Privacy Policy

1. Introduction

bookkeepz, LLC (“we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website bookkeepz.com (the “Site”), use the Bookkeepz Financial Portal (the “Portal”), or use our services.

By using our Site, Portal, or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Site or services.

2. Information We Collect

2.1 Personal Information You Provide

We collect information that you voluntarily provide to us when you:

• Schedule a consultation or appointment
• Contact us via email, phone, or contact forms
• Sign up for our services
• Subscribe to newsletters or marketing communications
• Create a client account or portal access

This information may include:

• Name and contact information (email address, phone number, mailing address)
• Business name and information
• Financial information necessary to provide bookkeeping services
• Tax identification numbers (EIN, SSN when necessary for tax preparation)
• Payment information (processed securely through third-party payment processors)

2.2 Information Automatically Collected

When you visit our Site, we may automatically collect certain information about your device and browsing activity, including:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits

We collect this information using cookies, web beacons, and similar tracking technologies.

2.3 Information Collected Through the Bookkeepz Financial Portal

If you use the Bookkeepz Financial Portal (“Portal”), we access financial data from your connected QuickBooks Online (“QBO”) account through Intuit’s official API using read-only permissions authorized via OAuth 2.0. We do not store your Intuit username or password at any time.

Data we retrieve through the Portal includes:

• Profit & Loss reports
• Balance Sheet reports
• Cash Flow statements
• Monthly revenue and expense trend data
• Company profile information (company name, entity type)

Data we do not access through the Portal includes:

• Bank account numbers
• Credit card numbers
• Social Security numbers
• Individual employee personal information
• Individual customer personal information
• Payroll records

To maintain your QBO connection, we store OAuth 2.0 access tokens and refresh tokens issued by Intuit. These tokens are encrypted at rest using AES-256 encryption and are used solely to retrieve financial reports on your behalf.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our bookkeeping services
• Process transactions and send related information
• Schedule and manage appointments and consultations
• Respond to your inquiries and provide customer support
• Send administrative information, updates, and service notifications
• Send marketing communications (with your consent)
• Prepare tax returns and required filings
• Display financial reports, analytics, estimated tax calculations, and key performance indicators within the Bookkeepz Financial Portal
• Comply with legal obligations and prevent fraud
• Analyze website usage and improve user experience

4. How We Share Your Information

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

4.1 Service Providers

We may share information with third-party service providers who perform services on our behalf, including:

• QuickBooks Online and other accounting software platforms
• Payment processors (Stripe, PayPal, etc.)
• Email service providers
• Appointment scheduling tools
• Cloud storage providers
• Website hosting and analytics services

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court, government agency, or tax authority).

4.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our Site of any change in ownership or use of your personal information.

4.4 Bookkeepz Financial Portal and QuickBooks Online

The Portal connects to your QuickBooks Online account through Intuit’s authorized OAuth 2.0 protocol with read-only access. Financial data retrieved through the Portal is used exclusively to generate reports, analytics, and estimated tax calculations displayed within your Portal dashboard. We do not sell, share, or distribute your QBO financial data to any third party. Your use of QuickBooks Online is governed by Intuit’s own privacy policy and terms of service, which we do not control.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for data transmission
• Secure cloud storage with encryption at rest
• AES-256 encryption for OAuth 2.0 tokens stored in connection with the Bookkeepz Financial Portal
• Access controls and authentication requirements
• Regular security assessments and updates
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. For financial and tax-related information, we typically retain records for at least seven (7) years in accordance with IRS and accounting standards.

For the Bookkeepz Financial Portal, financial report data is retrieved in real time from QuickBooks Online each time you access the Portal and is not permanently stored on our servers beyond temporary caching required to render your dashboard. OAuth 2.0 tokens are retained for the duration of your active Portal connection. If you disconnect your QBO account — either through the Portal, through the QuickBooks App Store, or by terminating your service with Bookkeepz — we will delete your stored OAuth tokens within 30 days.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-Out: Opt out of marketing communications at any time
• Data Portability: Request a copy of your data in a structured, commonly used format
• Disconnect: If you use the Bookkeepz Financial Portal, you may disconnect your QuickBooks Online account at any time through the Portal interface or through your QuickBooks App Store settings. Upon disconnection, we will immediately cease accessing your QBO data.

To exercise these rights, please contact us using the information provided in Section 11 below.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our Site. Cookies are small data files stored on your device.

Types of Cookies We Use:

• Essential Cookies: Necessary for the Site to function properly
• Analytics Cookies: Help us understand how visitors use our Site
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track visitors across websites to display relevant advertisements

You can control cookie settings through your browser settings. However, disabling cookies may affect your ability to use certain features of our Site.

9. Third-Party Links

Our Site may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us:

bookkeepz, LLC
Email: info@bookkeepz.com
Phone: (630) 247-2113
Website: https://bookkeepz.com

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the “Last Updated” date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.