single-use link expires after one hour. The server stores a one-way token hash, clears that hash after verification or expiration, and removes verification-email queue metadata after 30 days. The link’s token is removed from the browser address bar and held only in the open page’s memory until you confirm verification or leave the page; it is not saved in browser storage. These verification and complimentary-report notices are service messages, not a newsletter subscription. Feedback and reviews are optional.
A one-way email digest used to prevent repeated claims may remain after account deletion for the campaign’s lifetime and up to 90 days after its permanent retirement. Pausing the offer is not retirement. Issued grant references and aggregate used-place counts are not recycled when an account is deleted. Complimentary reports are not recorded as paid purchases or sent as purchase conversions to advertising platforms. Promotion and email-verification pages are excluded from optional page analytics.
Retention and deletion
Account content is kept while your account is active so you can resume and audit your work. You may delete your account from the dashboard; account-linked database records and locally or provider-stored files are then scheduled for deletion, subject to backups, security needs, legal obligations, and records needed to resolve disputes. Agreement and security records may be retained when lawfully necessary.
Security
We use access controls, authenticated private file endpoints, CSRF protections, secure-cookie settings in production, file limits, integrity hashes, and transport security configuration. No system is completely secure, so avoid submitting information the service does not need.
Your choices and rights
You can review saved studies, download a machine-readable account export, correct workflow data before generation, delete individual uploaded records, or delete your account. Depending on where you live, you may also have rights to know, access, correct, delete, or limit certain processing and to receive equal service when exercising those rights. Email info@deductify.ai for a request or appeal. We may verify your identity before completing it.
Cookies and browser storage
We use essential session and CSRF cookies for sign-in and security, browser storage for your theme and privacy choices, and a temporary visit identifier only for optional measurement you allow. See the Cookie Notice.
Children
The service is for adults and is not directed to children under 13. Do not submit information about children.
Changes and contact
Material changes will update the version date and may require renewed acknowledgement. Questions and privacy requests can be sent to info@deductify.ai.