Privacy Policy

CHAX SOFTWARE, INC. — Last updated March 2026

CHAX SOFTWARE, INC. ("CHAX," "we," "us," or "our") operates the CHAX CLOUD check printing and payment platform ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

1. Information We Collect

1.1 Account Information

When you create an account, we collect your name, email address, and authentication credentials provided through our OAuth login provider. We also collect your company name, business type, business address, and phone number when you complete your company profile.

1.2 Financial and Banking Data

To provide check printing services, we collect and store the following financial information you provide:

• Bank routing numbers and account numbers (encrypted at rest using AES-256-GCM)
• Payee/client names and mailing addresses
• Check amounts, dates, memo fields, and check numbers
• Employer Identification Numbers (EIN) — stored encrypted
• Business owner date of birth — stored encrypted
• Last four digits of Social Security Number (for business verification) — stored encrypted

We do not store full Social Security Numbers, full card numbers, CVV codes, or card expiration dates. Sensitive banking fields are never stored in plain text.

1.3 Authorization Form Data

When your clients complete bank authorization forms through the CHAX CLOUD payer portal, we collect the banking information they provide on your behalf. This data is encrypted and accessible only to your account.

1.4 Usage and Technical Data

We automatically collect certain technical information including your IP address, browser type, operating system, pages visited, and timestamps. This information is used for security monitoring, fraud prevention, and service improvement.

1.5 Payment Information

Subscription payments are processed by Stripe, Inc. We do not store your credit card number, CVV, or expiration date. We store only your Stripe customer ID and subscription ID for billing management purposes. Stripe's privacy policy governs the handling of your payment card data.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the CHAX CLOUD Service
• Generate check PDFs with your banking and payee information
• Process subscription payments and manage your account
• Send transactional emails (email verification, authorization form notifications)
• Verify your business identity for compliance purposes
• Detect and prevent fraud, unauthorized access, and financial crimes
• Maintain audit logs of all check printing activity for your records
• Comply with applicable laws and regulations
• Respond to your support requests

3. Data Security and Encryption

We implement industry-standard security measures to protect your information:

• All sensitive financial fields (routing numbers, account numbers, EIN, SSN last 4, DOB) are encrypted using AES-256-GCM before storage
• All data is transmitted over encrypted HTTPS/TLS connections
• Passwords and authentication are managed through our OAuth provider — we do not store passwords
• Access to your data is restricted by role-based access controls
• All check printing actions are recorded in a tamper-evident audit log
• Generated check PDFs are encrypted and protected against unauthorized editing or copying

Despite these measures, no method of electronic transmission or storage is 100% secure. We encourage you to use strong, unique passwords and to notify us immediately if you suspect unauthorized access to your account.

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

• Service Providers: We use Stripe (payment processing) and Resend (transactional email) as sub-processors. These providers are contractually obligated to protect your data and may only use it to provide services to us.
• Legal Requirements: We may disclose your information if required by law, court order, or government authority, or to protect the rights, property, or safety of CHAX, our users, or the public.
• Fraud Prevention: We may share information with financial institutions or law enforcement when we have reasonable grounds to believe check fraud or financial crime is occurring.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to the same privacy protections.

5. Check Printing and Financial Services Disclosure

CHAX CLOUD is a software tool that enables businesses to create and print checks using their own bank accounts. CHAX SOFTWARE, INC. is not a bank, financial institution, money transmitter, or payment processor. We do not hold, transfer, or process funds on your behalf. All checks printed through CHAX CLOUD are drawn on your own bank accounts.

You are solely responsible for ensuring that all checks you print comply with applicable banking regulations, your bank's terms of service, and all applicable laws. The banking authorization forms collected through our platform are provided as a convenience tool — you are responsible for verifying the authenticity and authorization of all payer information.

Neutral Platform Statement: CHAX SOFTWARE, INC. is a neutral technology vendor. We do not direct, supervise, or control how our users apply the Service in their business operations. We do not review the content of checks printed by users, the nature of the underlying financial obligations, or the regulatory compliance of user business practices. Users who operate in regulated industries (including but not limited to debt collection, financial services, healthcare billing, and insurance) are solely responsible for ensuring their use of CHAX CLOUD complies with all applicable industry-specific regulations.

6. Data Retention

We retain your account information and check history for as long as your account is active or as needed to provide the Service. If you close your account, we will delete or anonymize your personal data within 90 days, except where we are required to retain it for legal, regulatory, or fraud prevention purposes (typically up to 7 years for financial records).

7. Your Rights and Choices

7.1 Access and Correction

You may access and update your account information at any time through the Profile and My Company settings pages within CHAX CLOUD.

7.2 Data Deletion

You may request deletion of your account and associated personal data by contacting us at [email protected]. We will process deletion requests within 30 days, subject to legal retention requirements. Note that check history records may be retained for up to 7 years for financial compliance purposes.

7.3 California Residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect, the right to delete your personal information, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising these rights. To exercise these rights, contact us at [email protected].

7.4 Children's Privacy (COPPA)

CHAX CLOUD is intended for use by businesses and is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

8. Cookies and Tracking

We use session cookies to maintain your authenticated session. We also use privacy-respecting analytics (Umami) to understand aggregate usage patterns. We do not use third-party advertising cookies or sell your browsing data to advertisers.

9. Regulatory Compliance and Third-Party Use

CHAX CLOUD is a general-purpose, neutral technology platform. We do not provide legal, compliance, or regulatory advice. Users operating in regulated industries are solely responsible for their own compliance obligations.

Debt Collection: If you use CHAX CLOUD in connection with debt collection activities, you are solely responsible for complying with the Fair Debt Collection Practices Act (FDCPA), applicable state debt collection laws, and any licensing requirements in your jurisdiction. CHAX SOFTWARE, INC. does not review the content of checks you print or the nature of the underlying obligations. We do not assume any compliance responsibility for your debt collection activities.

Consumer Data: If you collect consumer banking information through CHAX CLOUD's authorization form feature in connection with debt collection or other regulated activities, you are responsible for ensuring that collection is lawful, that proper authorizations are obtained, and that the data is handled in compliance with applicable law. CHAX SOFTWARE, INC. stores this data on your behalf as a data processor; you are the data controller responsible for the lawfulness of the underlying data collection.

Regulatory Requests: If we receive a lawful request from a regulatory authority (such as the CFPB, FTC, or a state attorney general) related to your account or use of CHAX CLOUD, we may be required to disclose account information and activity logs. We will notify you of such requests to the extent permitted by law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or need to report a privacy concern, please contact us: