Last updated: October 28, 2026
Encrypted in Transit
HTTPS/TLS for every connection
90 Days After Paid Access Ends
Then database records are deleted
Never Sold
Your data is not sold or traded
Xmarta is an accounting and financial management application operated by Xmart Era LLC ("Xmarta", "we", "us"). Xmart Era LLC is the legal owner and operator of the Service and is the controller of the account data described in this policy.
Privacy contact: privacy@xmarta.com. This policy covers the Xmarta website and the Xmarta application, including the accounting features, time, mileage, and cash tracking, bank connections, invoicing, and payroll features you enable.
This page is published publicly and needs no account to read. It describes what the Service does today; where a practice is planned rather than live, we say so.
(a) Account details: email address, full name, phone number if you provide it, your role, and the company or firm your account is linked to.
(b) Books and records you create or import: chart of accounts, transactions, journal entries, invoices, bills, checks, receipts, budget and reconciliation records, and documents you upload (for example receipts, statements, and supporting files).
(c) Contact records: vendor, customer, and approver names, email addresses, phone numbers, addresses, and tax identifiers you enter. These may include personal information about people who do not have an Xmarta login.
(d) Bank data through Plaid, when you connect an account: institution and account names, masked account numbers, balances, transactions, and bank statements you download.
(e) Time, mileage, and cash tracking: clock-in and clock-out times, breaks, optional clock-in photos, kiosk PIN codes, and, if you use mobile mileage tracking, GPS coordinates collected while tracking is active. This can include information about your employees and contractors.
(f) Connected services: if you connect Gmail, we can read the messages our intake features search for (bank alerts, bills, receipts, and related correspondence) and send email you send from Xmarta. If you run payroll through Xmarta, our payroll provider Gusto processes your payroll company and employee records on our behalf and we receive the resulting payroll records. If you connect Stripe, we receive payment, payout, and connected-account details. Full card numbers are entered with Stripe, not with us.
(g) Support and communication: messages you send us, in-app chat transcripts, and help-desk session details. If you approve a screen-sharing session, a support agent can see whatever is displayed on your screen during that session, and if you separately approve remote control, can interact with it.
(h) Technical data: a session token kept in your browser's session storage (cleared when the browser tab closes), and service-side logs of application requests used to operate and troubleshoot the Service.
Xmarta runs on the Base44 managed application platform. Today, our application records live in that platform's managed database, and the files you upload (receipts, statements, attachments) and the backup files we create are held in the same platform's private file storage. Request logs are kept by the platform as part of running the Service.
We are moving the application to our own Amazon Web Services environment hosted in the United States. That migration is planned and not complete, so we do not claim that all of your data is hosted in the United States today. We will update this policy, and its revision date, when the migration is finished and we have confirmed where each category of data is stored.
Data is transmitted over HTTPS/TLS, including bank, payment, payroll, and email data exchanged with our providers. Encryption at rest is provided by our hosting platform; we rely on that platform's controls and have not independently audited or benchmarked them, so we do not name a specific cipher or certification here.
Third-party storage is verified separately. Where a provider listed in section 5 stores or processes a copy of your data for us, that copy sits in the provider's own environment under the provider's policy and we do not control its location or safeguards. We check each provider's current terms rather than assuming they match ours, and we will state what we have confirmed as each check completes.
Access inside the application is enforced on the server: records are scoped to the company email you can access, and firm team members, roles, and permission sets further limit what each user can open. Production access is limited to platform administrators.
Several features use large language models through the AI service of our platform provider, which sends each request to a third-party model provider: the Help Assistant chat, dashboard AI summaries, transaction categorization suggestions, bank feed rule suggestions, the form filler, comparative report commentary, the parsing of email and statements imported by our Gmail intake features, and the chat on our public website.
Which provider receives a request, as configured in the application today: dashboard summaries, comparative report commentary, and the form filler are sent to Anthropic's Claude model. The assistant chat, categorization suggestions, rule suggestions, Gmail intake parsing, and website chat use an automatically selected model, which may be provided by a different vendor depending on the request. We do not have a committed list of every model that automatic selection may reach.
Bank feed rule suggestions may include results of an internet search as background context, so the text sent for that feature can reach a search provider as well as the model provider.
When you use one of these features, the records needed for that request are sent to the provider. That typically means transaction descriptions, amounts, account, vendor and customer names, dates, and the question you asked. Email intake features send the relevant message or statement content. It does not include your password, and it does not include your stored bank or payroll access tokens.
Retention and training, provider by provider. For requests sent to Anthropic's Claude model, Anthropic's commercial terms state that API inputs and outputs are not used to train its models unless the customer opts into a data-sharing program, and we have not opted into one; we have not confirmed how long Anthropic retains those requests. For the models reached by automatic selection, we have not verified either the retention period or whether data is used for training, and our platform provider's documentation says that training use depends on the plan a workspace is on — we have not confirmed which setting applies to Xmarta. We therefore do not claim that no provider retains your data or trains on it. Treat AI-processed records as leaving our direct control. If a set of records must not be processed this way, do not use AI features on those records, and do not connect Gmail for intake.
Automatic versus on-demand: these features run when you open them or ask for a suggestion. Nothing is sent to a model continuously in the background. The one exception is Gmail intake, which processes incoming matching messages after you connect Gmail.
Controls available to you: leave Gmail disconnected, avoid the AI features on sensitive records, or ask us at privacy@xmarta.com to turn an AI feature off for your company.
AI output is a suggestion, not a determination. Suggested categories, reclassifications, and summaries must be reviewed by you (or your accountant) before you rely on them or file anything based on them.
Bank connections — Plaid (active): connects your bank to Xmarta and provides transactions and balances, and statements where your bank supports it.
Payments — Stripe (active): subscription billing, online invoice payments, saved payment methods, and bill payments to vendors. Bill payment to a vendor works only after that vendor completes Stripe's connected-account onboarding; until a vendor is onboarded, Xmarta returns an error for that vendor instead of paying it, and we do not treat vendor payout as available in that case. Full card and bank numbers are entered with Stripe. Stripe Financial Connections — planned, not active: we intend to evaluate it as an additional way to read bank accounts for feeds, and it is not enabled today, so bank feeds rely on Plaid.
Payroll — Gusto (active only if you run payroll through Xmarta): Gusto is the payroll provider behind the Xmarta payroll features and processes company, employee, and pay-run data needed to calculate, submit, and fund payroll.
Email — Google Gmail (active only if you connect it): reading the messages our intake features search for, and sending email you send from Xmarta.
Platform — Base44 (active): application hosting, database and file storage, AI model access, and delivery of transactional email.
AI model providers — Anthropic (active for the AI features listed in section 4) and the models reached by automatic selection.
Hosting (planned) — Amazon Web Services in the United States, once the migration described in section 3 is complete.
Accounting export — QuickBooks (no live connection): Xmarta produces an export file that you download and import yourself.
Each provider processes data under its own terms and privacy policy. We remain responsible for choosing providers and for the instructions we give them.
You, and the people you authorize. If you are a client of an accounting firm, users at that firm can see the books you grant them, limited by the access level and role assigned (for example full access, bookkeeper, bill approver, or reports-only). If you are a firm, you control which team members and clients can see which company through roles and permissions.
Platform administrators. A small number of Xmarta administrators can technically read and modify any company's records so the Service can be supported, billed, and operated. We do not routinely review your books, and support access is used when you ask for help or when it is needed to fix a problem.
Help-desk sessions are initiated by your request or approval. Viewing your screen requires your approval, and remote control requires a separate second approval.
We do not sell, rent, or trade your personal or financial data.
Automatic backups run daily at 2:00 AM Eastern for each company that has automatic backup turned on in its backup settings. You can also create a backup manually and download backup files from the application.
Backup records older than twelve months are removed by an automated cleanup job. That job removes the backup records, not the stored backup files themselves, which remain in storage until they are removed at platform level.
Restoring a backup replaces the company's live records with the contents of the chosen backup, so any changes made after that backup are lost. Backups are not a substitute for exporting your data.
Deleted data and restoration: an in-app restore only works from a backup record that still exists in Xmarta. When a company's retention window in section 8 closes, we delete its backup records as part of the same purge, before the live records, so the purged books cannot be restored from inside Xmarta afterwards.
What deletion removes, and what stays. Deleting a company's data removes its database records and its backup records, so those can no longer be opened or restored from inside Xmarta. It does not remove the stored files that were uploaded or generated, such as receipts, statement files, attachments, and backup archives: references to them are removed, and the files stay in storage as described in section 8.
It also does not remove a backup file that you, your accountant, or your firm downloaded and kept elsewhere. A backup file is complete enough to re-create the records it contains, so if someone with access to that company loads it again, those records come back into Xmarta. Treat a downloaded backup as a copy you are responsible for.
Active accounts: your records are kept for as long as your subscription is active.
Canceled subscriptions: your books, contacts, uploaded documents, stored bank statements, messages, and backup records are kept for 90 days after your paid access ends, so you can reactivate, export, or finish tax and audit work. After that 90 days they are deleted automatically.
How the automatic deletion works: a job runs every day at 3:30 AM Eastern. It looks for companies whose paid access ended more than 90 days earlier and that have no active, pending, or on-hold subscription, no scheduled downgrade in progress, and no active or pending payroll add-on. A company is not deleted while any of those still applies. The window is measured from the date our subscription record last changed when paid access ended, so the job normally deletes within about a day of the 90th day. For each company it deletes the backup records first, then the accounting records, uploaded document records, statements, messages, saved reports, and records of backup downloads.
What the automatic job does not delete: the stored files themselves (uploaded receipts, statement files, attachments, and backup archives). Our storage provider does not give us a self-serve way to delete an uploaded file. The job removes every reference to those files from your records, so they are no longer reachable from your books, but the files stay in storage until our provider removes them. We do not claim complete deletion of stored files today, we cannot promise a date for that step, and we will tell you if it changes. If you need a file removed, write to privacy@xmarta.com and we will raise it with our provider.
Some records may be kept longer where tax, accounting, or other law requires it, or where needed to resolve a dispute or enforce an agreement. When that applies, we keep only what is required and tell you if you ask.
During the 90 days after your paid access ends, your login keeps working and you can still open your books and export them. Access to the application is not switched off when a subscription ends, so the same exports remain available to you in that window.
What you can export: reports as CSV or PDF, transaction and journal entry exports, mileage and time reports, reconciliation reports, and a QuickBooks export file. From your backup settings you can also download a complete company backup file, which is the most complete copy we can provide.
After the 90-day window closes and the data is deleted, we cannot restore it or export it for you. Take your export before then.
Self-serve deletion: in your account settings you can request deletion of your account. For confirmation, we email a code to your address; entering that code deletes your accounting records for that company, your firm message conversations, your backup records, and your login. This takes effect in live systems when you confirm it.
What deletion does not reach immediately: the stored files described in section 8 remain in storage, and records of backup downloads created before the deletion may remain. Tell us at privacy@xmarta.com and we will raise the stored files with our provider.
Deletion at the end of a subscription is separate from deleting your account: the 90-day job in section 8 removes the company's books, backup records, and download logs automatically. Your login is not removed by that job — ask us if you also want the login deleted.
Deletion by email: write to privacy@xmarta.com from the address on the account and tell us which company, firm, or account you want deleted. We may ask you to confirm the request before acting on it, and we confirm completion, normally within 30 days.
If your books are managed by an accounting firm, the firm may hold its own copies of records you have shared with it, including backup files. Deleting your Xmarta data does not delete the firm's own systems or records, and a copy held outside Xmarta can be loaded back into the Service by someone with access to that company. Ask the firm directly.
Disconnecting stops collection. When you disconnect a bank feed in the banking settings, we ask Plaid to remove the connection and we clear the stored access token and sync position. After that, no new transactions or balances are retrieved for that account.
Imported records stay. Transactions and balances already imported remain in your books, because they are part of your accounting records. If you want them removed, delete them in the bank transactions list, or ask us to delete them.
If you cancel in the middle of connecting an account, before assigning a chart of accounts, the pending connection is removed and the transactions imported during that attempt are deleted.
Statements already downloaded are stored as files and are not affected by disconnecting the feed; delete them separately or ask us to.
You can ask us to: confirm what we hold about you, correct it, provide a copy, delete it, or explain how a particular feature handles your data.
How to make a request: email privacy@xmarta.com from the address associated with your Xmarta account, or from a company email we can verify as an administrator of that company. Tell us the company name and what you want done. If someone else manages your books, we may need their confirmation.
What to expect: we acknowledge the request, ask for any confirmation we need to avoid acting on an impostor's request, and confirm the outcome, normally within 30 days. Where a request covers records controlled by your accounting firm rather than by us, we will tell you and point you to the firm.
Some requests can be limited by law — for example records we must keep for tax or accounting purposes — and we will explain the limit if it applies.
Safeguards in place: HTTPS/TLS for data in transit, server-side rules that scope every record to the companies a user may access, role and permission controls for firm team members, restriction of production access to platform administrators, an emailed confirmation code before account deletion, and a separate second approval before a support agent is given remote control during a screen-sharing session.
No system is perfectly secure. If we become aware of a security incident that affects your data, we will notify affected account administrators without undue delay and will make any notification required by applicable law. Our responsibility is as described in our Terms of Use.
You are responsible for keeping your password confidential and for the access you grant to team members, accountants, and vendors.
We use a session token held in your browser's session storage to keep you signed in; it is cleared when the browser tab closes. We do not use advertising cookies or third-party advertising trackers.
Third-party services you interact with (for example Stripe at checkout or Plaid when connecting a bank) may set their own cookies or identifiers while you are in their flow, under their own policies.
Xmarta is a business tool and is not directed to children. We do not knowingly collect information from children. If you believe a child has an Xmarta account, write to privacy@xmarta.com and we will delete it.
When our practices change, we update this policy and its revision date, and we tell account administrators about material changes at least 30 days before they take effect. The revision date appears at the top of this page, and the Terms of Use describe how those notices work.
Privacy and data requests: privacy@xmarta.com. Operator: Xmart Era LLC, United States. For product support, use the support option inside the application.