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Privacy Policy

Last Updated: February 20, 2026

Summary

At Numbers In Sync, your privacy is our priority. This Privacy Policy explains how we collect, use, and protect your personal and business information when you visit our website or engage our professional services. We collect only the information necessary to deliver our services, never sell your data, and maintain industry-standard security measures to safeguard it.

Scope

This policy applies to all clients and website visitors in the United States and abroad. By using our website or services, you consent to the practices described here. If you access our services from outside the U.S., you agree to have your information processed and stored in the United States.

Our Commitment to Your Privacy

As a CPA-led firm, we understand the importance of confidentiality and professional ethics.We comply with all applicable privacy laws, the AICPA Code of Professional Conduct, and state accountancy board requirements for client confidentiality and data protection.

Information We Collect

Information You Provide

When you contact us, request a consultation, or engage our services, we may collect:

  • Contact Information: Name, email address, phone number, business address
  • Business Information: Company name, industry, size, revenue range, and structure
  • Financial Information: Accounting data, financial statements, and related documents needed to provide services
  • Payment Information: Processed securely by third-party payment providers (we do not store full credit card or bank details)
  • Service Preferences: Requested services, assessment responses, project requirements
  • Communication Records: Emails, meeting notes, and call summaries

Information Collected Automatically

When you visit our website, we may automatically collect:

  • Technical Data: IP address, browser type, operating system, device details
  • Usage Data: Pages visited, time on site, referring URLs, and links clicked
  • Cookies & Analytics: Used to enhance functionality and analyze performance (see Cookies below)

We collect only what is necessary to deliver our professional services and maintain regulatory compliance.

Legal Basis for Processing (for International Clients)

If you are located outside the United States, we process your data under one or more of the following legal bases:

  • To perform a contract or provide requested services
  • To comply with legal or regulatory obligations
  • With your consent (e.g., marketing communications)
  • For legitimate business interests, such as improving client experience

How We Use Your Information

We may use your information to:

  • Deliver accounting, bookkeeping, and advisory services
  • Communicate with you about your account or inquiries
  • Process and collect payments
  • Analyze and improve our services and website
  • Fulfill legal, regulatory, and professional obligations
  • Maintain system security and prevent fraud
  • Send relevant service or educational updates (opt-out available at any time)

How We Share Your Information

We respect your confidentiality and never sell or trade your information. We share limited information only in these circumstances:

Trusted Service Providers

We may share data with vendors who help us operate securely and efficiently, such as:

  • Cloud and accounting platforms (e.g., Microsoft 365, QuickBooks, Sage)
  • Payment processors (e.g., QuickBooks Payments, Stripe)
  • Email, hosting, and analytics providers

These vendors are bound by confidentiality agreements and may use your data only to perform contracted services.

Professional Advisors

With your consent, we may coordinate with your tax preparer, attorney, auditor, or financial advisor to deliver integrated support.

Legal Requirements

We may disclose information when required by law, subpoena, or regulatory authority to:

  • Comply with legal obligations
  • Protect our rights, property, or safety
  • Prevent fraud or illegal activity
  • Respond to legitimate government requests

Data Storage and Security

Your information is stored on secure, U.S.-based cloud platforms (e.g., Microsoft 365, QuickBooks Online) that meet SOC 2 and ISO 27001 security standards. We apply multiple layers of protection, including:

  • SSL/TLS encryption for all transmissions
  • Multi-factor authentication and access controls
  • Encrypted, password-protected cloud systems
  • Regular security reviews and updates
  • Confidentiality agreements for all staff and contractors

While no digital system is 100% secure, we continually monitor and strengthen our safeguards to minimize risk.

Data Breach Notification

In the unlikely event of a data breach involving your information, we will notify you promptly in accordance with applicable laws and professional standards.

Data Retention

We retain your data only as long as necessary to:

  • Provide ongoing services
  • Meet legal, tax, and regulatory obligations
  • Maintain accurate business records
  • Resolve disputes and enforce contracts

Financial and accounting records are typically retained for seven (7) years under IRS and professional guidelines. Marketing inquiries and website submissions are retained for up to 24 months before secure deletion.

Your Rights and Choices

You may:

  • Access or Correct your personal information
  • Opt Out of marketing communications by clicking “unsubscribe” or contacting us
  • Request Deletion of personal data, subject to legal or professional retention requirements

California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

  • Know what personal information we collect
  • Request deletion of personal information
  • Opt out of the sale of personal data (we do not sell data)

To exercise these rights, contact us at [email protected].

Cookies and Tracking Technologies

What Are Cookies?

Cookies are small text files stored on your device to improve functionality and analyze usage.

  • Essential: Required for core website functions
  • Analytics: Measure performance (e.g., Google Analytics)
  • Functional: Remember preferences and settings
  • Marketing: Used only with consent to personalize content

Managing Cookies

You can disable cookies in your browser settings, though some features may not function properly. To opt out of Google Analytics tracking, visit the Google Analytics Opt-out Add-on.

Third-Party Links

Our website may contain links to third-party sites (e.g., LinkedIn, accounting software). We are not responsible for their privacy practices and encourage you to review their policies before sharing information.

Children’s Privacy

Our website and services are intended for adults (18+). We do not knowingly collect or maintain data from minors. If you believe information was collected from a minor, contact us immediately.

Changes to This Policy

We may update this Privacy Policy periodically to reflect legal, technological, or business changes. When updates occur, we will:

  • Revise the “Last Updated” date
  • Post the updated version here
  • Notify active clients of material changes via email or portal notice

Continued use of our services after updates constitutes acceptance of the revised policy.

Contact Us

If you have questions or requests regarding this Privacy Policy, please contact:

Numbers In Sync

We respond within 5–10 business days of receiving your request.

Professional Standards

As a CPA-led firm, we adhere to AICPA and state accountancy board standards, including strict confidentiality and ethical obligations.

Consent

By using our website, contacting us, or engaging our services, you consent to the collection and use of your information as described in this Privacy Policy.

Numbers In Sync

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