Database Management

Overview

PrivateACB stores all your cryptocurrency transaction data in an encrypted database file on your local computer. This guide explains how to create, open, secure, and manage your database.

Key Points:

Your database is encrypted with AES-256 encryption (SQLCipher)
Your data never leaves your computer — everything stays private and local
You control the database password — there is NO password recovery if you forget it
Each database file is independent and portable — you can back it up or move it anywhere

The Welcome Screen

First Launch

When you first launch PrivateACB (or when no database is open), you’ll see the Welcome Screen. This is your starting point for database management.

The Welcome Screen provides two main options:

Create New Database — Start fresh with a new encrypted database
Open Existing Database — Load a database you’ve previously created

What you’ll see on the Welcome Screen:

PrivateACB logo and tagline
Two clearly labeled action buttons
System message banner at the top (shows status messages)

Creating a New Database

When to Create a New Database

Create a new database when:

You’re launching PrivateACB for the first time
You want to separate data for different purposes (e.g., personal vs. business)
You’re starting a new tax year and want a fresh start
You want to test settings without affecting your main database

Step-by-Step: Creating Your First Database

1. Click “Create New Database”

You’ll see a file save dialog
The default name is PrivateACB.db
You can choose any name you want (the .db extension is recommended)

2. Choose a Location

Recommended: Save in a dedicated folder like Documents\PrivateACB\
Important: Remember this location — you’ll need it to open the database later
Tip: Keep it somewhere that’s backed up regularly (e.g., OneDrive, Dropbox folder)

3. Enter Your Encryption Password

Password Setup

You’ll see a password dialog after selecting the file location
This password encrypts your entire database
Requirements:
- Minimum: 8 characters
- Maximum: 256 characters
- Must contain: At least one letter AND one number
- Recommended: Use 12+ characters with a mix of letters, numbers, and symbols

4. Confirm Your Password

Enter the same password again to confirm
Make sure there are no typos — passwords are case-sensitive

5. Database Initialization

PrivateACB creates the database file
The database structure is initialized (40+ tables for tracking your data)
Your password is securely stored using Windows DPAPI encryption (stored in the Windows Registry under HKCU\Software\PrivateACB)
You’ll see a success message when complete

What happens after creation:

The database opens automatically
The Welcome Screen closes
You’ll see the main PrivateACB interface with the Dashboard
The database path appears in the window title bar
You can now import transactions and use all features

Database File Details

File Name: PrivateACB.db (or whatever you chose)

File Size:

Starts around 200-500 KB (empty database)
Grows as you add transactions
Typical size: 5-20 MB (for thousands of transactions)
Large databases: 50-100 MB+ (for tens of thousands of transactions)

File Format: SQLite database with SQLCipher encryption

What’s Inside:

Transaction records
Import job history
ACB calculation results and job history
Tax reports data
Market data (exchange rates and crypto prices)
Your configuration settings

Opening an Existing Database

When to Open a Database

Open an existing database when:

You closed PrivateACB and want to continue working
You moved your database file to a new location
You’re opening a backup copy
You want to switch between different databases

Step-by-Step: Opening Your Database

1. Click “Open Existing Database”

You’ll see a file open dialog
Navigate to where your database file is saved
Select the .db file
Click “Open”

2. Enter Your Password

A password dialog appears
Enter the encryption password you set when creating the database
Passwords are case-sensitive — make sure Caps Lock is off

3. Database Opens

PrivateACB verifies your password
The database is decrypted and opened
You’ll see a success message
The main interface loads with your data

4. You’re Ready to Work

All your transaction data is available
Continue where you left off
Import new transactions, run calculations, or generate reports

Troubleshooting Opening Issues

“Incorrect password” error:

Double-check your password for typos
Ensure Caps Lock is off
Try typing slowly and carefully
If you used a password manager, copy and paste from there

“File not found” error:

Check that the database file exists at the location you selected
The file may have been moved or renamed
Search your computer for .db files

“Database is corrupt” error:

The file may have been damaged
Try opening a backup copy if you have one
This is rare but can happen if the file was transferred incorrectly

“Database is locked” error:

Another instance of PrivateACB might be using the database
Close all PrivateACB windows and try again
Restart your computer if the problem persists

Database Encryption

Why Encryption Matters

Your cryptocurrency transaction data is sensitive financial information. PrivateACB uses strong encryption to protect your privacy:

AES-256 Encryption:

Industry standard for top-secret government data
Would take billions of years to crack using current technology
The same encryption used by banks and military organizations

SQLCipher Implementation:

Open-source encryption layer for SQLite databases
Encrypts the entire database file, not just parts of it
Your data is encrypted at rest (when stored on disk)
Data is only decrypted in memory when you enter your password

What Gets Encrypted

Everything in your database:

All transaction records
Import history
ACB calculation results
Tax reports
Market data (exchange rates, crypto prices)
Your settings and preferences

Even if someone accesses your computer:

They cannot access your database without the password
The file looks like random data to anyone without the password
There are no “backdoors” or recovery mechanisms

Encryption Password Security

Your password is:

Never stored in plain text — only a secure hash is kept
Protected by Windows DPAPI — your database credentials are stored in the Windows Registry, encrypted with your Windows user account
Required every time you open the database — there’s no “remember me” option for security

If you lose your password:

Your database cannot be recovered
PrivateACB cannot help you — we don’t have a master key
Even a computer expert cannot decrypt it — the encryption is that strong
Backups won’t help — they’re encrypted too
Only solution: You must remember your password

Changing Your Database Password

When to Change Your Password

Change your database password when:

You think your password may have been compromised
You want a stronger password
You’re sharing a computer and want to update security
You set a weak password initially and want to improve it
Regular security maintenance (e.g., every 6-12 months)

Step-by-Step: Changing Your Password

1. Open Your Database

You must have the database open to change its password
Enter your current password to open it

2. Navigate to Settings

Click the Settings tab in the top bar (or press Ctrl+7)
Find the Database Security section
Click to expand the panel (if collapsed)

3. Enter Current Password

In the “Current Password” field, type your existing password
This verifies you’re authorized to make changes

4. Enter New Password

Type your new password in the “New Password” field
Password requirements:
- 8-256 characters
- Must contain at least one letter
- Must contain at least one number
- Cannot be the same as your current password
Password strength indicator shows:
- Weak (red) — Add more characters
- Fair (orange) — Acceptable but could be better
- Good (yellow) — Solid password
- Strong (green) — Excellent security
- Very Strong (blue) — Maximum security

5. Confirm New Password

Type the new password again in the “Confirm New Password” field
The interface shows a checkmark when they match
Make sure there are no typos

6. Click “Change Password”

A confirmation dialog appears with important warnings
Read carefully: This operation:
- Re-encrypts your entire database (may take a few minutes for large databases)
- Updates all stored password references
- Requires the new password for all future access
- Cannot be undone

7. Wait for Re-encryption

PrivateACB displays “Changing password and re-encrypting database…”
For small databases (<1 MB): Usually completes in seconds
For medium databases (1-10 MB): May take 10-30 seconds
For large databases (>10 MB): May take 1-3 minutes
Do not close PrivateACB during this process

8. Success Confirmation

You’ll see “Password changed successfully!”
Your database has been re-encrypted with the new password
The old password no longer works
Consider updating your password manager

Important Warnings

Write Down Your New Password

Before changing, make sure you can remember or have securely stored the new password
Consider using a password manager (1Password, LastPass, Bitwarden, etc.)
There is no password recovery — if you forget it, your database is permanently locked

This Operation is Permanent

Once the password is changed, you cannot revert to the old password
The old password becomes completely invalid
Make absolutely sure you know the new password before proceeding

Re-encryption Takes Time

Larger databases take longer to re-encrypt
Don’t interrupt the process or close PrivateACB
The operation is atomic — if it fails, your old password still works

Password Best Practices

Strong Password Tips:

Use a passphrase: “MyDog$Ate3Pizzas!” is stronger than “P@ssw0rd”
Make it memorable: You’ll need to type this password frequently
Mix it up: Combine uppercase, lowercase, numbers, and symbols
Length matters: Longer passwords are exponentially stronger

What NOT to Do:

Don’t use personal information (birthdate, pet names, addresses)
Don’t reuse passwords from other accounts
Don’t share your password with anyone who doesn’t need it
Don’t write it on a sticky note next to your computer
Don’t use simple patterns like “12345678” or “password1”

Password Manager Recommendation:

Use a reputable password manager to store your database password
Password managers encrypt your passwords with a master password
Popular options: 1Password, LastPass, Bitwarden, Dashlane

Database Location and File Management

Where Is My Database?

Default Location: You choose the location when creating the database

Common location:

C:\Users\YourName\Documents\PrivateACB\ (Windows)

Finding Your Database:

Look at the window title bar when PrivateACB is open — it shows the full path
Search your computer for *.db files

Moving Your Database

You can move your database file anywhere:

To a different folder on your computer
To an external hard drive
To a cloud storage folder (OneDrive, Dropbox, Google Drive)
To a USB flash drive (for portable access)

How to move your database:

Close the database in PrivateACB
Close PrivateACB completely
Copy or move the .db file using File Explorer
Reopen PrivateACB
Use “Open Existing Database” and navigate to the new location

Renaming Your Database

You can rename the database file:

Close PrivateACB completely
Find the database file in File Explorer
Rename it (keep the .db extension)
Reopen PrivateACB and open the renamed file

Example:

Original: PrivateACB.db
Renamed: PrivateACB_2024_Taxes.db or Crypto_Personal.db

Copying Your Database

Create a copy for testing or backup:

Close PrivateACB
Copy the .db file
Paste it anywhere (creates an exact duplicate)
The copy is fully functional and uses the same password

Use cases for copies:

Testing deletions before doing them on your real database
Creating yearly archives
Trying different calculation settings
Keeping separate personal and business databases

Backing Up Your Database

Why Backups Matter

Your database contains irreplaceable data:

Years of transaction history
ACB calculation results
Custom import configurations
Tax reports

What could go wrong:

Hard drive failure
Computer stolen or lost
Accidental deletion
Database corruption (rare but possible)
Ransomware attack

Manual Backup Methods

Method 1: Simple File Copy (Recommended for beginners)

Close PrivateACB
Find your database file
Copy it to a safe location:
- External hard drive
- USB flash drive
- Cloud storage (OneDrive, Dropbox, Google Drive)
- Network drive
Rename the copy with a date:
- Example: PrivateACB_Backup_2024-01-15.db

Frequency: After every major import or calculation

Method 2: Using PrivateACB’s Export Feature

PrivateACB has a built-in export that creates an optimized, compact copy of your database (10-30% smaller). See the Export Database Guide for step-by-step instructions.

Frequency: Weekly or monthly

Method 3: Automated Cloud Backup (Recommended for advanced users)

Save your database in a cloud-synced folder:
- C:\Users\YourName\OneDrive\PrivateACB\
- C:\Users\YourName\Dropbox\PrivateACB\
Cloud service automatically backs up changes
Built-in version history for recovery

Backup Best Practices

Follow the 3-2-1 Rule:

3 copies of your data (original + 2 backups)
2 different storage types (e.g., computer + external drive)
1 off-site backup (e.g., cloud storage or drive at another location)

What to backup:

Your database file (*.db)
Your export files (CSV and PDF reports)
You don’t need to backup PrivateACB itself (can be re-downloaded)

When to backup:

Before major deletions
After importing large datasets
After completing ACB calculations
Before changing settings
At the end of each tax year
Before upgrading PrivateACB

Testing your backups:

Periodically test that you can open backup files
Verify the password works
Check that data is intact

What If You Forget Your Password?

The Hard Truth

There is no password recovery. If you forget your database password:

PrivateACB cannot help you

We don’t have a master key or backdoor
The encryption is designed to be unbreakable
This is a security feature, not a bug

Technical experts cannot help

No password cracking software will work
AES-256 encryption is mathematically unbreakable with current technology

Your database is permanently lost

All transaction data
All calculation results
All reports
Everything is inaccessible

Prevention is Everything

How to Never Forget Your Password:

Use a Password Manager
- 1Password, LastPass, Bitwarden, Dashlane
- Securely stores your password
- Auto-fills when needed
- This is the #1 recommendation
Write It Down Securely
- If you must write it down:
  - Keep it in a fireproof safe
  - Don’t store it with your computer
  - Don’t write “PrivateACB Password:” next to it
  - Use a hint instead of the full password
Use a Memorable Passphrase
- Easier to remember than random characters
- Example: “MyDog$Ate3PizzasIn2024!”
- Mix words with numbers and symbols
- Create a story or image in your mind
Share with a Trusted Person
- Give your password to your spouse/partner, accountant, or estate executor
- Store it in a sealed envelope in a safe deposit box
Practice Typing It
- Type your password regularly to reinforce muscle memory
- Don’t rely solely on auto-fill features

Emergency Access

Planning for the unexpected:

If something happens to you, will your family or accountant be able to access your crypto tax records?

Create an emergency access plan:

Document your database location
Document your password (stored securely)
Include instructions for opening PrivateACB
Store this information in your will, safe deposit box, or with your accountant

Example emergency document:

Cryptocurrency Tax Database - Emergency Access

Application: PrivateACB
Database Location: C:\Users\John\Documents\PrivateACB\PrivateACB_2024.db
Password: [Stored in password manager or sealed envelope]

Instructions:
1. Download PrivateACB from www.privateacb.com
2. Open the application
3. Click "Open Existing Database" and select the file above
4. Enter the password
5. All transaction data and tax reports are available

Last Updated: January 2026

Closing Your Database

When to Close Your Database

Close your database when:

You’re done working and want to secure your data
You want to switch to a different database
You’re moving or backing up the database file
You’re stepping away from your computer (for privacy)

How to Close Your Database

Method 1: Using Keyboard Shortcut

Press Ctrl+W to close the database
You return to the Welcome Screen
Your data is securely locked (encrypted on disk)

Method 2: Closing PrivateACB

Click the X button to close the application window
PrivateACB automatically closes the database
The application quits completely

What happens when you close:

All data is saved automatically (PrivateACB saves as you work)
The database file is locked
Memory is cleared
You return to the Welcome Screen
Your password is no longer in memory

Switching Between Databases

To switch from one database to another:

Close current database (Ctrl+W)
Return to Welcome Screen
Click “Open Existing Database”
Select the other database file
Enter its password

Database Security Best Practices

Physical Security

Protect your computer:

Use a strong login password for your Windows account
Enable BitLocker full-disk encryption
Lock your screen when stepping away (Win+L)
Don’t leave your laptop unattended in public places
Keep physical backups in a safe place

Digital Security

Protect your database file:

Use a strong, unique password for your database
Never share your database password via email or text message
Don’t store the password in an unencrypted text file
Be cautious of screen-sharing — close sensitive data first
Use anti-virus software to prevent malware

Backup Security

Secure your backups:

Backups are encrypted with the same password
Store backups in different physical locations
Use encrypted cloud storage (OneDrive, Dropbox, Google Drive)
Test backups periodically to ensure they work
Delete old backups securely (don’t just move to Recycle Bin)

Privacy Considerations

Your database contains sensitive information:

Transaction amounts
Cryptocurrency holdings
Wallet addresses
Exchange account details
Profit and loss amounts

Protect your privacy:

Keep your database password secret
Don’t share screenshots containing transaction details
Be careful when getting technical support (don’t share passwords)
Remember that backups in cloud storage are encrypted
Consider the tax implications of sharing data

Common Database Issues and Solutions

”Database is locked” Error

Cause: Another process is using the database

Solutions:

Close all PrivateACB windows and reopen
Check Task Manager for PrivateACB processes
Restart your computer
Make sure the database isn’t in a cloud-synced folder that’s actively syncing

”Incorrect password” Error

Cause: The password you entered doesn’t match the database encryption

Solutions:

Check for typos (passwords are case-sensitive)
Turn off Caps Lock
Try typing slowly and carefully
Copy password from password manager
If nothing works: The password is lost and the database cannot be opened

”File is corrupt” Error

Cause: The database file is damaged

Solutions:

Try opening a backup copy
Check if the file size is correct (not 0 bytes)
Make sure the file transfer completed properly if you moved it
Run a disk check on your hard drive
If backups don’t work: Data may be lost

Database Opening Slowly

Cause: Large database or slow storage

Solutions:

Be patient — large databases take time to decrypt
Move database to faster storage (SSD instead of HDD)
Consider archiving old years to separate databases
Run database optimization (export creates optimized copy)

Can’t Find Database File

Cause: File was moved or deleted

Solutions:

Check the window title bar (shows last known path)
Search your computer for *.db files
Check Recycle Bin
Check cloud storage folders
Look for backup copies
Check external drives

Database Maintenance

When to Optimize Your Database

Optimize your database if:

It’s grown large (>50 MB)
You’ve deleted a lot of data
Performance is slow
You want to reclaim disk space

How to optimize:

Go to Settings → Database Backup
Click “Export Database” (or Ctrl+E)
The exported copy is optimized (10-30% smaller)
You can replace your original with the optimized copy

Benefits:

Faster database operations
Smaller file size
Removes empty space
Clean, defragmented database

Quick Reference

Keyboard Shortcuts

Shortcut	Action
Ctrl+N	Create New Database
Ctrl+O	Open Existing Database
Ctrl+W	Close Database
Ctrl+E	Export (Backup) Database

Database File Extensions

.db — Standard database file (recommended)
.sqlite — Also supported
.sqlite3 — Also supported

All extensions work the same — they’re all SQLCipher encrypted SQLite databases.

Password Requirements Summary

Minimum Requirements:

8 characters
At least one letter
At least one number

Maximum: 256 characters

Recommended:

12+ characters
Mix of uppercase and lowercase
Numbers and special symbols
Use a memorable passphrase

Getting Help

If you encounter database issues not covered in this guide:

Review error messages carefully — they often explain the problem
Try with a test database to isolate the issue
Contact support at support@privateacb.com with:
- Description of the problem
- Steps to reproduce
- Error messages (screenshot if possible)
- Never share your database password

Remember:

Your database is your responsibility — back it up regularly
Your password is unrecoverable — store it securely
Your data never leaves your computer — PrivateACB is 100% local
Security is a feature — the lack of password recovery protects you

Last Updated: February 2026 PrivateACB Version: 2.0