Security and data
How Collecta handles your data
Records in a Postgres database hosted by Render; uploaded files in private Cloudflare R2 object storage under each firm's own folder, downloadable only by signed-in team members through short-lived links. Client portal links are signed tokens of which only a SHA-256 hash is stored.
What Collecta holds
- Client names and contact email addresses
- Checklists and periods
- Imported transaction rows (date, description, amount, account)
- Documents clients upload
- Clients' answers to transaction questions
- Requests and reminders sent
- The firm's team accounts and audit log
How long it’s kept, and how to export or delete it
Uploaded files are kept until the firm deletes them, the client or the workspace; a firm can set files to be deleted automatically after 12, 24, 36 or 84 months (default: never). Sample results on the no-account /try page are deleted after 24 hours.
The full detail is in Collecta’s data export and deletion policy.
Who processes it
Service providers (subprocessors), each on our instructions and only for the purpose shown:
- Render: hosting, databases and backups, in the United States.
- Cloudflare: private file storage (R2).
- Resend: sending requests, reminders and team emails.
- Anthropic: drafting the opening and closing of client requests, when AI drafting is on.
- Stripe: subscription and license payments (card details go to Stripe, never to us).
Questions and security reports
Collecta is run by New Odyssey. To ask what we hold about you, to have it exported or deleted, or to report a security problem, email clio@new-odyssey.com. The privacy policy covers the rest.
Questions buyers ask
Is the client portal secure?
Clients open a signed link with no login; Collecta stores only a SHA-256 hash of it, keeps portal pages out of search engines and sends no referrer. Each upload is checked from its contents, programs and macro files are refused, files are limited to 20 MB, and only signed-in team members can download them.