Privacy Policy

Effective Date: April 27, 2026 · Last Updated: April 27, 2026

Predictive Pros ("we," "us," or "our") provides bookkeeping, operations strategy, and social media management services to small business owners. This Privacy Policy explains how we collect, use, store, and protect information when you use our website, client portal, or engage us for services.

By using our website or services, you agree to the practices described in this policy. If you have questions, contact us at info@predictivepros.ai.

1. Information We Collect

Contact and Account Information

Name, email address, and phone number
Business name and mailing address
Login credentials for your client portal account

Financial and Tax Information

To provide bookkeeping and tax preparation services, we may collect:

Bank statements, receipts, and invoices you upload to the portal
Tax returns, W-2s, 1099s, and other tax documents
Income, expense, and payroll data
Social Security Number or EIN (collected only when required for tax filing preparation)

Social Media Account Information

For clients who retain us for social media management, we collect:

Instagram, TikTok, Facebook, and LinkedIn usernames
Content you upload or authorize us to publish on your behalf
Instagram follower counts and basic account metrics obtained via the Meta Business Discovery API (public data)
Instagram Insights data (reach, saves, shares, engagement) obtained via the Instagram Graph API, only when you explicitly authorize our application through the Meta OAuth flow

Website Usage Data

Pages visited, time on site, referral source (via Google Analytics / Google Tag Manager)
IP address and browser/device type (standard web server logs)

Communications

Emails and messages you send to us
Information you provide in our Business Check-In form or intake questionnaires

2. How We Use Your Information

Purpose	Data Used
Deliver bookkeeping and tax preparation services	Financial documents, tax data, contact info
Manage and schedule social media content	Social media usernames, uploaded content, account credentials
Produce monthly analytics reports for social media clients	Instagram follower counts and Insights metrics (reach, saves, shares, engagement). This data is used exclusively to prepare your report — it is never used for advertising, profiling, or shared with any third party.
Send invoices, contracts, and service communications	Name, email, billing details
Process payments	Payment details (handled entirely by Stripe — we do not store card numbers)
Send appointment reminders and service updates	Email address, name
Improve our website and services	Aggregated, anonymized usage data

Instagram API data policy: We access Instagram data — including follower counts and Insights metrics — only to produce analytics reports for the specific client whose account is connected. This data is not sold, rented, licensed, or shared with any third party. It is not used for advertising targeting, audience building, or any purpose other than delivering the contracted analytics report to that client.

3. Third-Party Services We Use

We rely on reputable third-party providers to deliver our services. Each operates under its own privacy policy.

Provider	Purpose	Data Shared
Stripe	Payment processing	Name, email, payment details. Stripe Privacy Policy
Brevo (formerly Sendinblue)	Transactional and marketing emails	Name, email address. Brevo Privacy Policy
Meta (Facebook/Instagram)	Instagram Business Discovery API and Instagram Graph API (Insights)	Instagram username, follower count, Insights metrics — only for clients who authorize the connection. Meta Privacy Policy
Cloudflare R2	Secure file storage for uploaded documents	Uploaded files (tax documents, content assets). Cloudflare Privacy Policy
Railway	Application hosting and infrastructure	All application data transits Railway servers. Railway Privacy Policy
Anthropic (Claude AI)	AI-assisted document parsing and content generation	Uploaded documents may be processed by Claude AI to extract structured data. Data is not used to train Anthropic models under our API agreement. Anthropic Privacy Policy
Google (Analytics, Calendar, Tag Manager)	Website analytics, appointment scheduling	Anonymized usage data, booking details. Google Privacy Policy
Buffer	Social media scheduling (some clients)	Social media account access, scheduled posts. Buffer Privacy Policy

We do not sell your personal information to any third party.

4. Data Retention

Tax and financial records: Retained for 7 years from the date of preparation, in accordance with IRS guidelines.
Social media content and analytics data: Retained for the duration of the service contract, plus 12 months after termination.
Instagram Insights data: Retained only for as long as needed to deliver the contracted analytics reports. Deleted within 90 days of contract termination.
Contact and account information: Retained while your account is active. Deleted upon written request, subject to legal retention obligations.
Uploaded documents: Retained for the duration of our engagement plus the applicable legal retention period.

5. Data Security

We take the security of your information seriously:

All data is transmitted over HTTPS (TLS encryption)
Files are stored in Cloudflare R2 with server-side encryption at rest
Access to client data in the admin portal is restricted to authorized Predictive Pros staff
Access tokens for third-party platforms (including Instagram) are stored encrypted and are never exposed in client-facing interfaces
We do not store payment card numbers — all payment data is handled directly by Stripe

While we use industry-standard safeguards, no method of transmission over the internet is 100% secure. If you believe your account has been compromised, contact us immediately at info@predictivepros.ai.

6. Your Rights

You have the right to:

Access the personal information we hold about you
Correct inaccurate or incomplete information
Delete your personal information (subject to legal retention requirements)
Revoke Instagram authorization at any time — go to your Instagram/Facebook Settings → Apps and Websites → remove Predictive Pros. We will delete any associated Insights data within 30 days of revocation.
Opt out of marketing emails using the unsubscribe link in any email we send
Data portability — request a copy of your data in a standard format

To exercise any of these rights, email us at info@predictivepros.ai with the subject line "Privacy Request." We will respond within 30 days.

7. Cookies and Tracking

Our website uses:

Session cookies — required for the client portal to function (login state)
Google Analytics cookies — anonymized traffic analytics. You can opt out via Google's opt-out tool.
Google Tag Manager — manages analytics and conversion tracking scripts

We do not use cookies for advertising targeting or behavioral profiling.

8. Children's Privacy

Our services are intended for business owners and are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. If the changes are material, we will notify active clients by email. Your continued use of our services after any update constitutes acceptance of the revised policy.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your data:

Email: info@predictivepros.ai
Business: Predictive Pros, Miami, FL

For Instagram-specific data deletion requests, please include your Instagram username and the email address associated with your Predictive Pros account.