Privacy Policy — Francis Bookkeeping LLC

FRANCIS BOOKKEEPING

FrancisBookkeeping.com | Michael@FrancisBookkeeping.com | (740) 206-8897

PRIVACY POLICY

Francis Bookkeeping Client Portal & Website

Effective Date: June 3, 2026

At Francis Bookkeeping LLC ("Francis Bookkeeping," "we," "us," or "our"), your privacy is not an afterthought — it is a foundational commitment. This Privacy Policy explains how we collect, use, store, and protect your personal and financial information when you visit our website at FrancisBookkeeping.com or use our Client Portal.

By using our website or Client Portal, you agree to the practices described in this Privacy Policy.

1. Who We Are

Francis Bookkeeping LLC is a boutique bookkeeping and financial clarity firm serving growth-minded business owners. We provide monthly bookkeeping, catch-up and clean-up services, QuickBooks Online setup, and business growth advisory services.

We are not a data broker, advertising platform, or technology company. Every piece of data we collect exists solely to serve you better as a client.

2. Information We Collect

2.1 Information You Provide Directly

When you contact us, schedule a consultation, or become a client, we may collect:

• Your name and business name

• Email address and phone number

• Business financial information shared in the course of providing services

• Documents you upload to the Client Portal

• Login credentials for the Client Portal (passwords are stored as encrypted hashes and never in plain text)

2.2 Information from QuickBooks Online

If you are a client who has connected your QuickBooks Online account to the Client Portal, we collect and display the following data from your QBO account:

• Profit & Loss reports

• Balance Sheet data

• Accounts Receivable and Accounts Payable aging reports

• Cash Flow statements

• Bank account balances

This data is accessed using Intuit's official OAuth 2.0 authorization protocol. You explicitly authorize this access, and you may revoke it at any time.

2.3 Information Collected Automatically

When you visit FrancisBookkeeping.com, standard web server logs may collect:

• Your IP address

• Browser type and version

• Pages visited and time spent

• Referring website

This information is used solely for website security and performance monitoring. We do not use tracking pixels, behavioral advertising cookies, or third-party analytics platforms that sell your data.

3. How We Use Your Information

We use the information we collect exclusively to:

• Provide bookkeeping and financial advisory services you have contracted with us

• Display your financial KPIs and reports in the Client Portal

• Communicate with you about your account, services, and financial matters

• Securely share documents between you and Francis Bookkeeping

• Improve the Client Portal and our service delivery

• Comply with legal and regulatory recordkeeping requirements

We do not use your information for:

• Selling or renting your data to any third party

• Targeted advertising or marketing to third parties

• Automated decision-making that affects your financial standing

• Any purpose unrelated to delivering bookkeeping services to you

4. How We Share Your Information

Francis Bookkeeping does not sell, trade, or rent your personal or financial information to any third party. We may share limited information only in the following circumstances:

4.1 Service Providers

We use the following trusted third-party platforms to operate the Client Portal, each bound by their own privacy commitments:

• Supabase (supabase.com) — Secure database and file storage hosting

• Intuit QuickBooks Online (intuit.com) — Financial data integration

• Vercel (vercel.com) — Application hosting and delivery

4.2 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Francis Bookkeeping, our clients, or others.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our business assets, client data may be transferred as part of that transaction. You will be notified of any such change in ownership or control of your data.

5. Data Security

We take the security of your financial data seriously and implement the following measures:

• All data is transmitted over encrypted HTTPS connections

• Passwords are hashed using bcrypt encryption and never stored in plain text

• Client Portal sessions are secured with JWT tokens with automatic expiration

• QuickBooks Online tokens are stored encrypted and refreshed automatically

• Document files are stored in private, access-controlled storage with time-limited signed download URLs

• Access to client data is restricted to authorized Francis Bookkeeping personnel only

While we implement strong security measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your data using industry best practices.

6. Data Retention

We retain your data for the following periods:

• Active client data: retained for the duration of your client relationship

• Financial records and documents: retained for seven (7) years following termination of services, in compliance with standard accounting and IRS recordkeeping requirements

• Website visitor logs: retained for up to 90 days for security monitoring

Upon written request following the applicable retention period, your data will be securely deleted from our systems.

7. Your Rights and Choices

You have the following rights regarding your personal and financial data:

7.1 Access and Correction

You may request a copy of the personal data we hold about you or request correction of inaccurate information by contacting us at Michael@FrancisBookkeeping.com.

7.2 Deletion

You may request deletion of your personal data, subject to our legal retention obligations outlined in Section 6.

7.3 QuickBooks Disconnection

You may revoke our access to your QuickBooks Online account at any time by contacting us directly or through your Intuit account settings at accounts.intuit.com. Disconnecting QuickBooks will stop new data from being retrieved but will not delete previously cached data unless separately requested.

7.4 Opt-Out of Communications

You may opt out of non-essential communications from Francis Bookkeeping at any time by replying "unsubscribe" to any email or contacting us directly. Note that transactional communications related to your active services cannot be opted out of while you remain a client.

8. Cookies

Our website (FrancisBookkeeping.com) uses only essential session cookies necessary to maintain your logged-in state in the Client Portal. We do not use advertising cookies, tracking cookies, or any third-party cookies that monitor your behavior across other websites.

9. Children's Privacy

Our services are intended for business owners and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us immediately.

10. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy applies only to Francis Bookkeeping's website and Client Portal. We are not responsible for the privacy practices of any third-party sites and encourage you to review their privacy policies independently.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify active clients by email and update the Effective Date at the top of this document.

Your continued use of our website or Client Portal following notification of changes constitutes your acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:

Francis Bookkeeping LLC

Michael Francis, Owner

Website: FrancisBookkeeping.com

Email: Michael@FrancisBookkeeping.com

Phone: (740) 206-8897

Location: Powell, Ohio

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