Privacy Policy

1. Who We Are

Checks & Balances AI is offered by Checks & Balances AI, Inc., a Texas corporation ("we," "our," or "us"). This policy explains what we collect when you use our website at checksbalances.ai, our web app, and our iOS and Android apps (together, the "Service"), why we collect it, who processes it for us, and how you can see, export, or delete it.

The Service gives a company AI Managers that research, draft, plan, and, when you allow it, act in the tools you connect. Most of what we hold is your company's own business content, which we process to provide the Service to you.

For account and website visitor information, we decide how it is used and are responsible for it. For the content a company puts into the Service, we process it on that company's behalf and under its instructions, as set out in our agreement with that company.

2. Information We Collect

2.1 Information you give us

• Account: your name, email address, profile photo if you add one, and how you sign in (handled by Clerk). We never see the password you use with Clerk.
• Company workspace: your company's name and details, strategy, roadmap, decisions, OKRs, documents, spreadsheets, prototypes, and the people you invite.
• Chats and files: your conversations with AI Managers and teammates, and the files, photos, and links you add to them.
• Voice: when you choose to dictate or talk to an AI Manager, your audio is turned into text, either by your browser's or phone's own speech recognition (which may send it to Apple or Google under their terms) or by our speech provider, Deepgram. We keep the resulting text as part of the chat.
• Billing: your billing contact and plan. Card details go straight to Stripe; we never store full card numbers.

2.2 Connected tools and browser sessions

• Connected tools: when you connect a service (for example GitHub, HubSpot, Google Drive, Microsoft, Figma, Stripe, App Store Connect, or your own MCP server), we store the access token or key you provide, encrypted, and read or change data in that service within the permissions you grant. Changes your company has chosen to review wait for a person's approval. You can disconnect a service at any time.
• Browser sessions: AI Managers can use a web browser that we run. We keep the pages visited, screenshots, and results as part of the work. If you sign in to a site in that browser and choose to keep the sign-in, we store the site's session cookies, encrypted, so the AI Manager can return to it. We do not record the passwords you type there.

2.3 Information collected automatically

• Usage: the features you use and the AI work done for your company, including the amount of AI processing, which we use to bill usage and to show you what was spent.
• Device and log data: browser or device type, operating system and app version, IP address, and timestamps.
• Error reports: when something breaks, an error report with technical details and your account ID is sent to Sentry.
• Cookies: we use cookies needed to keep you signed in and the Service working. We do not use advertising cookies or third-party ad trackers.

2.4 Our mobile apps

• Notifications: if you allow notifications, we store your device's push token so we can send alerts, such as an AI Manager finishing work or needing your approval. You can turn them off in your device settings at any time.
• Camera and photos: used only when you choose to take or attach a photo.
• Microphone and speech recognition: used only while you dictate.
• The apps do not track you across other companies' apps or websites, and do not collect your precise location or contacts.

3. How We Use Your Information

• To provide the Service: run the work you ask for or schedule, keep your company's records current, and show results to the people in your workspace
• To act in connected tools and websites on your company's behalf, within the permissions and approvals you set
• To send notifications and emails about your work, your account, and billing
• To bill seats and usage and enforce any spending cap you set
• To keep the Service secure, prevent abuse, and fix problems
• To provide support and improve the Service
• To comply with the law

We do not sell your personal information, share it for advertising, or use your company's content to train AI models.

4. AI Processing

To do their work, AI Managers send the content needed for each task to the AI providers listed below, and only what that task needs. We use OpenAI and Anthropic through their business APIs, which do not train models on the data sent to them, and we opt out of Deepgram's model training. We do not use your content to train AI models ourselves.

5. Who Sees Your Information

• People in your workspace: teammates see company content according to their role and the access your company's admins set.
• Service providers: the companies in our subprocessor list below, who process data only to provide their part of the Service.
• Services you connect: data an AI Manager sends to a connected tool or website at your company's direction is then handled under that service's own terms.
• Legal reasons: when required by law, or to protect the rights, safety, or property of our users, us, or others.
• Business transfers: as part of a merger, acquisition, or sale of assets, with this policy continuing to apply.

7. Data Security

• Encryption in transit (TLS) and at rest, with tokens, keys, and kept sign-ins encrypted separately
• Company data kept apart from other companies' data at the database level
• Role-based access inside each workspace, and two-step sign-in for admins
• Approval steps before AI Managers make changes your company has chosen to review

No system is perfectly secure. If a breach affects your information, we will tell you as the law requires.

8. Keeping and Deleting Your Data

We keep your information while your account or your company's workspace is active. You can delete your account at any time in Settings, on the web or in the app. Deleting your account removes your sign-in and your access to every workspace, and stops all notifications to you. The work you did in a company's workspace, such as messages, documents, decisions and approvals, stays with that company under your name, because it is part of the company's records. A workspace owner can delete a workspace from its settings, with 30 days to undo it. Deleted data is removed from our live systems right away, and from backups as they expire.

We keep each workspace's security and audit records, such as who changed what and who approved what, for seven years, so the company keeps a complete history. We may keep limited records, such as invoices, where the law requires.

You can also ask us to delete or export your personal data by emailing hello@checksbalances.ai. When we erase it, your name and email are removed, and the work you did in a company's workspace stays with that company, shown as a deleted user.

9. Your Rights

Depending on where you live (for example under GDPR, or California or Texas law), you may have the right to:

• See the personal information we hold about you
• Correct it
• Delete it
• Receive a copy in a portable format
• Object to or limit some processing
• Withdraw consent where we rely on it

Email hello@checksbalances.ai to use these rights. We will not treat you differently for doing so. Where we process your company's content on its behalf, we may refer your request to your company's admin.

10. International Transfers

We are based in the United States and our main systems run there. Some providers may process data in other countries. Where the law requires, we rely on safeguards such as Standard Contractual Clauses.

11. Children

The Service is for businesses and is not meant for anyone under 18. We do not knowingly collect information from children. If you believe we have, contact us and we will delete it.

12. Changes to This Policy

When we change this policy we will update the date above, and for material changes we will tell account owners by email or in the Service before the change takes effect.

13. Contact Us