PRIVACY POLICY

Strategic Accounting Solutions
Effective Date: 7/20/2025
Last Updated: 7/20/22025

Our Commitment to Your Privacy

At Strategic Accounting Solutions, we understand that as business owners and professionals, you entrust us with sensitive financial and business information. We are committed to protecting your privacy and maintaining the confidentiality of all information you share with us. This Privacy Policy explains how we collect, use, protect, and share information when you visit our website or use our accounting and financial services.

Information We Collect

Information You Provide Directly

Contact Information: Name, email address, phone number, business address
Business Information: Practice name, specialty, business structure, tax identification numbers
Financial Information: Banking details, financial statements, transaction records, payroll information
Communication Records: Emails, phone calls, meeting notes, and other correspondence
Website Forms: Information submitted through contact forms, consultation requests, or newsletter signups

Information Collected Automatically

Website Usage Data: IP address, browser type, device information, pages visited, time spent on site
Cookies and Tracking Technologies: We use cookies to improve your browsing experience and analyze website performance
Google Analytics: We use Google Analytics to understand how visitors interact with our website

How We Use Your Information

We use the information we collect to:

Provide Accounting Services: Deliver bookkeeping, financial reporting, tax preparation, and CFO services
Client Communication: Respond to inquiries, schedule appointments, and provide ongoing support
Service Improvement: Enhance our services and develop new offerings for business professionals
Legal Compliance: Meet regulatory requirements and professional accounting standards
Marketing Communications: Send newsletters, service updates, and educational content (with your consent)
Website Functionality: Improve site performance, troubleshoot issues, and enhance user experience

Data Protection and Industry Confidentiality

As a service provider to businesses across various industries, we understand the importance of maintaining strict confidentiality. We:

Maintain Confidentiality: Treat all client information with the highest level of protection and discretion
Secure Data Handling: Implement administrative, physical, and technical safeguards to protect sensitive business information
Staff Training: Ensure all team members understand professional confidentiality requirements and client privacy obligations
Professional Standards: Adhere to accounting industry standards and best practices for client data protection

Information Sharing and Disclosure

We do not sell, rent, or trade your personal or business information. We may share information only in the following circumstances:

With Your Consent

Third-party software providers (QuickBooks, banking institutions) necessary for service delivery
Other professionals (attorneys, financial advisors, insurance agents) when requested for your benefit

Service Providers

Cloud storage and backup services with appropriate security measures
Technology vendors who support our accounting software and systems
Professional consultants bound by confidentiality agreements

Legal Requirements

When required by law, regulation, or court order
To protect our rights, property, or safety, or that of our clients or others
In connection with legal proceedings or investigations

Business Transfers

In the event of a merger, acquisition, or sale of assets, client information may be transferred with appropriate confidentiality protections.

Data Security Measures

We implement comprehensive security measures to protect your information:

Technical Safeguards

Encryption: All sensitive data is encrypted both in transit and at rest
Secure Networks: Protected Wi-Fi networks and VPN access for remote work
Multi-Factor Authentication: Required for all system access
Regular Updates: Software and security patches applied promptly
Firewall Protection: Advanced network security monitoring

Administrative Safeguards

Access Controls: Information access limited to authorized personnel only
Staff Training: Regular privacy and security training for all employees
Confidentiality Agreements: All staff and contractors sign comprehensive confidentiality agreements
Incident Response: Procedures in place for potential security breaches

Physical Safeguards

Secure Office: Locked filing cabinets, restricted access areas, and visitor controls
Device Security: Password-protected devices and secure disposal of equipment
Clean Desk Policy: Confidential information secured when not in use

Data Retention and Disposal

We retain client information according to professional accounting standards and legal requirements:

Active Client Records: Maintained throughout the business relationship
Tax Records: Retained for seven years after filing or as required by law
Financial Records: Kept according to applicable state and federal regulations
Secure Disposal: All information is securely destroyed when retention periods expire

Your Privacy Rights

You have the following rights regarding your information:

Access: Request copies of the information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your information (subject to legal retention requirements)
Portability: Request transfer of your information to another service provider
Opt-Out: Unsubscribe from marketing communications at any time
Restriction: Request limitation on how we use your information

To exercise these rights, contact us at [privacy@strategicaccountingsolutions.com].

Cookies and Website Technologies

Our website uses cookies and similar technologies to:

Remember your preferences and settings
Analyze website traffic and user behavior
Provide personalized content and recommendations
Enable social media features and functionality

You can control cookie settings through your browser preferences. Note that disabling cookies may affect website functionality.

Third-Party Links and Services

Our website may contain links to third-party websites or integrate with external services. This Privacy Policy does not apply to those external sites or services. We recommend reviewing their privacy policies before providing any information.

International Data Transfers

If you are located outside the United States, please note that we process and store information in the United States. By using our services, you consent to the transfer and processing of your information in the United States.

Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we discover we have collected information from a child under 18, we will promptly delete it.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

Post the updated policy on our website with a new "Last Updated" date
Notify clients of material changes via email or prominent website notice
Maintain previous versions for reference

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Strategic Accounting Solutions
Privacy Officer
Email: info@strategicaccountingsolutions.com
Phone: (757) 266-3962
Suffolk, Virginia

For urgent privacy concerns or suspected security incidents, please call us immediately at (757) 266-3962.

Compliance and Certifications

We maintain compliance with:

Virginia state privacy and data protection laws
Professional accounting standards and ethics requirements
Industry best practices for financial services data protection
Applicable federal regulations for small business service providers

By using our website or services, you acknowledge that you have read, understood, and agree to this Privacy Policy.