Privacy Policy

1. Introduction

AccountsEase (“AccountsEase”, “we”, “us” or “our”) provides real-time bookkeeping and financial back-office services to businesses in the United States, Canada, Australia and the United Kingdom. This Privacy Policy explains how we collect, use, disclose and protect personal and business information when you visit our website or engage our services.

We comply with the data-protection laws that apply in the countries we serve, including U.S. state privacy laws (such as the California Consumer Privacy Act, as amended by the CPRA) and the Gramm–Leach–Bliley Act for financial data; Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws; Australia’s Privacy Act 1988 and the Australian Privacy Principles (APPs); and the UK GDPR and the Data Protection Act 2018 in the United Kingdom.

2. Information We Collect

Information you provide: your name, business name, email, phone, billing address and the financial records we need to keep your books — bank and credit-card transactions, invoices, bills, receipts, payroll details and the tax identifiers relevant to your country (for example an EIN or SSN in the U.S., a Business Number or SIN in Canada, an ABN or TFN in Australia, or a UTR or VAT number in the UK).

Information collected automatically: when you use our website we collect limited technical data such as IP address, browser type, pages viewed and cookie identifiers.

Information from connected services: where you authorise it, we receive data from your accounting platforms (such as Xero, QuickBooks or MYOB), payment processors (such as Stripe, PayPal or Square) and read-only bank feeds, so we can reconcile and report on your accounts.

3. How We Use Your Information

We use your information to deliver and administer our services — bookkeeping and reconciliation, accounts payable and receivable, payroll, VAT / sales-tax / GST-HST / BAS preparation, financial statements and support for income-tax return preparation — and to communicate with you, issue invoices, provide support and improve our services.

We also process information where necessary to meet our own legal, tax and record-keeping obligations and to protect the security and integrity of our systems.

4. Our Legal Basis & Consent

We collect and use personal information with your consent and as needed to perform our engagement with you, to comply with the law, and for our legitimate business interests where these are not overridden by your rights. In Canada we rely on meaningful consent as required by PIPEDA; in Australia we handle personal information in line with the APPs; in the UK we rely on the lawful bases set out in the UK GDPR; and in the U.S. we provide the notices and choices required by applicable state law.

5. How We Share Information

We do not sell your personal information. We share it only as needed to provide our services: with trusted sub-processors (such as secure cloud accounting, payroll and document-storage providers), with your authorised accountant, CPA or registered tax agent, and with professional advisers under confidentiality.

We may also disclose information where required by law or to respond to a lawful request from a regulator or tax authority — for example the Internal Revenue Service (U.S.), the Canada Revenue Agency, the Australian Taxation Office, or HM Revenue & Customs (UK).

6. International Data Transfers

Because we serve clients in the United States, Canada, Australia and the United Kingdom, your information may be processed or stored in any of those countries, or in other locations where our service providers operate. Where information crosses borders, we take reasonable steps and use contractual safeguards so it stays protected to a standard consistent with this policy and applicable law.

7. Data Security

We treat your financial data as highly sensitive. We use encryption in transit and at rest, role-based access controls, multi-factor authentication and reputable cloud infrastructure, and we limit access to the team members who need it. No method of transmission or storage is completely secure, but we work to protect your information and to notify you and the relevant authority if a reportable breach occurs.

8. Data Retention

We keep your information for as long as needed to provide our services and to meet legal and tax record-keeping requirements, which differ by country — for example, U.S. records are generally retained for up to seven years, Canadian records for at least six years (per CRA guidance), Australian records for at least five years (per ATO guidance), and UK records for at least six years (per HMRC guidance). When information is no longer required, we securely delete or anonymise it.

9. Your Privacy Rights

You may ask to access, correct, update or delete your personal information, and to withdraw consent or object to certain processing, subject to our legal record-keeping obligations. Depending on where you are: U.S. residents may have rights under their state law (including to know, delete, correct, and opt out of any “sale” or “sharing”, which we do not do); Canadians have access and correction rights under PIPEDA; Australians have access and correction rights under the APPs; and UK residents have rights under the UK GDPR, including access, rectification, erasure and objection.

To exercise any of these rights, contact us using the details below. We will verify your request and respond within the timeframe required by your local law.

10. Cookies & Tracking

Our website uses a small number of cookies to keep the site working, remember your preferences, and understand how the site is used so we can improve it. You can control or disable cookies through your browser settings; some features may not work as well if you do.

11. Children’s Privacy

Our services are intended for businesses and the professionals who run them. We do not knowingly collect personal information from children, and our website is not directed at them.

12. Changes to This Policy

We may update this policy from time to time to reflect changes in our services or the law. We will post the updated version here with a revised “last updated” date, and where appropriate we will let you know directly.

13. Contact Us & Complaints

If you have questions about this policy or how we handle your information, email us at privacy@accounts-ease.com. If you are not satisfied with our response, you may contact your local regulator — the relevant U.S. state authority, the Office of the Privacy Commissioner of Canada (OPC), the Office of the Australian Information Commissioner (OAIC), or the UK Information Commissioner’s Office (ICO).