Privacy Policy

Effective Date: 10/21/2026

Welcome to Accounting Keeps LLC. We are committed to safeguarding your personal information and ensuring your privacy is protected. This Privacy Policy outlines how we collect, use, disclose, and secure your information when you access our online accounting platform and related services for small and medium-sized businesses.

1. Information We Collect

In order to provide our comprehensive bookkeeping and financial management services, we gather various types of data from our users. This information falls into multiple categories:

  • Personal Identification Information: Full legal name, residential or business address, email address, telephone number, and government-issued identification numbers required for tax and regulatory compliance.
  • Financial Data: Bank account details, credit card information, transaction histories, invoices, payroll records, and financial statements necessary for accounting operations.
  • Technical Data: Internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types, operating system, and platform information collected automatically when you visit our website.
  • Usage Information: Data concerning how you navigate and utilize our platform, including pages visited, features accessed, and interaction durations.

2. Purposes of Data Processing

We process your information exclusively for legitimate business and operational purposes. These processing activities ensure that we deliver high-quality bookkeeping and advisory services efficiently:

  • Performing and fulfilling our contractual obligations under our service agreements.
  • Setting up and managing your client account, including customer support and technical troubleshooting.
  • Preparing financial reports, tax filings, payroll processing, and statutory compliance documentation on behalf of your business.
  • Processing payments and managing billing operations securely.
  • Enhancing and optimizing our website functionality, user interface, and overall service offerings through analytical insights.
  • Communicating important updates, policy changes, and administrative notices regarding your account.

3. Legal Bases for Processing

We rely on established legal grounds to process your personal and business data lawfully:

  • Contractual Necessity: Processing is required to fulfill the accounting and bookkeeping services you hired us to deliver.
  • Consent: Where applicable, we process certain data based on your explicit, informed consent, which you may withdraw at any time.
  • Legal Obligation: We must retain and process financial and personal records to comply with federal, state, and local tax laws, anti-money laundering regulations, and corporate reporting requirements.
  • Legitimate Interests: We process technical and usage data to ensure network security, prevent fraud, and improve our business operations, provided these interests do not override your fundamental rights.

4. Data Retention Periods

We retain your personal and financial information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Specifically:

  • Active client financial records and supporting documents are kept for the duration of the business relationship and for a subsequent period of seven years to satisfy tax and legal auditing requirements.
  • Account profile data is retained until you explicitly request account termination, subject to mandatory legal holding periods.
  • Technical and analytical logs are typically stored for a limited duration of twelve months before being securely purged or anonymized.

5. Disclosure and Third-Party Sharing

Accounting Keeps LLC respects the confidentiality of your financial data. We do not sell, rent, or trade your personal information. However, we may share your data with trusted third parties under strict confidentiality agreements in the following circumstances:

  • Service Providers: Third-party vendors who assist us with cloud hosting, database management, payment processing, secure document storage, and IT infrastructure support.
  • Regulatory Authorities: Government agencies, tax authorities, and law enforcement entities when mandated by law or court order.
  • Professional Advisors: Legal, tax, and auditing consultants who are bound by professional duties of confidentiality.

6. Security Measures

We implement robust administrative, technical, and physical security safeguards designed to protect your sensitive financial and personal data against unauthorized access, alteration, disclosure, or destruction. Our security protocols include 256-bit SSL encryption for data in transit, encrypted database storage, multi-factor authentication for internal systems, and regular vulnerability assessments. Despite our rigorous measures, no method of electronic transmission or storage is completely infallible, and absolute security cannot be guaranteed.

7. Your User Rights

As a user of our services, you possess certain rights regarding your personal data. Depending on your jurisdiction, these rights include:

  • Right to Access: You have the right to request copies of the personal and financial data we hold about you.
  • Right to Rectification: You can request the correction of inaccurate, incomplete, or outdated information.
  • Right to Deletion: You may request the erasure of your personal data, subject to legal and contractual retention limitations.
  • Right to Restrict Processing: You can request that we suspend the processing of your data under specific conditions.
  • Right to Data Portability: You have the right to receive your data in a structured, commonly used format for transfer to another provider.

8. Changes to This Privacy Policy

We reserve the right to modify or update this Privacy Policy at any time to reflect changes in our practices, technology, or legal requirements. Any modifications will be posted directly on this page with an updated revision date. We encourage you to review this policy periodically.

9. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please reach out to us using the official contact channels below:

Email: help@accountkeeps.com

Phone: (620) 488-3513

Address: 421 N Merchant St, Belle Plaine, Kansas 67013