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Privacy Policy

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Divine Flex Bookkeeping Services
Effective Date: May 5, 2025
Review Frequency: Annually

1. Purpose

Divine Flex Bookkeeping Services is committed to protecting the privacy, confidentiality, and security of personal and financial information entrusted to us. This Privacy Policy explains how we collect, use, store, and protect client information in the course of providing bookkeeping and related services.

2. Scope

This policy applies to all clients, employees, contractors, and any individuals whose personal information is collected or handled by Divine Flex Bookkeeping Services through consultations, services, communications, or business operations.

3. Information We Collect

We may collect personal and business information necessary to provide our services, including but not limited to:

  • Name and contact information

  • Business details

  • Financial records and transaction data

  • Documents such as invoices, receipts, and reports

  • Information shared during consultations or appointments

We only collect information that is relevant and required to deliver our bookkeeping services.

4. How Information Is Used

Personal and financial information is used solely for purposes such as:

  • Providing bookkeeping and financial services

  • Recording, classifying, and managing financial transactions

  • Maintaining accurate financial records

  • Communicating with clients regarding services or appointments

  • Meeting legal and regulatory requirements

Information is never used for purposes outside of service delivery without client authorization.

5. Storage and Retention of Information

  • Financial and related records are retained for up to 7 years, as required by law.

  • Records may be stored digitally or physically.

  • Secure backups are maintained to protect against data loss.

6. Confidentiality and Access Control

  • All client information is treated as confidential.

  • Access is limited to authorized personnel only (owner, bookkeeper, or designated staff).

  • Employees and contractors are prohibited from sharing or disclosing client information without written authorization from the client, unless required by law.

7. Security Measures

Divine Flex Bookkeeping Services uses secure systems and software (such as bookkeeping platforms) and reasonable safeguards to protect personal and financial information against unauthorized access, loss, or misuse.

8. Third-Party Software

We may use reputable bookkeeping and financial software (e.g., QuickBooks, Xero) to manage records securely. These platforms are used strictly for service delivery and data management purposes.

9. Client Rights

Clients have the right to:

  • Request access to their personal information

  • Request corrections to inaccurate information

  • Withdraw consent for the use of their information, subject to legal or contractual obligations

Requests can be made in writing.

10. Compliance

All employees and contractors must comply with this Privacy Policy. Violations may result in disciplinary action, up to and including termination. Divine Flex Bookkeeping Services is committed to respectful and professional treatment of both clients and employees.

11. Policy Updates

This Privacy Policy is reviewed annually and updated as necessary. Significant changes will be communicated appropriately.

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