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), client portal, 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, email, phone number
• Business information: Company name, industry type, EIN (if applicable)
• Account credentials: Username and password for portal access

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 IRS-related documents

We access this data ONLY to deliver the services you’ve contracted and employ bank-level security to protect it.

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 tools like Google Analytics to understand traffic patterns and improve our service.

3. How We Use Your Information

We use your information to:

• Deliver bookkeeping, reporting, and tax preparation services.
• Maintain your account and client portal access.
• 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 cloud storage (AWS, Google Cloud Platform), payment processing (Stripe), accounting software (QuickBooks Online, Xero), communication 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 256-bit SSL encryption for data transmission, 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 privacy@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 and Service Model

Our Digital-First Approach:

The Trusty Books operates as a modern, cloud-based bookkeeping service designed for today’s digital business environment.

Where Your Data is Stored:

• 📍 All client financial data is stored on secure servers located in the United States.
• 📍 We use tier-1 cloud infrastructure providers (AWS and Google Cloud Platform).
• 📍 Data storage complies with U.S. data protection standards.
• 📍 Your data remains on U.S.-based infrastructure at all times.

How We Access Your Data:

• Our team accesses your data remotely through encrypted, secure connections.
• Access requires multi-factor authentication and VPN security.
• All access is logged for security and compliance purposes.
• Team members are bound by strict confidentiality agreements.

Our Distributed Workforce Model:

Like many modern professional service firms—including major U.S. accounting firms and technology companies—we utilize a distributed workforce model. This approach allows us to:

• ✅ Provide high-quality service at competitive pricing.
• ✅ Offer extended support hours across time zones.
• ✅ Maintain strict data security on U.S.-based servers.
• ✅ Deliver services that fully comply with U.S. GAAP and IRS requirements.

What This Means for You:

Your financial data security and service quality remain our top priorities. Our service model ensures:

• ✅ Data never leaves secure U.S. servers.
• ✅ All bookkeeping follows U.S. accounting standards.
• ✅ Services are supervised by U.S. accounting professionals.
• ✅ Communication during U.S. business hours.
• ✅ Full compliance with U.S. financial regulations.

This distributed model is increasingly common in the accounting industry and allows us to provide exceptional service while maintaining the highest security standards.

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: privacy@thetrustybooks.com
(Primary contact method – we respond within 24 hours)

Support Hours: Monday-Friday, 9 AM – 6 PM EST

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.