Privacy Policy

1. Introduction

Welcome to The Trusty Books. We are committed to protecting your privacy and handling your data with transparency and care. This Privacy Policy explains how we collect, use, protect, and manage your information when you use our website (https://thetrustybooks.com) and bookkeeping services. If you do not agree with this policy, please do not use our services.

2. Information We Collect

Personal Information You Provide

When you sign up or use our services, you may provide:

• Contact details: Name and email address
• Business information: Company name, industry type, EIN (if applicable)

Financial Data You Authorize

To provide bookkeeping services, we require access to:

• Transaction records: Bank statements, credit card transactions, invoices, receipts
• Account information: Balances, payment history, vendor details
• Tax documents: W-9 forms, 1099s, and other supporting documents
• Information about your own clients or customers: records you share (for example, invoices, ledgers, or trust account statements) may contain personal information about your clients; we process it only as needed to deliver the bookkeeping services you have engaged us for

We access this data only to deliver the services you’ve contracted, and we protect it with strong security measures.

Automatically Collected Information

Like most websites, we automatically collect:

• Usage data: Pages visited, features used, time spent on site
• Device data: IP address, browser type, operating system
• Analytics data: We use analytics and advertising-measurement tools (such as Microsoft Clarity and Google tags for traffic and ad-conversion measurement) to understand traffic patterns and improve our service.

3. How We Use Your Information

We use your information to:

• Deliver bookkeeping and financial reporting services.
• Maintain our records of your engagement and service history.
• Communicate about your services, billing, and updates.
• Improve our platform and customer experience.
• Comply with legal and regulatory requirements.
• Detect and prevent fraud or security threats.

We never sell your personal information.

4. How We Share Your Information

Third-Party Service Providers

We work with trusted partners who help us deliver our services, such as for document storage and email (Google Workspace), payment processing (Stripe), accounting software (QuickBooks Online, Xero), website and form tools, and analytics. All partners are contractually required to keep your data confidential and use it only for specified purposes.

Legal Requirements

We may disclose information when required by law, such as in response to a subpoena or court order, or to protect our legal rights.

Business Transfers

If The Trusty Books is acquired or merged, your information may be transferred as part of that transaction.

5. Data Security

We implement industry-standard security measures, including SSL/TLS encryption for data in transit, encrypted storage for financial records, and strict access controls. However, no system is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your data throughout your service period and for up to 7 years after service termination to comply with IRS record-keeping requirements. When no longer needed, data is securely deleted or anonymized.

7. Your Rights

You may have the right to access, correct, or delete your personal data, and to opt out of marketing communications. To exercise these rights, please email us at support@thetrustybooks.com.

8. Cookies and Tracking

We use cookies to remember your preferences, analyze site traffic, and improve performance. You can control cookies through your browser settings.

9. Children’s Privacy

Our services are not intended for anyone under 18. We do not knowingly collect data from minors.

10. Data Storage & Access

We store data using reputable cloud services (such as Google Workspace) and the accounting platforms you authorize (for example, QuickBooks Online or Xero). Our team accesses your data only through encrypted, access-controlled connections, and everyone with access to your data is bound by strict confidentiality obligations.

We operate a remote service model and communicate with clients primarily by email. Your financial data security and service quality are our top priorities.

11. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be indicated by an updated “Last Updated” date. The updated version will be effective as soon as it is accessible.

12. Contact Us

Have questions about this Privacy Policy?

Email: support@thetrustybooks.com
Our primary and preferred contact method — we respond within 1 business day (Monday–Friday).

For formal legal correspondence, please email us first and we will provide appropriate mailing instructions.

As a digital-first service, email is our fastest and preferred communication method for privacy inquiries.