Privacy Policy | Pluto Suite

1. Introduction

This Privacy Policy explains how Pluto Suite ("Pluto Suite," "we," "us," or "our"), operated by 17737734 Canada Inc., collects, uses, discloses, and protects information when you use our website, mobile app, web app, and related services (together, the "Services"). By using the Services, you agree to the collection and use of information as described in this policy.

2. Information we collect

We collect information you provide directly, information collected automatically as you use our Services, and information from third-party services you choose to connect.

Account and profile data: name, email address, and business details you provide when you sign up or update your profile
Financial and transaction data: bank and credit card transactions, account balances, and activity pulled from institutions you connect through Plaid
Location data: GPS location used solely for automatic mileage and trip tracking (see Section 5 below for full details)
Receipts and documents: photos and extracted data from receipts you capture in the app
Invoice and billing data: client details, invoice records, and payment history
Payment information: billing details such as card number and billing address, collected and processed by Stripe; Pluto Suite does not store full payment card data
Usage and diagnostic data: how you interact with the Services, device type, operating system version, app version, and crash or error reports

3. How we use your information

To provide the core Services: bookkeeping, mileage tracking, invoicing, receipt storage, and reporting
To generate tax-related reports, including T2125 summaries, GST/HST breakdowns, and mileage logs
To process payments for your subscription through Stripe
To send transactional emails and account notifications through SendGrid
To send marketing communications (with your consent, and with an opt-out in every email)
To monitor for errors and improve app reliability
To maintain the security and integrity of the Services
To comply with legal and regulatory obligations

4. Subprocessors: who handles your data

We do not sell your personal or financial information. We share data only with the following service providers, each of whom processes data on our behalf under their own security and confidentiality obligations:

Firebase (Google): user authentication and login. Firebase handles password management; your password is never stored by Pluto Suite directly.
Stripe: payment processing for subscriptions. Stripe is PCI-compliant; Pluto Suite does not store full card numbers.
Plaid: secure bank and credit card connections. These connections are read-only; Pluto Suite can view your transactions but cannot initiate transfers or access your banking credentials.
Amazon Web Services (AWS/S3): file and data storage, including receipt images and documents.
Neon: our primary database provider, used to store account, transaction, and bookkeeping data.
SendGrid: transactional and marketing email delivery.

We may also disclose your information if required to do so by law, regulation, valid legal process, or to protect the rights, safety, or property of Pluto Suite, its users, or the public.

5. Background location and trip tracking

Pluto Suite collects your device's GPS location for the purpose of automatic mileage and trip tracking. Here is specifically how it works:

When it starts: location collection begins automatically when the app detects driving motion (typically around 15 km/h). No manual start is required.
When it stops: location collection stops automatically when your vehicle is parked or when the trip ends.
Background access: to track trips automatically, the app requires "always on" or background location permission on your device. Without this, trip tracking requires you to open the app manually.
How to turn it off: you can disable automatic trip tracking at any time in the Pluto Suite app settings, or by revoking the location permission in your device settings (iOS: Settings → Privacy → Location Services; Android: Settings → Apps → Pluto Suite → Permissions).
What we do with it: location data is used exclusively to calculate trip distances, apply CRA mileage rates, and generate your mileage log. It is not sold or used for advertising.

6. Where your data is stored

Pluto Suite is operated by a Canadian company and serves Canadian users. However, all data is hosted and processed in the United States, specifically on Amazon Web Services infrastructure in the us-east-2 (Ohio) region and on US-based database infrastructure through Neon. As a result, your data is subject to the laws of the United States, including laws that may allow US government authorities to access your information in certain circumstances. By using the Services, you acknowledge this cross-border transfer and storage of your information.

7. Data retention and deletion

Purpose limitation: we collect personal information only for a clear, specific purpose, and we do not keep it longer than needed to serve that purpose. If we ever intend to use your information for a different, unrelated purpose, we stop, and we obtain your consent before doing so.
Active accounts: we retain your information for as long as your account is active.
After deletion: when you delete your account, your account record and personal data are permanently deleted from both our database and your Firebase login. In all cases, data that is no longer needed is erased (or irreversibly anonymized) within 30 days, except where longer retention is required by law. This cannot be undone.
Legal holds: some information may be retained after account deletion where required by law, including records needed for fraud prevention, resolution of disputes, enforcement of our agreements, or tax and regulatory compliance (typically up to six years in line with CRA requirements).
Server logs: server and access logs are retained for up to 90 days for security and diagnostic purposes.
Inactive accounts: accounts with no login activity for 36 consecutive months may be flagged for deletion; we will attempt to notify you before taking action.

8. Cookies

Our marketing website (plutosuite.com) uses a small number of cookies and similar technologies:

Essential cookies: required for the website to function (e.g., session management). These cannot be disabled.
Analytics cookies: used to understand how visitors interact with the site. You can opt out by declining non-essential cookies when prompted, or via your browser settings.

The Pluto Suite mobile and web apps use local storage for session tokens and app preferences, not traditional browser cookies. We do not use advertising or tracking cookies. For full details, see our Cookie Policy.

9. Error monitoring and analytics

We use Sentry for error monitoring and crash diagnostics. Sentry receives limited technical data (device type, OS version, app version, and error stack traces) to help us identify and fix bugs. Sentry does not receive your financial data, receipts, or personal documents. We do not use third-party advertising networks or behavioral analytics tools.

10. Marketing communications

If you opt in during signup or later in your account settings, we may send you product updates, tips, and promotional offers by email through SendGrid. Every marketing email includes an unsubscribe link that immediately removes you from the mailing list. You can also unsubscribe at any time by contacting support@plutosuite.com. Unsubscribing from marketing emails does not affect transactional messages about your account or billing.

11. Your rights and choices

Access: you can request a copy of the personal data we hold about you at any time
Correction: you can update your account information directly in the app, or contact us to correct inaccurate data
Deletion: you can permanently delete your account and data from within the app settings
Data export: you can request an export of your personal data by contacting us
Opt-out of marketing: unsubscribe via any marketing email or contact support
Location permissions: revocable at any time in your device settings

Depending on your province, you may have additional rights under applicable privacy law, including PIPEDA and, for Quebec residents, the Act Respecting the Protection of Personal Information in the Private Sector (Law 25). Residents of Quebec have the right to be informed of automated decisions, the right to de-index certain information, and enhanced consent and transparency rights. To exercise any of these rights, contact us at support@plutosuite.com.

12. Anti-spam compliance (CASL)

Canada's Anti-Spam Legislation (CASL) governs commercial electronic messages. Here is how Pluto Suite complies:

Consent: we only send marketing emails to people who have given express opt-in consent (during signup or in account settings) or where we have an existing business relationship that permits implied consent under CASL. Transactional messages about your account, billing, invoices, and security are not marketing and are sent as a necessary part of the Services.
Identification: every commercial message clearly identifies Pluto Suite as the sender and includes our operating entity (17737734 Canada Inc.) and a valid contact address.
Unsubscribe: every marketing email contains a working unsubscribe link. Opt-out requests take effect immediately in our system and are always honoured well within the 10 business days CASL allows.
No purchased lists: we do not buy, rent, or send to third-party email lists, and we do not send commercial messages to addresses collected without consent.

13. Quebec Law 25

For users in Quebec, we align our practices with the Act respecting the protection of personal information in the private sector, as modernized by Law 25:

Privacy Officer: we have designated a person responsible for the protection of personal information. You can reach them at support@plutosuite.com (subject line "Privacy Officer").
Consent and transparency: we collect only the personal information needed to deliver the Services, explain why in this policy, and obtain consent for any use beyond that purpose.
Privacy by default: account privacy settings default to the most protective option; sharing (for example, inviting team members or an accountant) only happens when you choose to enable it.
Automated decisions: Pluto Suite does not make decisions that produce legal or similarly significant effects about you based solely on automated processing. Features such as automatic transaction categorization and OCR are suggestions you review and can override; you can ask us for information about how they work.
De-indexing and portability: you may request de-indexing or correction of personal information and a portable copy of the data you provided, in a structured, commonly used technical format.
Breach reporting: if a confidentiality incident poses a risk of serious injury, we will notify affected users and the Commission d'accès à l'information (CAI) as required, and keep a register of incidents.

14. Data Processing Agreement (processor terms)

When you use Pluto Suite to keep books for your own clients (for example, as a bookkeeper or accountant) or to process personal information about your employees and customers, you are the controller of that data and Pluto Suite acts as your processor. In that role we commit to the following processor terms, which together form our Data Processing Agreement (DPA):

Instructions: we process personal information only to provide the Services and on your documented instructions, not for our own independent purposes.
Confidentiality: personnel with access to personal information are bound by confidentiality obligations.
Security: we maintain the technical and organizational measures described in our Security page, including encryption in transit (TLS) and at rest (AES-256).
Subprocessors: we use the subprocessors listed in Section 4 and remain responsible for their compliance. We will inform you of material changes to that list.
Assistance: we help you respond to data-subject requests and, where applicable, with breach notification and privacy impact assessments.
Deletion and return: on termination, personal information is deleted or returned as described in Section 7, except where retention is required by law.

A countersigned copy of our standard DPA is available for business and accountant customers on request at support@plutosuite.com.

15. Subscription auto-renewal and consumer protection

Pluto Suite Pro is a subscription that renews automatically so your access is not interrupted. We follow Canadian consumer-protection rules, including Quebec's Consumer Protection Act provisions on automatic renewal:

Clear disclosure before you pay: the price, billing cycle (monthly), any introductory offer, and the fact that the plan auto-renews are shown at checkout before you confirm, there are no negative-option or pre-checked add-ons.
Renewal terms: after any introductory period (for example, the 50% off first three months), the plan renews at the standard rate disclosed at signup. We email a receipt for every charge.
Cancel any time: the Owner can cancel from Settings → Billing at any time; cancellation stops future renewals and moves you to the Free plan at the end of the paid period. Your data is never deleted on cancellation.
Refunds: if you are charged by mistake, downgrade within 24 hours for an immediate full refund, or contact support@plutosuite.com. This is in addition to any non-waivable rights you have under provincial consumer-protection law.
No hidden lock-in: there are no cancellation fees and no long-term commitment.

16. Social Insurance Number (SIN) handling

Pluto Suite only collects a Social Insurance Number when you use the Payroll features and enter an employee's SIN for year-end tax reporting. Because a SIN is especially sensitive, we treat it with extra care:

Purpose limitation: a SIN is used solely to prepare and file mandatory payroll records, T4 and T4A slips and related CRA remittances. It is never used as an account identifier, a login, or for marketing.
Encryption: SINs are encrypted at rest using AES-256-GCM and are transmitted only over encrypted (TLS) connections.
Access control: access is restricted to authorized users in your business (Manager and up for payroll) and to the limited Pluto Suite systems that generate tax files. SINs are masked in the interface except when directly editing the field.
Disclosure: a SIN is only included in the CRA-format T4/T4A e-file XML you generate and submit yourself. We do not sell it or share it with any third party for any other purpose.
Retention: SINs are retained only as long as needed for payroll and the record-keeping periods the CRA requires, then deleted in line with Section 7.

17. Children's privacy

Pluto Suite is intended for business owners and individuals aged 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has created an account, please contact us and we will delete it.

18. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised version on this page with an updated "Last updated" date. For material changes, we will also notify you by email or via an in-app notice.

19. Contact

Questions about this Privacy Policy, your data, or to request a copy of your data, contact us at support@plutosuite.com.