Privacy Policy

Information We Collect

What you give us:

• Your name, email, phone number and business details
• What you tell us when you book a call, request a quote or sign an agreement
• Statements, receipts and other documents you upload or send us
• Your answers in the client portal, such as what an unclear transaction was for
• Messages and notes from our calls

What we can see because you give us access:

• Your QuickBooks Online company (explained below)
• View-only access to the bank accounts, cards and payment apps you choose to share, so we can bring in and match your transactions

What we collect automatically:

• Basic technical information, such as IP address, browser and device, which our servers record to keep the site running and secure

What we find publicly:

• Business contact details that salons, stylists and barbers publish themselves, such as on their website or booking page. We use these only to send a short introduction and up to two follow-ups. Every email says how to opt out: reply “no thanks” and we won't email you again.

How We Use Your Information

• To do your bookkeeping: categorizing and reconciling transactions, catching up past months, and preparing your monthly reports
• To run your client portal and answer your questions
• To schedule calls and send reminders
• To send quotes, agreements and invoices, and to take payments
• To send you the results you asked for, such as your tax calculator numbers
• To send occasional marketing emails, which you can unsubscribe from at any time
• To keep the site secure and working

Payments

Card and bank payments go through Stripe, our payment processor. You enter your payment details on Stripe's secure page, not ours. We never see or store your full card number. We can see things like the last four digits, the amount and whether a payment went through.

How We Share Your Information

We do not sell or rent your information, and we don't share it with advertisers.

We share it only with:

• Your CPA or tax professional, when you ask us to
• The services we use to run the business, such as accounting software, AI tools, payment processing, email delivery, calendar and video calls, secure sign-in, and hosting and storage. They get only what they need to do that job.
• Legal authorities, if the law requires it or to protect our rights

QuickBooks Online Data

If you or your bookkeeper connect your QuickBooks Online company to Clean Cut Back Office, our bookkeeping app, Intuit asks for your authorization first. With it, we can access and update:

• Company information, such as your business name and address
• Your chart of accounts, transactions, vendors, and customers
• Financial reports, such as Profit & Loss and Balance Sheet
• Transaction categories we assign, saved back to your QuickBooks

We use this data only to provide your bookkeeping: categorizing and reconciling transactions, preparing your monthly reports and dashboard, and answering your questions. We do not sell it, use it for advertising, or share it except as described in this policy.

The access tokens Intuit issues to us are encrypted and only our team can use them. We never see or store your QuickBooks password.

You can disconnect at any time in QuickBooks (Apps, then My apps) or by asking us. When you disconnect, our access is revoked and we delete the stored access tokens. Reports we already prepared for you are kept as described under Data Retention.

Bank, Card and Payment App Access

When you link an account, it's view-only. We can see transactions and statements. We cannot move money, make payments or change anything in the account. We don't store your bank login. Statements you upload may show account numbers; they're stored privately and only our team can open them.

You can remove our access at any time from your bank or app, or by asking us.

AI Tools

We sometimes use AI tools to help with routine work, like suggesting a category for a transaction or reading a statement. A person checks that work before anything goes into your books or to you. We don't use your information to train AI models.

Data Security

• Encrypted connections (SSL/TLS) across the site and portal
• Encrypted storage for the access tokens that connect your accounts
• Your portal and documents require you to sign in, and only our team can see them

No system is perfectly secure, so we can't promise nothing will ever go wrong. If something does affect your information, we'll tell you promptly.

Data Retention

We keep your financial records for as long as you are a client, plus seven years after service ends, in line with standard bookkeeping practice and legal requirements.

If you unsubscribe from our emails, we keep your email address only on a do-not-email list so we don't contact you again.

You can ask us to delete your information at any time. We'll delete everything we aren't required to keep.

Your Rights

Wherever you live, you can ask us to:

• Show you the information we have about you
• Correct anything that's wrong
• Delete your information (except records we're required to keep)
• Give you a copy of your data
• Stop sending you marketing emails

Email contact@cleancutbk.com and we'll respond within 30 days.

Cookies

We only use cookies the site needs to work: keeping you signed in to your portal and keeping things secure while you connect an account. We don't use advertising or tracking cookies. If you block cookies in your browser, the portal won't be able to sign you in.

Children

Our services are for businesses. We don't knowingly collect information from anyone under 13.

Changes to This Policy

If we change this policy, we'll update the date at the top. If a change is significant, we'll also email our clients.

Contact Us

Questions about your privacy? Email contact@cleancutbk.com, or write to Clean Cut Bookkeeping LLC, 108 Riverstone Parkway #1080, Canton, GA 30114.