In the course of providing bookkeeping and financial management services, we may collect the following categories of information:
1.1 Business Information:
• Legal business name, entity type, and business address
• Employer Identification Number (EIN) or Tax Identification Number (TIN)
• Business bank account and financial account details
• Transaction records, invoices, receipts, and financial statements
• Accounts payable and receivable information
1.2 Personal Information:
• Name, title, and contact information of authorized representatives
• Email addresses and phone numbers provided for correspondence
• Personally identifiable information contained within financial records provided by the client.
1.3 Platform Access Information:
• Access permissions and financial data obtained through client authorization as defined in the Authorization Framework above. Bookabl accesses platform data solely for the purpose of performing the services described in the client’s Engagement Letter and only to the extent covered by the client’s authorization.
1.4 Communication Data:
• Emails, messages, and other correspondence related to the provision of services
• Notes and records from client interactions and consultations.
1.5 Anonymized and Aggregated Data:
• Bookabl may derive anonymized and aggregated data from client financial information for internal purposes including product development, service improvement, and analytical purposes. Anonymized data is stripped of all personally identifiable information and cannot reasonably be used to identify any individual client or business. This right survives termination of the client engagement. Bookabl does not sell anonymized data to
third parties.
We use the information we collect solely for the following purposes:
• To perform the bookkeeping and financial management services described in the client’s Engagement Letter
• To communicate with the client regarding their account, deliverables, and service updates
• To prepare and deliver monthly financial reports and quarterly financial reports
• To maintain accurate records of services rendered and payments received
• To derive anonymized and aggregated insights for internal product development and service improvement as described in Section 1.5
• To comply with applicable legal and regulatory obligations including but not limited to IRS recordkeeping
requirements
• To improve our internal processes and service quality.We do not use personally identifiable client information for marketing purposes, data sales, or any purpose unrelated to the services agreed upon in the client’s Engagement Letter.
Bookabl does not sell, rent, or trade personally identifiable client information to third parties. We may share your information only in the following limited and explicitly defined circumstances:
• With authorized employees, subcontractors, freelancers, and independent contractors engaged by Bookabl to perform services on the client’s behalf. All such personnel are bound by confidentiality obligations no less protective than those set forth in this Privacy Policy and in their respective contractor agreements with Bookabl. Access is granted on a least-privilege basis and limited to what is strictly necessary to perform the
assigned services.
• With QuickBooks Online (Intuit Inc.), the specific third-party accounting platform explicitly authorized by the client in their Client Intake and Authorization Form and Engagement Letter. Any use of an accounting platform other than QuickBooks Online requires authorization from the client, documented in an amendment to the client’s Engagement Letter, prior to access being granted. Bookabl does not grant access to any platform on the basis of implied or assumed authorization.
• With legal, regulatory, or governmental authorities where required by applicable law, court order, subpoena, or valid legal process. Where permitted by law, Bookabl will attempt to notify the client prior to such disclosure.
• In connection with a merger, acquisition, restructuring, or sale of business assets. In such event, the client will be notified in advance and all transferred information will remain subject to this Privacy Policy or a successor policy providing equivalent protections.
• In anonymized and aggregated form for internal product development and analytical purposes as described
in Section 1.5. Anonymized data shared in this manner cannot be used to identify any individual client or
business.
Bookabl stores client data using a combination of cloud-based and physical storage methods, each subject to the
security standards described below:
4.1 Cloud Storage.
Client data stored in cloud-based platforms is subject to the following controls:
• Data is stored exclusively in company-approved cloud platforms with access controls and encryption at rest and in transit
• Access is restricted to authorized personnel on a least-privilege basis
• Multi-factor authentication is required where supported by the platform
• Data is not stored on personal or unauthorized devices
• Sensitive information is transmitted only through secure encrypted channels
4.2 Physical Storage.
Where client data is stored in physical form, including but not limited to printed records, physical drives, or removable media, the following controls apply:
• Physical records are stored in locked, access-restricted facilities
• Access to physical records is limited to authorized Bookabl personnel
• Physical records are not removed from secure storage except as necessary to perform services
• Upon disposal, physical records are destroyed using methods that render the information permanently unrecoverable, including shredding of paper documents and secure wiping or physical destruction of storage media While we implement these safeguards, no method of electronic or physical storage is completely secure. Bookabl cannot guarantee absolute security but commits to promptly notifying affected clients of any known breach that may compromise their information.
Bookabl retains client data in accordance with the following framework:
5.1 Active Engagement.
During the term of the client engagement, all data necessary to perform the agreed services is retained in accordance with this Privacy Policy.
5.2 Post-Termination Retention.
Following termination of the client engagement, Bookabl is legally required to retain certain financial records for a minimum period of seven (7) years from the date of the relevant transaction or the date of termination of the engagement, whichever is later. This retention obligation arises from applicable federal tax law, including IRS recordkeeping requirements, and may be extended by applicable state law or regulatory requirements. During this retention period, retained data is stored securely in accordance with Section 4, is not actively processed for any purpose other than compliance with legal obligations, and is not used for any commercial purpose.
5.3 Deletion Requests.
Clients may submit a written request for deletion of their information following termination of the engagement. Bookabl will honor deletion requests to the extent permitted by applicable law. Information subject to mandatory legal retention periods as described in Section 5.2 cannot be deleted prior to the expiration of the applicable retention period regardless of a deletion request. Upon expiration of all applicable retention periods, Bookabl will securely destroy retained records in accordance with Section 4.2.
5.4 Anonymized Data.
Anonymized and aggregated data derived from client information as described in Section 1.5 is not subject to the deletion requirements in this section, as it does not contain personally identifiable information and cannot be used to identify any individual client or business.
As a client of Bookabl you have the following rights regarding your information, subject to applicable law and the retention requirements described in Section 5:
• Access.
You may request a copy of the personally identifiable information we hold about your business at any time during or after the engagement.
• Correction.
You may request that we correct any inaccurate or incomplete information in our records.
• Deletion.
You may request deletion of your information following termination of the engagement. Deletion requests are honored to the extent permitted by applicable law and are subject to the mandatory retention periods described in Section 5.2.
• Restriction.
You may request that we restrict active processing of your information in certain circumstances, subject to our legal obligations.
• Portability.
You may request that we provide your information in a portable format upon termination of the engagement.
To exercise any of these rights please submit a written request to support@bookabl.org. Bookabl will respond within a commercially reasonable timeframe and will notify you if any portion of your request cannot be fulfilled due to applicable legal obligations.
Our services involve the use of specific third-party accounting and financial platforms. Bookabl currently integrates with the following platform in the course of providing services:
• QuickBooks Online (Intuit Inc.)
Bookabl accesses this platform only with authorization as defined in the Authorization Framework above and only to the extent necessary to perform the services described in the client’s Engagement Letter. Any platform not listed above requires authorization from the client, documented in an amendment to the client’s Engagement Letter, prior to access being granted. Bookabl does not access any platform on the basis of implied or assumed authorization.
Bookabl may expand its platform integrations over time. Any addition of a new platform will be communicated to existing clients and will require authorization before Bookabl accesses that platform on the client’s behalf. QuickBooks Online operates under its own privacy policy and terms of service. Bookabl is not responsible for the data practices of third-party platforms. Clients are encouraged to review the privacy policy of any platform through which they grant Bookabl access to their financial data.
Bookabl may use anonymized and aggregated data derived from client financial information for the following internal purposes:
• Development and improvement of Bookabl’s internal tools, software applications, and service offerings
• Statistical analysis and benchmarking for internal operational purposes
• Training and improvement of internal analytical models and workflows Anonymized data used for these purposes is stripped of all personally identifiable information prior to use and cannot reasonably be used to identify any individual client, business, or authorized representative. This right survives termination of the client engagement and does not require further authorization beyond the client’s execution of the Engagement Letter and this Privacy Policy.
Bookabl does not sell anonymized data to third parties and does not use anonymized data for any purpose that
would directly or indirectly benefit a competitor of any current or former client.
If you interact with Bookabl through our website at bookabl.org, we may collect standard website analytics data including but not limited to pages visited, time spent on pages, and general geographic location data. This information is collected in aggregated and anonymized form, is used solely to improve our website experience, and is not linked to any personally identifiable information.
Bookabl’s services are intended for business entities and individuals who have reached the age of majority as defined by the laws of their state of domicile or residence. The age of majority varies by state and Bookabl does not assume a uniform threshold applies across all jurisdictions.
Bookabl does not knowingly collect personally identifiable information from or enter into binding agreements with individuals who have not reached the age of majority in their state of domicile or residence. If Bookabl discovers or is notified that an authorized representative of a client has not reached the applicable age of majority, Bookabl will take the following steps:
• Cease active processing of any information provided by or associated with that individual
• Notify the relevant party and, where applicable, a parent or legal guardian
• Evaluate the validity of any agreement executed by that individual in accordance with applicable contract law
• Retain or dispose of associated information in accordance with applicable legal retention requirements as described in Section 5. Retention obligations arising under federal or state law are not extinguished by virtue of the individual’s age and deletion of retained records will occur only after the expiration of all applicable legal retention periods.
We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or the platforms we use. We will notify clients of any material changes by email to the address on file or by posting an updated policy on our website with a revised effective date. Your continued use of our services following notification of a material change constitutes acceptance of the updated policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices please contact us at:
Bookabl LLC
30 N Gould St Ste R
Sheridan, Wyoming 82801
Phone: (205) 538-3152
General Support: support@bookabl.org
Executive & Legal Correspondence: arlintlogan@bookabl.org
Website: bookabl.org
This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Wyoming, without regard to its conflict of laws principles. Any disputes arising under this policy shall be resolved exclusivelyin the courts of the State of Wyoming, and both parties hereby consent to personal jurisdiction and venue therein.
