Comprehensive Privacy & Data Protection Policy
Effective Date: January 16, 2026 | Version 2.0
1. OVERVIEW AND SCOPE
This Privacy Policy describes how we (the "Firm," "we," "us," or "our") collect, use, process, and protect your personal and financial information when you engage our professional bookkeeping, accounting, and payroll services. We understand that financial data is deeply sensitive, and our commitment to protecting your privacy is at the core of our business operations. This policy applies to all clients, website visitors, and authorized third parties who interact with our financial ecosystem.
2. DETAILED INFORMATION WE COLLECT
To provide accurate full-cycle bookkeeping and compliance services, we must collect comprehensive data points. By engaging our services, you consent to the collection of:
A. Business Identification Data
Full legal business name, trade names (DBA), business registration numbers, Employer Identification Number (EIN), and physical business locations.
B. Financial and Transactional Records
We require access to bank statements, credit card statements, loan documents, lease agreements, sales records, and purchase invoices. This also includes "Accountant-Level" access to your cloud accounting platforms such as QuickBooks Online, Xero, or FreshBooks.
C. Payroll and Employee Data
For payroll processing (via ADP, Gusto, or Paychex), we collect employee names, social security numbers, residential addresses, tax withholding forms (W-4, I-9), hourly rates/salaries, and bank details for direct deposits.
3. LEGAL BASIS FOR PROCESSING DATA
We process your information under the following legal frameworks:
- Contractual Necessity: To fulfill the duties outlined in our Engagement Letter.
- Legal Obligation: To comply with IRS, state tax agencies, and Department of Labor (DOL) requirements.
- Legitimate Interest: To maintain secure logs of financial activity and prevent internal or external fraud.
4. DATA STORAGE AND SECURITY ARCHITECTURE
We employ enterprise-level security protocols that far exceed standard small-business practices. Your data is protected by:
- End-to-End Encryption: All files uploaded to our system are encrypted using AES 256-bit encryption during transit and at rest.
- Multi-Factor Authentication (MFA): Every staff member in our firm is required to use hardware-based MFA to access any client database.
- Data Minimization: We only retain information for as long as required by the IRS Statute of Limitations (typically 7 years) or as long as you remain an active client.
- Physical Security: Our digital servers are hosted in SOC 2 Type II compliant data centers with 24/7 armed security and biometric access controls.
5. SHARING DATA WITH THIRD-PARTY PROVIDERS
We do not sell your data. However, our services integrate with third-party vendors. Your data may be shared with:
- Payroll Processors: Such as ADP or Gusto for the purpose of salary disbursement and tax filing.
- Cloud Accounting Hosts: Intuit (QuickBooks) or Xero for cloud-based ledger maintenance.
- Tax Authorities: The IRS and relevant State Departments of Revenue during routine filings or audits.
- Legal Authorities: Only when compelled by a valid subpoena or legal court order.
6. YOUR RIGHTS UNDER DATA PROTECTION LAWS
Depending on your jurisdiction, you may have the following rights regarding your financial data:
- Right to Access: You can request a copy of all reconciled reports and data logs we maintain.
- Right to Erasure: Upon termination of service, you can request the deletion of all non-essential data (subject to IRS record-keeping laws).
- Right to Correction: If you identify errors in our reporting, you have the right to request an immediate correction.
7. COOKIES AND TRACKING TECHNOLOGIES
Our website uses "cookies" to enhance user experience and analyze site traffic. This information is used to improve our service offerings and website performance. You can disable cookies in your browser settings, though this may limit certain functionalities of our client portal.
8. CONFIDENTIALITY AGREEMENT (NDA)
Every employee and contractor working for our Firm signs a legally binding Non-Disclosure Agreement. We treat your "Business Intelligence"—including your vendor lists, profit margins, and growth strategies—as strictly confidential "Trade Secrets."
9. UPDATES TO THIS PRIVACY POLICY
As financial technology and international data laws (such as GDPR or CCPA) evolve, we will update this policy. When significant changes occur, we will notify you via the email address on file. Continued use of our services after such updates constitutes acceptance of the new terms.