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Privacy Policy

Because your firm handles sensitive financial cycles, business intelligence, and personally identifiable information (PII), this policy is structured to meet rigorous federal standards including the Gramm-Lach-Bliley Act (GLBA) governing financial privacy, FTC Safeguards rules, and general state-level privacy acts (like CCPA/CPRA).

Disclaimer: While this policy is designed to adhere to professional bookkeeping standards and federal regulations, it does not constitute formal legal advice. You should review the final text to ensure it aligns perfectly with your specific internal workflows and state-specific mandates.

Effective Date: May 19, 2026

Last Updated: May 19, 2026

My 360 ProBooks (“we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of the personal and financial information entrusted to us by our clients and website visitors.

As a professional financial services and bookkeeping firm, we handle sensitive information with the highest level of integrity. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, my360probooks.com (the “Site”), or utilize our professional full-charge bookkeeping and financial management services (the “Services”).

Please read this Privacy Policy carefully. By accessing the Site or engaging our Services, you agree to the terms of this Privacy Policy.

1. REGULATORY COMPLIANCE & STANDARDS

Because we provide professional bookkeeping and financial cycle management, our data protection practices are built to comply with federal regulations and professional standards, including:

  • The Gramm-Leach-Bliley Act (GLBA): Ensuring the protection and non-disclosure of non-public personal financial information (NPI).

  • Federal Trade Commission (FTC) Standards: Adhering to the FTC Safeguards Rule for protecting consumer financial data.

  • Professional Standards: Maintaining strict adherence to the confidentiality requirements outlined by industry governing bodies and standard accounting practices.

2. INFORMATION WE COLLECT

We collect information that identifies, relates to, describes, or could reasonably be linked to an individual or business entity (“Personal Information”).

A. Information You Provide Voluntarily

  • Contact Information: Name, business name, professional title, email address, phone number, and physical mailing address when you submit an inquiry, use our online scheduling workflows, or onboard as a client.

  • Financial and Business Data: To perform bookkeeping and financial management services, we collect non-public business information, including but not limited to: bank statements, credit card statements, payroll records, tax identification numbers (EIN/SSN), invoices, accounts payable/receivable details, and accounting ledger data.

  • Credentials: Usernames, access tokens, or accountant-access permissions to accounting software platforms (e.g., QuickBooks Online, Intuit Enterprise Suite) and financial institutions, provided securely by you during onboarding.

B. Information Collected Automatically

When you visit our Site, we may automatically collect certain technical information via cookies, web beacons, and analytical tools:

  • Usage Data: IP address, browser type, operating system, referring URLs, pages viewed, time spent on the Site, and links clicked.

  • Cookies and Tracking: We use cookies to optimize your browsing experience, analyze website traffic, and ensure the security of our web forms. You can control cookie preferences through your individual browser settings.

3. HOW WE USE YOUR INFORMATION

We use the collected information strictly for professional business purposes, including:

  • Service Delivery: Managing complete financial cycles, reconciling accounts, preparing financial statements, and executing full-charge bookkeeping duties.

  • Client Onboarding & Communication: Managing automated scheduling ladders, conducting consultations, responding to inquiries, and sending administrative updates or secure financial requests.

  • Software Integration: Accessing securely permitted QuickBooks environments or cloud accounting tools to perform authorized accounting services.

  • Security & Compliance: Verifying identities, preventing financial fraud, protecting our digital infrastructure, and complying with legal, federal, or regulatory requirements.

4. DISCLOSURE AND SHARING OF YOUR INFORMATION

We do not sell, rent, or trade your personal or financial information to third parties. We only share your information in the following limited circumstances:

  • Authorized Financial Software & Integrations: We transmit and process data within securely authorized accounting platforms (such as QuickBooks Online/Enterprise) explicitly designated for your business management.

  • Legal and Regulatory Obligations: We may disclose your information if required to do so by law, court order, or subpoena, or to comply with audits under federal financial privacy laws.

  • With Your Explicit Consent: We may share financial information with third parties (such as your Certified Public Accountant (CPA), tax preparers, or legal counsel) only when explicitly authorized by you in writing.

5. DATA SECURITY & ADMINISTRATIVE SAFEGUARDS

We implement robust, industry-standard administrative, technical, and physical security measures designed to protect your non-public financial and personal information.

  • Encryption: Data transmitted through our Site and shared via our client workflows utilizes secure, encrypted transmission protocols (SSL/TLS).

  • Restricted Access: Access to client financial databases is strictly restricted to authorized personnel who require the data to fulfill bookkeeping duties.

  • Secure Portals: We utilize secure, encrypted cloud environments and dedicated client portals for exchanging sensitive financial documents. We advise clients never to send unencrypted financial account numbers or passwords via standard email.

6. DATA RETENTION

We retain your personal and business financial information for as long as necessary to fulfill the professional services outlined in our engagement agreements, and to comply with statutory legal, tax, and accounting retention requirements mandated by federal and state regulations. When data is no longer required to be retained, it is securely destroyed or permanently anonymized.

7. YOUR RIGHTS & CHOICES

Depending on your jurisdiction (such as states adopting comprehensive privacy laws like California, Virginia, or Colorado), you may have specific rights regarding your personal data. Generally, we extend the following choices to all clients:

  • Access & Rectification: You may review, update, or correct your contact or business information at any time by contacting us directly.

  • Opt-Out of Communications: You can opt-out of receiving promotional emails or newsletters by clicking the “unsubscribe” link. However, you will continue to receive critical, transactional communications regarding active bookkeeping services.

  • Data Portability & Revocation: You may revoke our accountant-access permissions to your software environments at any time, subject to the terms of your active Service Agreement.

8. THIRD-PARTY LINKS & REMOTE INTEGRATIONS

Our Site may contain links to third-party websites or integrated remote tools (such as automated scheduling software or third-party payment processors). We are not responsible for the privacy practices or content of these external sites. We encourage you to read the privacy policies of any third-party application you interact with.

9. CHANGES TO THIS PRIVACY POLICY

We reserve the right to update or modify this Privacy Policy at any time to reflect updates in our professional services, shifting federal regulations, or technological advancements. Any changes will be posted on this page with an updated “Last Updated” date. Your continued use of the Site or Services following changes constitutes acceptance of those updates.

10. CONTACT INFORMATION

If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us at:

My 360 ProBooks Email: tara@my360probooks.com

Website Contact Form: my360probooks.com/contact

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