Privacy & Data Security

01 Data We Collect

We collect the minimum data necessary to provide the Platform. This includes:

Account data: Name, email address, organization name, and password (stored as a salted hash — plaintext passwords are not stored). Role assignments within your organization.

Customer Data: Business data, financial data, operational metrics, vendor spend data, KPI goals, and any other content you upload or enter into the Platform. You control this data entirely.

Usage data: Log data, feature usage patterns, IP addresses, and browser/device information — used to operate, maintain, and improve the Platform.

Communications: Email address and any content you send to us via support or inquiry forms.

Access logs: To support security and compliance, RollForge maintains access logs that capture user ID, action type, resource accessed, IP address, and timestamp for all financial data access events. Logs are retained for 90 days unless a longer retention period is required for a specific legal or contractual obligation. Access logs are not sold or shared with third parties.

Notification preferences: When you configure AI insight delivery or other notification preferences, we store your selected email address, timezone, and preferred delivery time. This information is used solely to deliver AI-generated insights and scheduled briefing summaries — it is not used for any other purpose and is not shared with third parties.

Forwarded documents and emails: If you (or an accountant or teammate you authorize) forward emails or documents to your private RollForge ingest address, we receive and store the message content and any attachments, and process them with AI to classify the document and extract relevant financial information for your briefings and reports. This content is Customer Data and is subject to the same isolation, retention, and deletion terms as the rest of your data.

We do not collect payment card data directly. Payments are processed by Stripe, our payment processor. See our Subprocessors section for details.

Geographic availability. RollForge is designed for and made available only to users in the United States. We do not accept users from the European Union, United Kingdom, or other jurisdictions subject to the EU General Data Protection Regulation (GDPR). Any EU or UK resident who accesses this site receives a 403 error and is not permitted to create an account.

02 Data Ownership

You retain full intellectual property rights in your Customer Data at all times. RollForge holds only a limited operational license to store and process that data for the purpose of providing the Platform to you — and for no other purpose.

You can export your data at any time from your account. On account termination, you retain the right to export all Customer Data before deletion. See Data Retention & Deletion for timelines.

03 Data Isolation

RollForge enforces strict logical data isolation between customer accounts:

• Account-level isolation: Each organization's data is scoped to that organization. Access controls are designed to prevent a user in Organization A from accessing data belonging to Organization B.
• Company-level isolation: Each company's data is accessible only within the account that owns it. Data from one customer account is not visible to another.
• No cross-customer aggregation: We do not aggregate, analyze, or use your Customer Data across customer accounts. Your financials do not inform anonymous benchmarks shown to other customers without your explicit consent.
• Role-based access within your org: Team member roles (Admin, Member, Viewer) are configured by your account administrator. Full-account visibility is limited to Admin and Member roles by your own configuration.

Application-level tenant isolation. Every query that reads company, transaction, or financial data is scoped to your organization in the application layer, so one organization's data is not returned to another. We are additionally rolling out database-level row-level security (RLS) as a defense-in-depth enforcement layer; until that rollout is complete, application-level scoping is the enforced boundary.

04 Encryption & Security

05 No Selling or Sharing

We do not share your Customer Data with third parties except in the following limited circumstances:

• Service providers: We share data with subprocessors (listed in Section 9) solely to operate the Platform — e.g., our database provider storing your data.
• Legal compliance: We may disclose information if required by law, court order, or government regulation, and only to the extent required.
• Business transfers: In the event of a merger, acquisition, or sale of substantially all assets, Customer Data may be transferred to the acquiring entity, subject to equivalent data protection commitments.
• With your consent: We may share data for any other purpose with your explicit prior consent.

In all cases, we contractually require our subprocessors to maintain confidentiality and data protection standards at least as protective as those described in this Policy.

06 How We Use Your Data

We use the data we collect for the following purposes:

• Platform operation: Providing, maintaining, and improving the RollForge Platform and its features
• AI features: Customer Data you submit for AI-powered features (financial analysis, report generation, budget planning) is processed by our AI subprocessors, via the Polsia AI proxy, to generate results that are returned to you. See the Subprocessors section for the providers involved.
• Authentication and security: Verifying your identity, detecting fraud, and protecting the Platform
• Communications: Sending transactional emails (invoice receipts, team invite notifications, security alerts) and, where you've opted in, product updates
• Analytics and product improvement: Understanding feature usage patterns to improve the Platform (using aggregated, anonymized usage data only)
• Legal compliance: Meeting our obligations under applicable law
• AI chat isolation: AI chat context is scoped exclusively to the requesting user's account data. No cross-user or cross-company data is injected into AI responses. Your financial and operational data is not shared with other customers.

07 Access Controls

RollForge enforces role-based access control (RBAC) within each organization:

• Admin: full access to all business data, team management, billing, and settings
• Member: full access to business data; no team management or billing access
• Accountant (read-only): read-only access to financial data, for an outside accountant or bookkeeper you invite; scoped to the businesses you grant
• Viewer (read-only): read-only access scoped to the views assigned by an Admin; no write access

Audit logging. RollForge logs data access and modification events at the application level. Access logs are retained for compliance and security incident investigation purposes. We are committed to expanding audit log coverage and making audit trails available to customers as part of our security roadmap.

RollForge staff access. Access to production customer data by RollForge personnel is restricted to a minimal set of individuals and is limited to what is necessary for support and operations. We do not routinely access your Customer Data.

08 Data Retention & Deletion

During your subscription: We retain Customer Data for as long as your account is active. You can delete individual records, data sources, or reports at any time from within the Platform.

On account termination:

• You may export all Customer Data before your account is closed
• Following account termination, Customer Data is retained for a 30-day grace period to allow for recovery in cases of accidental cancellation
• After 30 days, Customer Data is permanently and irreversibly deleted from our production systems and backups on their normal rotation schedule

Data deletion requests. You may request deletion of specific Customer Data at any time by contacting us at info@rollforgeops.ai. We will process deletion requests within 30 days.

Self-service deletion. Data deletion can be initiated in-app via Settings → Danger Zone, has a 30-day grace period with a magic-link undo sent to your email, and can also be requested at any time by emailing info@rollforgeops.ai.

Legal holds. In limited cases, we may be required to retain certain data longer to comply with applicable legal obligations.

09 Subprocessors

We use the following key subprocessors to operate the Platform. All subprocessors are contractually bound to maintain data confidentiality and security standards consistent with this Policy.

We will update this list when we add or change subprocessors. Material changes will be communicated via email with 30 days' advance notice.

10 Cookies & Tracking

We use a minimal set of cookies. The table below categorizes every cookie or script currently active on this site.

Analytics (off until you accept): Anonymous product-analytics tracking (PostHog and the Polsia analytics beacon) is turned off by default and begins only after you accept analytics cookies via the consent banner. If your browser sends Global Privacy Control (GPC), analytics stays off automatically. You can withdraw consent at any time via the Manage Cookie Preferences button below.

Marketing (opt-in): Our Meta Pixel (Facebook conversion tracking) is only activated after you explicitly grant marketing consent — it is not loaded by default. GPC or the CCPA opt-out button below also suppresses the Meta Pixel. The Meta Pixel is listed in the Subprocessors section as a "shared with" recipient under CCPA, not as a subprocessor.

You can manage your preferences at any time:

Manage Cookie Preferences Analytics Preferences →

11 CCPA & Your Privacy Rights

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you specific rights over your personal information. This section describes those rights and how to exercise them.

Your rights under CCPA:

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you, the sources of that information, the business purpose for collection, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of personal information we have collected from you, subject to certain exceptions.
• Right to Opt-Out: You may opt out of the "sale" or "sharing" of your personal information. RollForge does not sell personal data. Our analytics tracking (PostHog) does not run until you explicitly accept analytics consent; it then associates anonymous usage data with your account only after that acceptance. Our marketing pixel (Meta) requires explicit opt-in. You may opt out of both below — or use Global Privacy Control (GPC) to suppress them automatically.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of these rights.
• Right to Correct: You may request correction of inaccurate personal information.

How to exercise other rights: Email info@rollforgeops.ai with the subject "CCPA Request" and describe your request. We will respond within 45 days. We may need to verify your identity before processing the request.

Global Privacy Control (GPC): If your browser sends the Sec-GPC: 1 signal, RollForge treats this as an automatic opt-out from analytics and marketing tracking. No action required on your part.

Authorized agents: You may designate an authorized agent to make requests on your behalf. The agent must provide proof of authorization and we may require you to verify your identity directly.

12 Compliance Roadmap

RollForge is committed to achieving and maintaining enterprise-grade security standards. Our current compliance posture and roadmap:

• Infrastructure certifications (current): Our hosting (Render) and database (Neon) providers are SOC 2 Type II certified, providing a certified security foundation for the Platform
• SOC 2 Type II (on roadmap): Application-level SOC 2 Type II certification is on our roadmap. Our hosting (Render) and database (Neon) providers are already SOC 2 Type II certified.
• Parameterized queries: All database interactions use parameterized statements, protecting against SQL injection
• Security reviews: We conduct periodic internal security reviews of application code and infrastructure configuration

For accounts with specific compliance requirements (GDPR data processing agreements, custom security reviews, vendor questionnaires), contact us at info@rollforgeops.ai.

13 Breach Notification

In the event of a confirmed security breach affecting your Customer Data, RollForge commits to:

• Notifying affected customers within 72 hours of confirming the breach
• Providing a clear description of: (a) what data was affected, (b) how the breach occurred (to the extent known), and (c) steps we are taking to contain and remediate it
• Providing guidance on steps you can take to protect yourself
• Cooperating fully with any legally required regulatory notifications

We maintain incident response procedures and will provide ongoing updates as the situation develops following any confirmed incident.

14 Contact & Changes

Questions about this Policy, data deletion requests, or security concerns — contact us at info@rollforgeops.ai. We respond to all data-related inquiries within 2 business days.

Changes to this Policy. We may update this Policy from time to time. When we make material changes, we will notify you by email at least 14 days before the changes take effect. The "Last updated" date at the top reflects the most recent revision.

Also see our Terms of Service for the full contractual framework governing your use of RollForge.