Privacy Policy

1) Who We Are

BPH Bookkeeping LLC (“BPH Bookkeeping,” “we,” “our,” “us”) provides remote bookkeeping and related services nationwide, primarily via QuickBooks Online and other secure cloud tools.

2) Information We Collect

A. You provide directly (PII/Business Data).

Name, email, phone, mailing address, company info

Financial records necessary for bookkeeping (e.g., bank statements, invoices, receipts, payroll, sales tax data), and documents you upload or share

Service communications (emails, messages, call notes/voicemails)

B. Collected automatically (no PII by default).

Device/usage data (IP address, pages viewed, timestamps, referrers) via cookies and Google Analytics in aggregate form that does not reasonably identify you. PII is only collected when you willfully submit a form, book an appointment, or otherwise provide it.

3) How We Use Information

Deliver bookkeeping, payroll coordination, account reconciliations, and QuickBooks Online setup/support

Communicate about services, invoices, and updates

Maintain security, prevent fraud, and comply with law/tax obligations

Improve our website and services via analytics

4) Google Analytics & Cookies

We use Google Analytics to measure traffic and usage trends. GA sets cookies that help us understand which pages are visited and how the site performs.

Your choices:

Browser controls: block or delete cookies in your settings

Google tools: install the Google Analytics Opt-out Browser Add-on

Do Not Track: our site may not respond to every DNT signal, but you can still manage cookies as above

We do not automatically collect PII through analytics.

5) QuickBooks Online & Third-Party Service Providers

We use trusted third parties (e.g., Intuit QuickBooks Online, secure file-sharing, e-signature, and email providers). These partners may process your data solely to deliver contracted services to us and are required to maintain confidentiality and security. We do not sell or rent your data.

6) Information Sharing

We may disclose information:

To service providers (as above) under confidentiality obligations

To CPAs, tax professionals, or payroll providers at your direction

To comply with law, regulation, subpoena, or court order

To protect rights, safety, security, or prevent fraud/abuse

Anti-fraud notice: If you submit information with the intent to commit fraud—or that results in or indicates attempted fraud—we may disclose it to law enforcement, courts, investigators, attorneys, and others as permitted by law.

7) Security

We use administrative, technical, and physical safeguards (encryption, access controls, least-privilege practices) appropriate to the sensitivity of the data. No system is 100% secure; we continuously improve protections.

8) Data Retention

We retain records only as needed for service delivery and to meet legal/tax requirements. When no longer required, we securely delete or destroy records.

9) Your Rights & Choices

You may request access, correction, or deletion of your personal information where legally permissible, and you may withdraw marketing consent at any time by contacting us at [email protected].

10) State & International Privacy Notices

CCPA/CPRA (California Residents)

We do not sell or share personal information as defined by the CCPA/CPRA. California residents may request:

Disclosure of categories/specific pieces of personal information collected

Correction or deletion (subject to legal exceptions)

Limitation of sensitive personal information processing (if applicable)
Submit requests to [email protected]. We won’t discriminate for exercising rights.

GDPR (EEA/UK Residents)

Legal bases may include: contract performance, legal obligation, legitimate interests (e.g., security, service improvement), and consent (where applicable). You may request access, rectification, erasure, restriction, objection, data portability, and lodge a complaint with your local supervisory authority. Contact [email protected] for requests.

11) Children’s Privacy

Our services are not directed to children under 18. We do not knowingly collect children’s personal information.

12) Testimonials, Reviews, & Non-Identifying Use

With your express permission, we may use non-confidential, non-identifying excerpts from reviews or thank-you notes for promotional purposes. We won’t publish identifying details (photos, full names, contact info) without explicit consent. You can opt out of any promotional use at any time in writing.

13) Links to Other Sites

Our website may link to third-party sites. We aren’t responsible for their content or privacy practices. Review their policies.

14) Changes to This Policy

We may update this Policy periodically. The “Effective Date” will reflect the latest version. Continued use of our site/services indicates acceptance of changes.

15) Data Processing Addendum (DPA) for B2B Clients

When BPH Bookkeeping LLC provides bookkeeping or related financial record services to business clients (“Data Controller”), we may act as a Data Processor under applicable privacy laws.

A. Roles & Responsibilities

The Client (Data Controller) determines the purposes and means of processing their data.

BPH Bookkeeping (Data Processor) processes data only on documented instructions from the Client and solely for the purpose of delivering contracted bookkeeping services.

B. Processor Obligations
BPH Bookkeeping agrees to:

Maintain confidentiality and restrict data access to authorized personnel.

Use appropriate technical and organizational security measures to safeguard data.

Notify the Client without undue delay in the event of a data breach.

Assist the Client in meeting obligations under GDPR, CCPA, or other applicable regulations.

Delete or return all personal data upon termination of services, except where retention is required by law (e.g., IRS/tax recordkeeping).

Cooperate with audits or inspections reasonably requested by the Client or a competent authority.

C. Sub-Processors
We may engage third-party sub-processors (e.g., Intuit QuickBooks Online, cloud hosting, email or payroll services) under written agreements ensuring data protection standards equivalent to this DPA.

D. Data Transfers
Where data is transferred outside the U.S., we rely on secure, recognized transfer mechanisms (e.g., Standard Contractual Clauses, encryption, or equivalent safeguards).

16) Email Marketing & Consent

BPH Bookkeeping LLC may send occasional informational or promotional emails, including bookkeeping tips, updates, or offers.

Consent: We only send marketing communications to individuals who have opted in via our website forms, service agreements, or explicit written consent.

Unsubscribe: Every marketing email includes a clear unsubscribe link or instructions for opting out.

Transactional Messages: Clients may still receive non-marketing service emails (invoices, updates, or policy notices) even if marketing opt-out is selected.

Third-Party Tools: If email campaigns are managed via third-party platforms (e.g., MailerLite, HighLevel, or Constant Contact), those vendors act as sub-processors bound by data protection agreements.

We comply with CAN-SPAM (U.S.), GDPR consent standards for international recipients, and relevant state email marketing laws.

Terms of Use

1) Acceptance of Terms

By accessing our website or engaging our services, you agree to these Terms and our Privacy Policy.

2) No Professional Tax/Legal Advice

We provide bookkeeping services and general information. We do not provide legal or tax advice unless explicitly contracted with licensed professionals. Always consult your CPA or attorney for advice.

3) Intellectual Property

Website content, logos, and materials are owned by BPH Bookkeeping or used with permission. You may not copy, distribute, or create derivative works without our written consent.

4) Permitted Use

You agree not to misuse the site, attempt unauthorized access, introduce malware, or scrape content without permission.

5) Disclaimers; Limitation of Liability

Our website is provided “as is.” To the fullest extent permitted by law, we disclaim warranties and limit liability for indirect or consequential damages arising from site use. Nothing herein limits liability that cannot be limited by law.

6) Governing Law & Venue

These Terms are governed by the laws of the State of South Dakota, without regard to conflict-of-law rules. Venue lies in the state or federal courts serving Lawrence County, SD.

7) Contact

Questions about this Policy or Terms:
BPH Bookkeeping LLC · PO Box 312, Spearfish, SD 57783
(605) 639-0579 · [email protected]