Privacy Policy
Last updated: September 2, 2025
This Privacy Policy explains how The Bookkeeping Factory (“TBF,” “we,” “us,” or “our”) collects, uses, shares, and safeguards information when you use our website, submit forms, receive SMS/email from us, or schedule through third-party tools like Calendly (collectively, the “Site”). By using the Site, you agree to this Policy.
Note: This Policy is for the Site and pre-engagement communications. Once you become a client, your data handling and confidentiality are also governed by your Engagement Letter/Service Agreement.
1) Information We Collect
We collect information in three ways: (A) directly from you, (B) automatically, and (C) from third parties you authorize.
A. You provide:
Contact & business info: name, email, phone, company name, industry, role.
Project/context info: service interests, accounting platform (e.g., QuickBooks, Xero), transaction volumes, number of accounts, payroll use, files you upload (e.g., statements, reports).
Messages: form notes, emails, SMS replies, call notes.
Scheduling details: preferred times, time zone, meeting notes.
B. Automatic collection (cookies & similar):
Device/usage data (IP address, browser type, pages viewed, timestamps, referring URLs).
Basic analytics (e.g., page performance, conversions). See Cookies below.
C. Third parties (when you use/authorize them):
Calendly (or similar) for scheduling.
Payment processors for billing information (we don’t store full card numbers).
Accounting/payroll platforms (e.g., QuickBooks/Xero or your provider) once engaged.
Communication and support tools (email/SMS providers, CRM).
We do not intentionally collect sensitive personal data (e.g., SSNs) through public forms. If such data is required for services, we will request it via secure channels.
2) How We Use Information
We use information to:
Provide, schedule, and manage consultations and services.
Communicate with you (confirmations, reminders, onboarding requests, service updates, limited marketing).
Create proposals, determine pricing tiers, and set scope.
Process payments and maintain business records.
Secure our systems, prevent fraud/abuse, and comply with law.
Improve the Site (analytics, diagnostics, troubleshooting).
We may de-identify and aggregate data to produce non-identifiable insights and benchmarks.
3) SMS & Email Communications
By submitting our forms, you consent to receive emails and text/SMS at the contact details you provide.
Message frequency may vary. Msg & data rates may apply.
Opt-out: Reply STOP to SMS to opt out; reply HELP for help. You can unsubscribe from marketing emails via the unsubscribe link.
We may still send essential service or account messages.
4) Cookies, Analytics & Ads
We use cookies and similar technologies for functionality and basic analytics (e.g., measuring page traffic and conversions).
You can manage cookies in your browser settings and (if provided) our on-site Cookie Preferences tool.
We currently do not sell or “share” personal information for cross-context behavioral advertising as defined by California law. If this changes (e.g., if we enable certain advertising features), we will update this Policy and provide a “Do Not Sell or Share My Personal Information” link.
Do Not Track: The Site does not respond to DNT signals.
5) How We Share Information
We share information only as needed to run our business and deliver services:
Service providers/Processors: hosting, email/SMS, CRM, analytics, scheduling, payment processing, security, and customer support.
Professional services: accountants, auditors, legal counsel (under confidentiality).
Compliance & safety: to comply with laws, lawful requests, or to protect rights, safety, and security.
Business transfers: if we explore or complete a merger, acquisition, financing, or sale of assets.
We do not sell personal information.
6) Data Retention
We retain information for as long as necessary to fulfill the purposes above, comply with legal/record-keeping obligations (often up to 7 years for financial records), resolve disputes, and enforce agreements. When no longer needed, we delete or de-identify data subject to our backup and archival policies.
7) Security
We use reasonable administrative, technical, and physical safeguards to protect information. No method of transmission or storage is 100% secure; you use the Site at your own risk. Please use strong, unique passwords and share sensitive information only through secure channels we designate.
8) Your Privacy Choices & Rights
Email/SMS: Unsubscribe via links or reply STOP to SMS.
Cookies: Use your browser settings or our cookie tool (if available).
Access/Update: You may request access to or correction of your information by contacting us.
California Residents (CCPA/CPRA)
Right to know/access, correct, delete, and portability.
Right to limit use of sensitive personal information (we do not use SPI for inferring characteristics).
Right to opt out of sale/share (we do not sell/share as defined).
Non-discrimination for exercising rights.
Submit requests at [email protected] or 323.334.1232. We may verify your identity before responding and may use an authorized agent per California law.
EEA/UK Individuals (GDPR)
When GDPR applies, TBF is the data controller for Site data.
Legal bases may include consent, contract necessity, legitimate interests (e.g., to run our Site and communications), and legal obligations.
You have rights to access, rectification, erasure, restriction, portability, and objection, and to withdraw consent at any time (without affecting prior processing). You may lodge a complaint with your local supervisory authority.
9) Children’s Privacy
The Site is not directed to children under 13 (or under 16 where applicable). We do not knowingly collect personal information from children. If you believe a child provided us information, contact us to request deletion.
10) Third-Party Links & Tools
The Site may link to or embed third-party tools (e.g., Calendly, payment processors, accounting platforms). Their privacy practices are governed by their policies. We are not responsible for their content or practices.
11) International Data Transfers
If you access the Site from outside the United States, your information may be processed and stored in the U.S. or other countries with different data protection laws. Where required, we use appropriate safeguards for cross-border transfers.
12) Changes to This Policy
We may update this Policy periodically. Changes are effective upon posting with the Last updated date above. Your continued use of the Site means you accept the updated Policy.
13) Contact Us
The Bookkeeping Factory
Email: [email protected]
Phone: 323.334.1232
