PRIVACY POLICY
Effective Date: August 18, 2026
Encompass Bookkeeping LLC (“Encompass Bookkeeping,” “we,” “us,” or “our”) respects the privacy and confidentiality of the personal, business, and financial information entrusted to us. This Privacy Policy explains how we collect, use, disclose, store, and protect information obtained through our website, social-media lead forms, communications, client onboarding, and bookkeeping services.
INFORMATION WE MAY COLLECT
The information we collect depends on the services requested or provided and may include:
Contact and Identity Information
• Name, business name, mailing address, email address, and telephone number
• Business ownership and authorized-contact information
• Employer Identification Number (“EIN”), entity type, and formation information
• Copies of identification or identity-verification information when reasonably necessary
• Signatures, authorizations, and engagement information
Business and Financial Information
• Bank and credit-card statements
• Bank-account and routing information
• Transaction histories, deposits, withdrawals, transfers, and account balances
• Loan, line-of-credit, mortgage, and financing records
• Merchant-processing, payment-platform, and point-of-sale records
• Invoices, bills, receipts, purchase records, and expense documentation
• Accounts-receivable and accounts-payable information
• General ledgers, charts of accounts, journal entries, reconciliations, and financial reports
• Profit-and-loss statements, balance sheets, cash-flow reports, and supporting schedules
• Tax documents, tax returns, 1099 information, sales-tax records, and related documentation when provided for bookkeeping or coordination purposes
• Payroll records, wage information, benefits information, contractor payments, and payroll-tax documentation
• Information concerning customers, vendors, employees, contractors, tenants, properties, and other parties appearing in client records
• Real-estate, rental-property, lease, security-deposit, and property-management records
• Any other financial or operational records reasonably necessary to perform requested services
Accounting Systems and Authorized Access
With client authorization, we may receive access to accounting, banking, payroll, payment-processing, document-storage, expense-management, or other business systems. This may include:
• Accounting-software account information
• User permissions and administrator access
• Bank-feed and application integrations
• Authentication tokens or other authorized connection information
• Login or access information provided through an approved secure method
• Information stored within connected accounting or business platforms
Clients should not send passwords, full bank-account information, Social Security numbers, or similarly sensitive information through ordinary email, text message, Facebook Messenger, or Instagram direct messages. Sensitive information should be transmitted only through an approved secure method.
Website, Advertising, and Lead Information
When you use our website, respond to an advertisement, or submit a Facebook or Instagram instant form, we may collect:
• Name, email address, and telephone number
• Business type and industry
• Bookkeeping needs and desired start date
• Information included in messages or form responses
• Referring page, advertisement, or campaign information
• IP address, browser type, device information, and general website-usage information
• Cookie, analytics, and advertising-measurement information where applicable
SOURCES OF INFORMATION
We may receive information:
• Directly from clients, prospective clients, authorized representatives, employees, or contractors
• Through our website, email, telephone, consultation forms, and social-media lead forms
• From accounting, banking, payroll, payment, or other platforms that a client authorizes us to access
• From banks, payroll providers, tax professionals, attorneys, lenders, software providers, and other parties when authorized by the client or permitted by law
• From referral partners and publicly available business sources
• Automatically through website, analytics, security, and advertising technologies
HOW WE USE INFORMATION
We may use information to:
• Respond to inquiries and schedule consultations
• Evaluate whether our services are appropriate for a prospective client
• Prepare proposals, service estimates, and engagement agreements
• Establish and manage client accounts and authorized system access
• Provide bookkeeping, cleanup, catch-up, reconciliation, payroll-support, reporting, and related services
• Categorize transactions and maintain accounting records
• Prepare internal financial reports and supporting schedules
• Communicate with clients and authorized professional advisers
• Coordinate with tax preparers, payroll providers, attorneys, lenders, or other professionals at the client’s direction
• Troubleshoot accounting-software and system-integration issues
• Process payments and administer our business relationship
• Maintain required business, legal, and compliance records
• Prevent fraud, unauthorized access, security incidents, and misuse
• Improve our services, website, forms, and advertising
• Comply with legal obligations and enforce our agreements
We will not use a client’s confidential financial information for purposes unrelated to providing or administering requested services unless authorized by the client or required by law.
HOW WE DISCLOSE INFORMATION
We may disclose information only as reasonably necessary to:
Service Providers
We may use service providers for accounting software, secure document exchange, cloud storage, payroll support, payment processing, scheduling, email, customer-relationship management, website hosting, analytics, advertising, information technology, and cybersecurity.
Client-Authorized Parties
At a client’s request or with authorization, we may disclose information to the client’s tax preparer, attorney, payroll provider, lender, financial professional, employee, contractor, or other designated representative.
Legal and Protective Purposes
We may disclose information when required by law, subpoena, court order, regulatory request, or other legal process, or when reasonably necessary to prevent fraud, protect rights or property, investigate security incidents, or enforce an agreement.
Business Transfers
Information may be transferred as part of a merger, acquisition, sale, reorganization, or transfer of some or all business assets, subject to appropriate confidentiality and legal requirements.
We do not sell or rent personal information. We do not disclose bank records, accounting records, EINs, payroll information, tax documentation, or other sensitive financial information for targeted advertising.
THIRD-PARTY PLATFORMS
Information submitted through Facebook or Instagram may also be collected and processed by Meta according to Meta’s privacy policies and terms.
Accounting, banking, payroll, payment-processing, cloud-storage, and other third-party platforms maintain their own privacy and security practices. Their handling of information is governed by their respective policies and agreements.
Links from our website to third-party websites do not constitute an endorsement of their privacy or security practices.
DATA SECURITY
We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, alteration, disclosure, or destruction. Depending on the information and service involved, safeguards may include:
• Access controls and role-based permissions
• Multi-factor authentication where available
• Secure document-transfer and storage methods
• Encryption provided by approved platforms
• Device, account, and network-security measures
• Vendor and service-provider review
• Backup, recovery, and incident-response procedures
• Secure disposal of records when no longer required
No electronic transmission or storage system can be guaranteed to be completely secure. Clients are responsible for protecting their own account credentials and promptly notifying us of suspected unauthorized access.
DATA RETENTION
We retain information for as long as reasonably necessary to:
• Provide and document services
• Maintain accurate business and accounting records
• Meet contractual, tax, insurance, legal, or regulatory obligations
• Resolve disputes and enforce agreements
• Address fraud, security, or professional-liability concerns
Retention periods may vary depending on the information, services provided, client instructions, legal requirements, and our contractual obligations. When information is no longer reasonably required, we may securely delete, destroy, or anonymize it.
DATA INCIDENTS
If we discover unauthorized access to information, we will investigate and respond in accordance with applicable law, contractual obligations, and our incident-response procedures. Where legally required, we will notify affected parties, regulators, law enforcement, or other appropriate entities.
PRIVACY CHOICES AND REQUESTS
Subject to applicable law and appropriate identity verification, an individual may request that we:
• Confirm whether we maintain their personal information
• Provide access to certain personal information
• Correct inaccurate information
• Delete information that we are not legally or contractually required to retain
• Stop sending promotional communications
Certain records may not be deleted when retention is required to provide services, maintain financial records, comply with law, prevent fraud, resolve disputes, or enforce an agreement.
To submit a request, contact us using the information at the end of this policy.
EMAILS, TEXTS, AND MARKETING
We may contact prospective and current clients regarding inquiries, consultations, requested services, account matters, or other business communications.
Promotional emails may be discontinued by following the unsubscribe instructions or contacting us. Requests to stop promotional communications do not prevent us from sending necessary service, transaction, security, or legal notices.
Consent to receive marketing communications is not a condition of purchasing bookkeeping services.
CLIENT RECORDS CONTAINING THIRD-PARTY INFORMATION
In providing bookkeeping services, we may process information concerning a client’s employees, contractors, customers, vendors, tenants, or other third parties. The client is responsible for having the authority to provide that information and for giving any notices or obtaining any permissions required by law.
We process such information only as reasonably necessary to provide services, follow authorized instructions, protect our systems, or comply with law.
CHILDREN’S PRIVACY
Our website and services are intended for businesses and adults. We do not knowingly solicit or collect personal information directly from children under 13.
CHANGES TO THIS POLICY
We may update this Privacy Policy to reflect changes in our services, technology, legal obligations, or business practices. The revised policy will be posted on this page with an updated effective date.
CONTACT INFORMATION
Questions, requests, or concerns about this Privacy Policy may be directed to:
Encompass Bookkeeping LLC
Heather@encompassbookkeepingokc.com
(405) 930-8442
https://www.encompassbookkeepingokc.com