Privacy Policy
Arithimatic Inc. ("Arithimatic", "we", "us", or "our") is committed to protecting the privacy and security of your personal data. This policy explains what we collect, why we collect it, and how we keep it safe.
Plain English summary: We collect only what we need to run the platform. We never sell your data. We keep it secure and let you control it. If you have questions, email us at privacy@arithimatic.ai.
Who we are
Arithimatic Inc. is a software company incorporated in Delaware, USA, with its principal place of business at 350 Fifth Avenue, New York, NY 10118. We operate the Arithimatic platform, a cloud-based accounting intelligence product accessible at arithimatic.com and related subdomains.
For the purposes of applicable data protection law (including the GDPR, CCPA, and UK GDPR), Arithimatic is the data controller for personal data collected through our website and platform.
Data we collect
Information you provide directly
- Account data: Name, work email address, job title, and company name when you register or book a demo.
- Payment data: Billing address and payment card details, processed securely by our payment processor (Stripe). We never store raw card numbers.
- Communications: Any messages you send us via contact forms, email, or in-app support chat.
- Customer content: Documents, files, and data you upload to the Arithimatic platform for processing (e.g. lease agreements, financial records).
Information collected automatically
- Usage data: Pages visited, features used, session duration, and click events — collected via our analytics tools.
- Device & log data: IP address, browser type, operating system, and referrer URL.
- Cookies: See Section 8 for full details on our cookie usage.
How we use your data
| Purpose | Data used | Legal basis |
|---|---|---|
| Providing the platform | Account data, customer content, usage data | Contract performance |
| Processing payments | Payment data, billing info | Contract performance |
| Customer support | Account data, communications | Legitimate interest |
| Security & fraud prevention | Log data, usage data | Legitimate interest |
| Product improvement | Anonymised usage data | Legitimate interest |
| Marketing emails | Email address, name | Consent (opt-in) |
| Legal compliance | Any relevant data | Legal obligation |
Legal basis for processing
Where we process personal data of individuals in the European Economic Area (EEA), the United Kingdom, or other jurisdictions with similar requirements, we do so on one of the following bases:
- Contract: Processing is necessary to perform our contract with you (e.g. to provide the platform).
- Legitimate interests: We have a legitimate business interest that is not overridden by your rights (e.g. improving our services, preventing fraud).
- Consent: You have given clear, specific consent (e.g. marketing emails). You may withdraw consent at any time.
- Legal obligation: Processing is required to comply with applicable law.
Data sharing
We do not sell, rent, or trade your personal data. We share data only in these limited circumstances:
- Service providers: Trusted third parties that process data on our behalf (e.g. Stripe for payments, AWS for hosting, Intercom for support). All are contractually bound to protect your data.
- Legal requirements: Where required by law, court order, or to protect the rights, property, or safety of Arithimatic, our customers, or the public.
- Business transfers: In connection with a merger, acquisition, or sale of assets, subject to standard confidentiality protections.
Customer content is never used to train AI models. Documents and financial data you upload are processed solely to deliver the service you requested. They are never shared with third parties for AI training or any other commercial purpose.
Data retention
We retain personal data only as long as necessary for the purposes set out in this policy, or as required by law. Our default retention periods are:
- Account data: For the duration of your subscription, plus 90 days after account closure.
- Customer content: For the duration of your subscription. You may delete content at any time via the platform settings.
- Billing records: 7 years, as required by financial regulations.
- Usage & log data: 12 months on a rolling basis.
- Marketing data: Until you unsubscribe or withdraw consent.
Your rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Ask us to correct inaccurate or incomplete data.
- Erasure: Request deletion of your data ("right to be forgotten"), subject to legal retention obligations.
- Restriction: Ask us to limit processing of your data in certain circumstances.
- Portability: Receive your data in a structured, machine-readable format.
- Objection: Object to processing based on legitimate interests or for direct marketing.
- Withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.
To exercise any of these rights, email privacy@arithimatic.com. We will respond within 30 days. California residents may also exercise rights under the CCPA by the same contact.
Cookies
We use cookies and similar tracking technologies on our website and platform. The categories we use are:
- Strictly necessary: Required for the platform to function (e.g. authentication, session management). Cannot be disabled.
- Analytics: Help us understand how visitors use the site (e.g. Google Analytics, Mixpanel). You may opt out via your browser settings or our cookie banner.
- Marketing: Used to personalise ads and measure campaign effectiveness. Only set with your consent.
You can manage cookie preferences at any time via the cookie settings link in our website footer, or by adjusting your browser settings.
Security
We implement industry-standard technical and organisational measures to protect your personal data, including:
- AES-256 encryption at rest and TLS 1.3 encryption in transit.
- Role-based access control (RBAC) with multi-factor authentication enforcement.
- Annual SOC 2 Type II audits by an independent third party.
- Continuous vulnerability scanning and penetration testing.
- Immutable audit logs for all data access and processing events.
In the event of a data breach that affects your rights and freedoms, we will notify relevant supervisory authorities within 72 hours and affected individuals without undue delay, as required by law.
Contact us
If you have any questions about this Privacy Policy, want to exercise your rights, or wish to raise a complaint, please contact our Data Protection Officer:
You also have the right to lodge a complaint with your local data protection supervisory authority at any time.
Terms & Conditions
These Terms and Conditions ("Terms") govern your access to and use of the Arithimatic platform and related services. By using Arithimatic, you agree to be bound by these Terms.
Plain English summary: Use Arithimatic fairly and legally. Don't misuse it or share access. We provide the platform in good faith but can't guarantee it will be error-free. Either party can end the relationship on reasonable notice.
Acceptance of terms
By creating an account, accessing the Arithimatic platform, or using any of our services, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.
If you are agreeing on behalf of a company or other legal entity, you represent that you have the authority to bind that entity to these Terms. If you do not have such authority, or if you do not agree with these Terms, you must not use the platform.
We may update these Terms from time to time. We will notify you of material changes by email or prominent notice on the platform at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.
The service
Arithimatic provides a cloud-based accounting intelligence platform including lease accounting automation, AI-powered document extraction, audit workflow management, and a standards knowledge base (collectively, the "Service").
We reserve the right to modify, suspend, or discontinue any part of the Service at any time with reasonable notice. We will not be liable to you or any third party for any modification, suspension, or discontinuation of the Service, provided we give at least 30 days' prior written notice for material changes.
We target 99.9% uptime for the Arithimatic platform, excluding scheduled maintenance windows. Current status and incident history are available at status.arithimatic.com.
Your account
To access the Service, you must create an account with accurate and complete information. You are responsible for:
- Maintaining the confidentiality of your account credentials.
- All activity that occurs under your account, whether authorised by you or not.
- Notifying us immediately at security@arithimatic.com if you suspect unauthorised access.
- Ensuring all users within your organisation who access the platform comply with these Terms.
You may not share your account credentials, create accounts by automated means, or create accounts under false pretences.
Acceptable use
You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:
- Use the Service to process data in violation of applicable law, including data protection and financial regulations.
- Attempt to gain unauthorised access to any part of the Service, other accounts, or Arithimatic's systems.
- Reverse-engineer, decompile, or attempt to extract the source code of the platform.
- Use the Service to transmit malware, spam, or any content that is harmful, offensive, or illegal.
- Resell, sublicense, or white-label the Service without our express written consent.
- Use automated means (bots, scrapers) to access the Service beyond normal use unless via our API with a valid key.
- Circumvent any security, rate limiting, or access controls we put in place.
Violation of these provisions may result in immediate suspension or termination of your account.
Intellectual property
Arithimatic's IP: All software, algorithms, designs, trademarks, and content comprising the Arithimatic platform are the exclusive property of Arithimatic Inc. or its licensors. Nothing in these Terms transfers any ownership of our IP to you.
Your content: You retain full ownership of all data, documents, and content you upload to the platform ("Customer Content"). By uploading content, you grant Arithimatic a limited, non-exclusive, royalty-free licence to process that content solely for the purpose of delivering the Service to you.
Feedback: If you provide suggestions or feedback about the Service, you grant us a perpetual, irrevocable, royalty-free right to use that feedback in any way, without obligation to you.
Payment & billing
Paid plans are billed in advance on a monthly or annual basis. All fees are quoted in USD and are non-refundable except as required by law or as stated in your order form.
- Subscription fees auto-renew at the end of each billing period unless cancelled at least 7 days before renewal.
- We reserve the right to change pricing on 30 days' written notice. Price changes take effect at your next renewal date.
- Overdue payments may result in suspension of your account after 14 days' notice.
- Enterprise customers are subject to the payment terms in their separate order form or Master Subscription Agreement, which supersedes this section.
Confidentiality
Each party may have access to confidential information of the other party in connection with the Service ("Confidential Information"). Each party agrees to:
- Keep Confidential Information strictly confidential and not disclose it to third parties without prior written consent.
- Use Confidential Information only for the purposes of using or providing the Service.
- Protect Confidential Information using at least the same degree of care used to protect its own confidential information (and in no event less than reasonable care).
This obligation does not apply to information that is publicly available, independently developed, or required to be disclosed by law or court order (in which case the disclosing party shall give prompt notice where permitted).
Warranties & disclaimers
Arithimatic warrants that the Service will perform materially as described in the documentation under normal use conditions. If the Service fails to meet this warranty, your sole remedy is for us to re-perform or correct the relevant feature.
Important: The Arithimatic platform is an accounting automation tool. Outputs generated by the platform — including AI-generated analysis, extracted data, and computed schedules — should be reviewed by a qualified accounting professional before being relied upon for financial reporting, audit, or compliance purposes. Arithimatic does not provide accounting, legal, or tax advice.
Except as expressly stated, the Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, or non-infringement.
Limitation of liability
To the maximum extent permitted by applicable law:
- Neither party shall be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, even if advised of the possibility of such damages.
- Arithimatic's total cumulative liability for all claims arising under or related to these Terms shall not exceed the greater of (a) the total fees paid by you in the 12 months preceding the claim, or (b) USD $100.
These limitations shall not apply to liability arising from gross negligence, wilful misconduct, fraud, death or personal injury, or any liability that cannot be limited by law.
Termination
By you: You may cancel your subscription at any time through the account settings. Access continues until the end of the current billing period.
By us: We may suspend or terminate your account immediately if you materially breach these Terms and fail to cure the breach within 14 days of written notice, or immediately for serious violations such as fraud or illegal use.
Effect of termination: On termination, your right to access the Service ends. You may export your Customer Content within 30 days of termination; after that, we will delete it in accordance with our data retention policy. Provisions that by their nature should survive termination (including IP, confidentiality, liability limits, and governing law) shall survive.
Governing law & disputes
These Terms are governed by the laws of the State of New York, USA, without regard to its conflict of laws principles.
Any dispute arising from these Terms shall first be subject to good-faith negotiation between the parties for a period of 30 days. If unresolved, disputes shall be finally resolved by binding arbitration administered by JAMS in New York, NY, under its Commercial Arbitration Rules. The arbitration shall be conducted in English.
Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent irreparable harm pending arbitration.
If you are located in the European Union or United Kingdom, you may also have rights under local consumer protection law that cannot be excluded by contract. Nothing in these Terms limits those rights.
Contact
Questions about these Terms should be sent to our legal team: