Privacy Policy

1. Who this policy covers

NOVENDON is the registered business name of Roman Balychev, a sole proprietor based in Vancouver, British Columbia. This policy covers our website, inquiries, agreed bookkeeping services, existing Business Finance Manager PRO purchases, referral administration, and agreed bookkeeping services. Roman Balychev is responsible for NOVENDON’s handling of personal information and privacy requests. Contact him at hello.novendon@gmail.com.

The public website does not accept uploads of bank statements, receipts, tax slips, or other financial documents. Any bookkeeping engagement requires a separately agreed scope and arrangements for sharing and handling your records.

2. Information we collect

• Inquiries: your name, email address, province or territory, selected service, consent to follow up, and any optional phone number, platforms, period, estimated volume, or message you provide.
• Purchases: order and payment references, payment status, product, amount, currency, purchase date, and contact information made available through Stripe. For purchases with recorded acceptance of our terms, we also retain a contract copy containing the customer name and delivery email, order details, applicable terms version, and Stripe’s acceptance information. We use your email address to send product access and respond to access questions.
• Referrals: a referral code, when present, and the associated purchase and commission information. Our referral records can include the buyer’s name and email address, order reference, amount, payment date, refund information, and commission status.
• Bookkeeping records: documents you authorize us to access in your Google Drive, such as bank statements, Uber and Lyft reports, receipts, and related explanations. These can include names, transaction descriptions, dates, amounts, tax details, and account identifiers appearing in the source documents. We also handle the records and summaries prepared from them, the agreed work period and scope, and records of service agreements, payments, and delivery.
• Website operation: technical information needed to deliver and protect the site, including IP addresses used to limit repeated form submissions and request or error information handled by our hosting services.

Please do not include Social Insurance Numbers, passwords, card details, account numbers, or financial documents in the inquiry form.

3. How we use information

We use information to answer inquiries, discuss services and quotes, process and verify purchases, deliver access instructions, resolve access or payment issues, attribute referred purchases, administer commissions and refunds, organize and categorize agreed bookkeeping records, match supporting documents, identify missing information, prepare summaries for your review or accountant, administer your agreed service and existing contractual commitments, prevent duplicate submissions or abuse, and maintain business records required by applicable law.

Submitting an inquiry authorizes us to contact you about that inquiry. It does not subscribe you to a marketing mailing list.

4. Service payments and existing product access

Payments take place on Stripe’s checkout page. Stripe collects payment details and any billing or contact information requested there under its own privacy policy. Card details are entered with Stripe, not into NOVENDON’s website form. Our purchase-delivery and referral databases do not store full card numbers or card security codes.

For bookkeeping services, the scope, service terms, total including applicable taxes, payment arrangements, and delivery schedule are confirmed before payment. Sending an inquiry does not take payment or start the work. We retain service records to administer the work and honour existing agreements.

For existing workbook purchases, access emails link to the customer portal in Notion, where customers can find the workbook and instructions. Your Google Sheets workbook copy is stored in your own Google account. Buying the workbook does not automatically give NOVENDON access to that copy.

5. Referral choices and cookies

When you open a referral link, we ask whether we may remember its code and associate it with a purchase so the referrer can earn a commission. You can decline and still buy at the same price. The referral code is not stored by our referral feature or added to the Stripe checkout link until you choose Allow referral. As with other page addresses, a referral URL may appear in your browser history or hosting request records.

If you allow attribution, a first-party cookie stores the code, your choice, and an expiry date for up to one year. The expiry is not extended simply because you browse more pages. We no longer keep referral codes in local storage; old local-storage codes and legacy referral cookies are cleared when the updated site runs in your browser. A new referral code requires your approval before replacing an accepted code.

If you decline or disable attribution, we retain only that preference and its expiry in a cookie for up to one year. Your code is not included in that refusal cookie. Browser settings can remove cookies sooner. Your choice applies to this browser.

Once a referred purchase succeeds, we record the referral and order information needed to administer commissions and refunds. Referrers do not receive access to your financial documents through the referral feature. The referral report is restricted to authorized owner access. Withdrawing browser consent stops future attribution but does not erase completed purchase records; contact us about those records.

6. Service providers and processing locations

The services involved in this workflow include OpenAI Sites and Cloudflare for website hosting and the site database, Stripe for checkout and payment processing, Resend for transactional email delivery, Google Drive and Google Sheets for client files and workbooks, Gmail for correspondence, OpenAI’s ChatGPT for agreed AI-assisted document processing, and Notion for the customer portal.

Providers receive the information needed for the relevant step, such as an email address for delivering access instructions or payment information for checkout. These services may process or store information outside British Columbia or Canada, where different laws and lawful access requirements may apply.

Self-guided workbook: When you use ChatGPT with the supplied instructions, you choose which documents to submit to that service. Those documents are handled through your ChatGPT account under the provider’s terms and your account settings; the NOVENDON website does not process those uploads. Review the privacy settings and policies of services you use before sharing sensitive records.

7. Google Drive access and AI-assisted bookkeeping

Your original files: You retain your documents in your own Google Drive account and grant NOVENDON access to the files or folder needed for the agreed work. We do not need your Google password. You can revoke that access in Google Drive; this may prevent us from continuing the service.

Processing by NOVENDON: For our AI-assisted bookkeeping service, Roman Balychev uses a personal ChatGPT account to upload authorized documents or relevant extracts to ChatGPT to help extract, structure, and categorize information. We review the output as part of preparing your records. This creates processing copies outside your Google Drive, even though you retain the original files. Revoking Drive access does not automatically delete copies already uploaded to ChatGPT or working records already created.

Before documents are uploaded: We explain the proposed AI processing and obtain your express agreement as part of the service arrangements. Agreeing to receive a reply through our website form does not authorize us to upload financial documents to ChatGPT. You may decline AI processing; we will explain whether the requested work can proceed through an agreed alternative.

Limit what is shared: Access and uploads must be limited to information needed for the agreed bookkeeping work. Passwords, card security codes, Social Insurance Numbers, and unrelated personal information should not be provided. Unnecessary identifiers should be removed or masked before upload. Records can also contain information about other people; please raise this with us before sharing them.

AI privacy controls: NOVENDON keeps the setting allowing new conversations to improve OpenAI’s models turned off before uploading client documents. We do not submit client conversations as model-feedback examples or intentionally save client financial information as account memories. Turning off training does not delete conversations or uploaded files. We review account privacy settings before processing client records.

OpenAI’s processing and retention terms still apply. Information may be processed outside Canada. We do not promise Canadian-only storage, zero retention, or immediate deletion from all provider systems.

8. Optional analytics

With your permission, we use Google Analytics to understand visits, traffic sources, engagement, service-page views, and the steps leading to an inquiry. Events can indicate a button click, the start of a form, a validation or delivery error, or a successfully submitted inquiry. We do not include your name, email address, phone number, or message in these events. Google may process technical information and cookie identifiers outside Canada. Learn how Google uses information from sites using its services.

A consent banner offers a choice before optional analytics loads. You can change your choice using Privacy preferences. Choosing Essential only stops future analytics after the page reloads; it does not erase data already processed by Google. Your choice is remembered in local storage. Referral attribution is separate. Clearing this site’s browser data removes your saved analytics choice.

Behaviour analytics with Microsoft Clarity

With your permission, we use Microsoft Clarity on public service pages to understand clicks, scrolling, and page interactions through heatmaps and session recordings. Clarity does not run on our contact form, payment, contract, or administration pages. We do not send client financial documents to Clarity. Microsoft may process this usage data outside Canada. Read Microsoft’s Privacy Statement. You can withdraw permission using Privacy preferences; the page reloads to stop optional tracking.

Advertising measurement with Meta Pixel

With your permission, Meta Pixel measures public page visits and successfully submitted inquiries to understand results from Facebook and Instagram advertising. Meta receives technical browser information, page addresses, cookie identifiers, and these events, and may associate them with your Meta account. We do not send inquiry field contents, names, email addresses, phone numbers, or financial documents through our pixel events. Automatic advanced matching and automatic event detection are disabled. The pixel does not run on payment, contract, or administration pages. Meta may process information outside Canada. Read Meta’s Privacy Policy. Use Privacy preferences and choose Essential only to stop future optional tracking after reload. This does not erase information already processed.

9. Retention, deletion, and protection

We apply the following retention rules through our business records process. Except for cookie expiry and successful-delivery payload clearing described below, these are manual handling obligations, not a claim that the website automatically deletes every record.

• Inquiries that do not become engagements: delete within 12 months after the last substantive exchange, unless a continuing issue or legal requirement justifies retention.
• Client working copies: within 30 calendar days after final delivery or termination of the engagement, delete downloaded source files, temporary extracts, and processing copies under our control, including client ChatGPT chats and uploaded files. Remove any separately saved client information where applicable. End our shared-folder access when the work ends. Originals and final records retained in the client’s own Google Drive remain under the client’s control.
• Business and transaction records: retain the minimum invoices, purchase, refund, referral-commission, existing service-balance, engagement, consent, and delivery records needed for business recordkeeping for six years after the end of the tax year to which they relate, or longer where law requires. Active existing service-balance records are retained while needed to honour earlier contractual commitments, then under the applicable business-record retention period. This does not authorize retaining all client source documents for six years.
• Referral preferences: expire after a maximum of one year, without automatic renewal on ordinary browsing.

Where we use personal information to make a decision directly affecting an individual, we retain the relevant information for at least one year after that use as required by BC’s Personal Information Protection Act. An active dispute, access request, or legal obligation can require a documented hold on relevant records. We restrict use during the hold and delete or anonymize information when retention is no longer justified.

Our purchase-delivery system clears its email payload after successful delivery is recorded, while retaining status and references. Accepted order contract copies are retained separately under the business-record retention rules above; clearing the temporary email payload does not delete those copies. Email copies and referral records are handled separately under the rules above. Deletion requests sent to third-party services remain subject to their applicable retention, backup, security, and legal exceptions.

We limit access to the information needed for agreed work and use appropriate account and device safeguards. The website uses HTTPS, checks payment-event signatures, and restricts the referral report to authorized owner access. No online service guarantees absolute security. If a privacy incident occurs, we take steps to contain it, assess affected information and risks, and provide notices where required by applicable law.

10. Your choices, access, and correction

You may ask about your personal information, request access or correction, request deletion, or withdraw consent for future communications or AI-assisted processing by emailing hello.novendon@gmail.com. We may need to verify your identity without collecting more information than necessary. We respond to written access and correction requests within the period required by PIPA, generally 30 days as counted under that Act, subject to permitted extensions or pauses. If an extension or refusal applies, we explain it and the available review rights. Requests are subject to applicable legal requirements and exceptions. Withdrawing consent may limit services that depend on the information, and does not undo processing already completed.

11. Questions and complaints

Address privacy requests to Roman Balychev — NOVENDON owner and privacy contact at hello.novendon@gmail.com. Describe your concern without including unnecessary sensitive information.

If your concern remains unresolved, you can contact the Office of the Information and Privacy Commissioner for British Columbia for information about its complaint process.

12. Changes to this policy

We update this page when our practices change and revise the date above. Where a change requires notice or consent under applicable law, we will provide it.