Privacy Policy

For VirtuBooks 360

Bookkeeping Services

Last Updated: June 01, 2025

 

At VirtuBooks 360, we respect your concerns about privacy and value the trust you place in us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal and financial information when you engage with our bookkeeping services, whether you are a current client, a prospective client, or simply browsing our website. Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it.

Information We Collect

We collect various types of information to provide and improve our bookkeeping services. The types of information we collect include:

  • Personal Identification Information: Name, address, telephone number, email address, business name, and other contact details.

  • Financial Information: Bank account details, credit card information, invoices, receipts, payroll data, tax identification numbers, and other documentation necessary for bookkeeping purposes.

  • Business Information: Business registration documents, contracts, vendor and customer lists, and other relevant business records.

  • Technical Information: IP addresses, browser type, device identifiers, and browsing activity on our website.

  • Communications: Records of correspondence, feedback, and other interactions between you and our team.

How We Collect Information

We collect information in several ways, including:

  • Directly from You: When you register as a client, request a quote, fill out forms, communicate with us via email or phone, or otherwise provide us with information.

  • Automatically: When you use our website, certain technical information may be collected through cookies and similar tracking technologies.

  • From Third Parties: We may receive information from your bank, accountant, or other authorized representatives, provided you have given them permission to share such information with us.

How We Use Your Information

Your information is used only for purposes directly related to the provision of bookkeeping services. We may use your information to:

  • Provide, operate, and maintain our bookkeeping and related services.

  • Process payments and manage billing.

  • Prepare financial statements, reports, and regulatory filings.

  • Communicate with you about your account, service updates, or inquiries.

  • Comply with legal, regulatory, and contractual obligations.

  • Improve our services and customer experience.

  • Conduct internal audits, quality assurance, and risk assessments.

  • Detect, prevent, and address fraud or unauthorized activities.

We do not sell or rent your personal information to third parties.

Disclosure of Your Information

We understand the confidential nature of the information you entrust to us. We do not sell or rent your personal or financial information. Your information may be disclosed only in the following circumstances:

  • With Your Consent: We may share your information with third parties if you have given us explicit permission.

  • Service Providers: We may engage trusted third-party service providers who assist us with IT support, payment processing, data storage, or other business functions. These providers are contractually obligated to safeguard your information.

  • Legal Compliance: We may disclose information as required by law, court order, or governmental regulation, or to protect the rights, property, or safety of VirtuBooks, our clients, or others.

  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction and subject to the promises made in this policy.

Data Security

We take the security of your data seriously and employ industry-standard measures to protect your information from loss, misuse, unauthorized access, disclosure, alteration, or destruction. Our security measures include:

  • Secure servers and encrypted databases for data storage.

  • Password-protected systems and restricted access to sensitive information.

  • Regular monitoring and auditing of our IT infrastructure.

  • Employee training on data privacy and security protocols.

  • Secure disposal of physical and electronic records when no longer needed.

Nevertheless, please be aware that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security. We encourage you to use strong passwords and notify us immediately of any suspicious activity.

Retention of Information

We retain your information only as long as necessary to fulfill the purposes for which it was collected, comply with legal and regulatory requirements, resolve disputes, and enforce our agreements. When your data is no longer needed, it is securely destroyed or anonymized.

Your Rights and Choices

Depending on your location and applicable laws, you may have certain rights regarding your personal information, including:

  • The right to access, correct, or update your information.

  • The right to request the deletion of your information, subject to applicable retention laws.

  • The right to withdraw consent to data processing, where consent is the legal basis.

  • The right to object to or restrict certain forms of data processing.

  • The right to data portability, allowing you to obtain and reuse your information for your own purposes.

To exercise your rights, please contact us. We will respond to your request within a reasonable timeframe and in accordance with applicable laws.

Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your experience, analyze website traffic, and support our marketing efforts. You can manage your cookie preferences through your browser settings.

Children’s Privacy

Our services are intended for businesses and adults. We do not knowingly collect information from children under the age of 13. If you believe that a child has provided us with personal information, please contact us, and we will promptly remove such information.

Third-Party Links

Our website may contain links to other websites or services operated by third parties. We are not responsible for the privacy practices or content of such third-party sites. We recommend that you review the privacy policies of those websites before providing any information.

Communications & Marketing

With your permission, we may send you educational resources and newsletters, service updates and promotional offers. You can opt out of marketing emails at any time by clicking “unsubscribe” or contacting us directly.

International Data Transfers

If you are located outside of the country, your information may be transferred across international borders. We will take reasonable steps to ensure that your information is treated securely and in compliance with this Privacy Policy and applicable data protection laws.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. We will notify you of any material changes to this policy by posting the updated version on our website and updating the effective date.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at the email address or business address provided on our website.

Thank you for trusting VirtuBooks 360 with your bookkeeping needs. We are committed to protecting your privacy and handling your information with care, professionalism, integrity, and confidentiality.