Envision Bookkeeping Privacy Policy

 

This Privacy Policy shall be effective as of August 9, 2022.

 

This website is owned and operated by Envision Bookkeeping, LLC. ( Envision Bookkeeping ). We at Envision Bookkeeping respect and protect the privacy of visitors to our websites and the privacy of our customers. We respect and value the privacy of our clients and have developed this Privacy Policy to demonstrate our commitment to protecting your privacy. This Privacy Policy applies to and describes our information handling practices when you access our services, which include our content located on this website, or any other websites, pages, features, or content we own or operate (collectively, the Site(s) ) or third-party applications relying on API, and related services (referred to collectively from now on as Services ). This privacy policy (Policy) relates to your personal information concerning your use of and access to the Envision Bookkeeping Site and any Services provided.

 

1. Acceptance of terms of Privacy Policy

Our Privacy Policy applies to everyone who utilizes our Sites. You agree to this Privacy Policy by accepting Envision Bookkeeping s Terms of Service by accessing, browsing, or using our Sites. Where we require your consent to process your personal information, we will ask for your consent to the collection, use, and disclosure of your personal information as described further below. We may provide additional just-in-time disclosures or information about the data processing practices of specific Services. These notices may supplement or clarify our privacy practices or provide you with other choices about how we process your data; if you do not agree with or are not comfortable with any aspect of this Privacy Policy, you should immediately discontinue access or use of our Services.

 

2. Types of Information that is collected

We collect several types of information about you and your business when you access our Sites.

 

Our Sites collect information that identifies, relates to, describes, and is reasonably capable of being associated with, or could well be linked, directly or indirectly, with a particular consumer, household, or device( Personal Information ). Personal information does not include:

         Publicly available information from government records.

         De-identified or aggregated consumer information.

 

To establish an account and access our Services, we ll ask you to provide us with some vital information about you. This information is required by law (e.g., to verify your identity), necessary to provide the requested services, or relevant for specific purposes. You may be asked to provide additional information as we add new features and services. Please note that we may not be able to serve you at all, or our Services may be degraded if you choose not to share certain information with us.

 

The documents and information collected are securely stored and safeguarded. To fulfill our service obligations to you, you provide your permission to share any information provided to or obtained by Envision Bookkeeping on your behalf with lenders, with other businesses who may need this information to fulfill its services to Envision Bookkeeping, for Envision Bookkeeping s business purposes, or to meet regulatory or other legal requirements. Under no circumstances will we disclose, transmit, or share these documents without your permission unless being disclosed under legal and regulatory requirements which prohibit this notification.

 

 

4. How your information is collected & used

We collect and use your information for various reasons that support Envision Bookkeeping s Sites and Services.

 

Information is collected at various points through our Site and Services, which are used primarily to process your Data or as described herein. We may also collect information via email, telephone, log files, cookies, web beacons, etc.

 

E-mail messages we send you may contain code that enables our database to track your usage of the e-mails, including whether the email was opened and what links (if any) were clicked. If you would rather not receive promotional emails from us, please see the Choice/Opt-Out section below. We reserve the right to send you certain communications relating to the Envision Bookkeeping services, such as service announcements and administrative messages, without offering you the opportunity to opt-out of receiving them. We may also contact you by telephone or text message (including to any wireless number you may provide to us) solely in connection with Envision Bookkeeping s services. If you would rather not receive telephone calls or text messages from us, you may change or delete your number from your account preferences page(s) or ask to be removed from our contact list if you receive a call or text message from us. We fully comply with the requirements of the U.S. CAN-SPAM Act, the Telephone Sales Rule, and the Telephone Consumer Protection Act (TCPA).

 

To provide Envision Bookkeeping services: We process your information to provide the Services to you. As your bookkeeper, we may need to share your Data with certain bodies to fulfill our contracts with you, such as suppliers, contractors and sub-contractors, and potentially governmental and regulatory bodies. We use several cloud-based software providers to process and store electronic data, including personal data. Some of these cloud-based software providers you have provided as legacy providers, e.g., Microsoft, Quick Books, etc. (This list is not exhaustive and may contain various other cloud-based application software providers). These providers state they are GDPR compliant and apply equivalent/adequate safeguards.
 

To provide Service communications: We send administrative or account-related information to keep you updated about our Services, inform you of relevant security issues or updates, or provide other transaction-related information. Without such communications, you may not be aware of significant developments relating to your account that may affect how you can use our Services. You may not opt-out of receiving critical service communications, such as emails or mobile notifications sent for legal or security purposes;

 

To provide Customer service: We process your personal information when you contact us to resolve any questions, or disputes, collect fees or troubleshoot problems. Without processing your data for such purposes, we cannot respond to your requests and ensure your uninterrupted use of the Services;

 

For research and development purposes: We process your personal information to understand better how you use and interact with Envision Bookkeeping s Services. In addition, we use such information to customize, measure, and improve Envision Bookkeeping s Services and the content and layout of our applications and to develop new services. Without such processing, we cannot ensure your continued enjoyment of our Services;

 

To enhance your experience: We process your personal information to provide a personalized experience and implement the preferences you request. For example, you may choose to provide us with access to specific personal data stored by third parties. Without such processing, we may not be able to ensure your continued enjoyment of part or all of our Services;

 

To facilitate corporate acquisitions, mergers, or transactions: We may process any information regarding your account and use of our Services as necessary for corporate assets, mergers, or other corporate transactions. You can close your account if you do not wish to have your personal information processed for such purposes.

 

To maintain legal and regulatory compliance: Most of our core Services are subject to laws and regulations requiring us to collect, use, and store your personal information in specific ways.

 

To enforce our terms in our Terms of Service: Envision Bookkeeping handles sensitive information, such as your financial data, so it is essential for our customers and us that we actively monitor, investigate, prevent, and mitigate any potentially prohibited or illegal activities, enforce our agreements with third parties, and prevent and detect violations of our posted user agreement or agreements for other Services;

 

To detect and prevent fraud: We process your personal information to help detect, control, and mitigate fraud and abuse of our services and to protect you against account compromise or information loss;

 

To ensure quality control: We process your personal information for quality control and staff training to ensure we continue providing you with accurate information. If we do not process personal data for quality control purposes, you may experience issues with the Services;

 

To ensure network and information security: We process your personal information to enhance security, monitor and verify identity or service access, combat spam or other malware or security risks, and comply with applicable security laws and regulations. The threat landscape on the internet is constantly evolving, which makes it more critical than ever that we have accurate and up-to-date information about your use of our Services. Without processing your data, we may not be able to ensure the security of our Services.

 

5. Disclosure of consumer information to third parties

We may disclose your personal information as required by law to provide the Services and for legitimate business purposes.

We may share your personal information by disclosing it to a third party for business purposes. We only make these business purpose disclosures under written contracts that describe the goals, require the recipient to keep the personal information confidential and prohibit using the disclosed data for any purpose except the agreement. We do not sell personal information.

 

         Disclosure By Law. You acknowledge and agree that we may disclose information you provide if required to do so by law, at the request of a third party, or if we, in our sole discretion, believe that disclosure is reasonable too (1) comply with the law, requests or orders from law enforcement, or any legal process (whether or not such disclosure is required by applicable law) and (2) protect or defend Envision Bookkeeping s, or a third party s, rights or property.

 

         Service Providers. With service providers under contract who help with parts of our business operations. Our contracts require these service providers to only use your information in connection with the services they perform for us and prohibit them from selling your information to anyone else. Examples of the types of service providers we may share personal information with (other than those mentioned above) include:

◦          Network Infrastructure

◦          Cloud storage

◦          Payment processing

◦          Transaction monitoring

◦          Security

◦          Document repository services

◦          Customer support

◦          Internet (e.g., ISPs)

◦          Data Analytics

◦          Information Technology

◦          Marketing

 

         Other Companies. We plan to merge with or be acquired by companies or entities. You will receive prior notice of any change in applicable policies.

 

         Professionals. With our professional advisors who provide banking, legal, compliance, insurance, accounting, or other consulting services to complete third-party financial, technical, compliance, and legal audits of our operations or otherwise comply with our legal obligations.

 

         M iscellaneous . We may disclose your personal information for any purpose with which you consent.

 

6. Updating, accessing, retaining, and deleting your information

You may choose to update, access, or delete your data; however, we may be legally required to have your information to comply with the law.

 

You may update or access your contact information anytime by logging into your account and making any change or update. Any changes made will be updated immediately.

 

If you want to stop using your account, you may deactivate it. When you deactivate an account, your information will not be sent to any further lenders, brokers, or third parties, but the information will not be deleted. By deactivating your account, you will have the ability to restore the report in its entirety.

 

You may need Envision Bookkeeping to delete your information in certain circumstances upon submitting a request to Envision Bookkeeping. In certain circumstances, Envision Bookkeeping is legally required to maintain the information in your account. In these circumstances, Envision Bookkeeping will place your account into a deactivated status, opt you out of all communications, and disable your access to the report.

 

Suppose Envision Bookkeeping complies with your request to delete your account. In that case, the data you provide to Envision Bookkeeping will be retained by Envision Bookkeeping in a commercially reasonable manner and to comply with relevant lending laws. Once your account is deleted, Envision Bookkeeping will not share your information and will only use your data for internal research and Envision Bookkeeping marketing. Data that Envision Bookkeeping retains will be retained for a commercially reasonable period as determined by Envision Bookkeeping in conformance with applicable law.

We store your personal information securely throughout the life of your Envision Bookkeeping Account. We will only retain your personal information for as long as necessary to fulfill our collected purposes, including satisfying any legal, accounting, or reporting obligations or resolving disputes. While retention requirements vary by jurisdiction, information about our specific retention periods for different aspects of your personal information is described below.

         Personal information collected to comply with our legal obligations under financial, consumer protection, and commercial credit laws may be retained after account closure for as long as required under such laws.

         Contact Information such as your name, email address, and telephone number for marketing purposes are retained on an ongoing basis until you unsubscribe. After that, we will add your details to our suppression list to ensure we do not inadvertently market to you.

         Content you post on our, such as support desk comments, photographs, videos, blog posts, and other content, may be kept after you close your account for audit and crime prevention purposes (e.g., to prevent a known fraudulent actor from opening a new tab).

         Recording our telephone calls with you may be kept for up to six years.

Information collected via technical means such as cookies, web page counters, and other analytics tools is kept up to one year from the cookie s expiry.

 

7. Security

We have taken steps to protect your information in a commercially reasonable manner.

 

We have extensive security measures to protect against the loss, misuse, and alteration of the information stored in our database. These measures include using industry-standard encryption methods, administrative access to site data, and other proprietary security measures applied to all repositories and transfers of user information. We will exercise reasonable care in providing secure transmission of information between your computer and our servers. Still, given that no data transmitted over the Internet can be guaranteed 100% secure, we cannot ensure or warrant the security of any information transmitted to us over the Internet and accept no liability for any unintentional disclosure. For further information, please see our Terms of Service.

 

Our employees and contracted personnel are bound to our privacy policies, procedures, and technologies which maintain the security of all your  Data  from the point of collection to the end of destruction. We retain Data security by protecting the confidentiality, integrity, and availability of your  Data, including ensur ing that the only people authorized to use your data  can access it, making sure that your Personal  Data  is accurate and suitable for the purpose for which it is processed and by following established procedures for our authorized third-parties.

 

Envision Bookkeeping will notify you as soon as reasonably practicable if there is a data breach at Envision Bookkeeping. We will inform you of a violation and any additional information needed to fulfill our obligation with breach notification laws and regulations.

 

Do not share your account login and password with anyone else. Your account login and password are sensitive, and sharing your account information may lead to additional exposure to your account.

 

8. Choice / Opt-out of Marketing

You may choose to discontinue your use of our services. You may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instruction included in these emails, or you can contact us at Andrew@envisiobookkeeping.net.

 

If, after signing up for our services, you decide you no longer wish to receive our services or future contact from us or other third parties to which your information has been referred, you may cancel your account as discussed herein.

Specific federal and state regulations require that we maintain a record of your information for specific periods. Due to these regulations, we may be unable to completely delete your information from our database until the time requirements of these regulations have expired.

 

9. Privacy Rights

You may be able to exercise certain rights regarding your personal information depending on state and federal laws.

 

Depending on applicable law where you reside, you may be able to assert certain rights related to your personal information identified below. If any of the rights listed below are not provided under law for your operating entity or jurisdiction, Envision Bookkeeping has absolute discretion in providing you with those rights.

Depending upon the applicable law, access may be denied: (a) when denial of access is required or authorized by law; (b) If you are a resident of a state that does not provide for this right; (c) when granting access would hurt another s privacy; (d) to protect our rights and properties; or (e) where the request is frivolous or vexatious, or for other reasons.

 

         Access and portability. You may request that we provide you with a copy of your personal information held by us. This information will be provided without undue delay, subject to a potential fee associated with the gathering of the data (as permitted by law) unless such provision adversely affects the rights and freedoms of others. In certain circumstances, you may request to receive your personal information in a structured, commonly used, and machine-readable format and to have us transfer your personal information directly to another data controller.

 

         Erasure. You may request to erase your personal information, subject to applicable law. If you close your Envision Bookkeeping Account, we will mark your account in our database as Closed but will keep certain account information, including your request to erase it, in our database for some time as described above. This is necessary to deter fraud by ensuring that persons who try to commit fraud will not be able to avoid detection simply by closing their account, opening a new account, and complying with Envision Bookkeeping s legal obligations. However, if you close your account, your personal information will not be used by us for any other purposes nor shared with third parties, except as necessary to prevent fraud and assist law enforcement, as required by law, or by this Privacy Policy.

 

         Withdraw consent. To the extent that processing your personal information is based on your consent, you may withdraw your consent at any time. Your withdrawal will not affect the lawfulness of Envision Bookkeeping s processing based on consent before your departure.

 

         Restriction of processing. In some jurisdictions, applicable law may give you the right to restrict or object to us processing your personal information under certain circumstances. We may continue to process your personal information if it is necessary to defend legal claims or for any other exceptions permitted by applicable law.

 

         How to make a privacy request. You can request privacy rights about your personal information by contacting us at Andrew@envisiobookkeeping.net.

 

         How to complain if you believe that we have infringed your rights? We encourage you to contact us at Andrew@envisiobookkeeping.net.

 

 

 10. California Consumer Privacy Act

Some states have passed additional privacy laws for residents, which can be found below.

 

In addition to the rights provided above, the information contained in this section applies solely to those individuals who reside in the State of California. We adopt this notice to comply with the California Consumer Privacy Act of 2018 (CCPA), and any terms defined in the CCPA have the same meaning when used in this Policy. Effective January 1, 2020, under the California Consumer Privacy Act of 2018 ( CCPA ), California residents have certain rights about their personal information, subject to limited exceptions. Any terms defined in the CCPA have the same meaning when used in this California Privacy Rights section. For personal information collected by us during the preceding 12 months that is not otherwise subject to an exception, California residents have the right to access and delete their data. Envision Bookkeeping will not discriminate against those who exercise their rights. Specifically, if you exercise your rights, we will not deny you services, charge you different prices, or provide you with a different level or quality of services. Envision Bookkeeping does not sell or share your information in a manner that is contemplated by applicable California law. Should Envision Bookkeeping engage in any activities listed in this section, your ability to exercise, these rights will be available. You can exercise your rights by contacting us at andrew@envisiobookkeeping.net so that we may consider your request.

If you are a California resident, you may designate an authorized agent to make a request to access or a request to delete on your behalf. We will respond to your authorized agent s request if they submit proof that they are registered with the California Secretary of State to be able to act on your behalf or submit evidence you have provided them with power of attorney under the California Probate Code section 4000 to 4465. We may deny requests from authorized agents who do not submit proof that they have been authorized by you to act on their behalf or are unable to verify their identity.

 

11. Special Notice to Vermont Residents

Vermont residents have access to additional limits on sharing their personal information, subject to certain exceptions. Vermont law places other limitations on sharing information about Vermont residents so long as they remain residents of Vermont. By Vermont law, we will not share information we collect about Vermont residents with companies outside of Envision Bookkeeping except: (1) As permitted by law; (2) To companies that perform marketing or other services on our behalf; (3) Name, contact and transaction and experience information to other financial institutions with which we have joint marketing agreements; or (4) With the authorization or consent of the Vermont resident. We also will not share non-transactional information about Vermont residents received from others except with the authorization or consent of the Vermont resident.

 

12. Notification of Privacy Policy Changes

We reserve the right to update this Privacy Policy and will notify you if so; however, we encourage you to review this policy for the latest information regularly.

 

We may update this privacy policy to reflect changes to our information practices. If we make any material changes, we will notify you by email (sent to the email address specified in your account) or using a notice on this Site. We encourage you to periodically review this page for the latest information on our privacy policy. When we make changes to this Privacy Policy, we will revise the revision date at the top of the Privacy Policy.