How we collect, use, and protect your business and financial information.
Effective Date: May 21, 2026 · SmartBooks Pro, LLC
The short version: We collect only the financial and contact information needed to do your books. We never sell your data. Your financial information stays in QuickBooks Online (Intuit's platform) and is never shared without your permission. You own your data — always.
SmartBooks Pro, LLC is a professional bookkeeping firm owned and operated by Daniel Tsou, serving small business owners across the United States. We are the data controller for the personal and financial information described in this Policy.
Our services require access to sensitive financial information. We take that responsibility seriously and are committed to handling your data with the care and confidentiality it deserves.
This Privacy Policy applies to information collected through our website (smartbooksprous.com), our client questionnaire, and in the course of providing bookkeeping services.
| Category | Examples | Why we collect it |
|---|---|---|
| Identity & Contact | Name, email, phone, business name | Account setup, invoicing, communication |
| Business Profile | Entity type, industry, revenue range, transaction volume | Plan recommendation, service scoping |
| Financial Records | Bank statements, credit card statements, invoices, receipts, tax returns, payroll data | Bookkeeping and financial reporting |
| Account Access | QuickBooks Online read-only bank feed access | Transaction reconciliation |
| Payment Information | Invoice payment method (processed by QuickBooks Payments / Intuit) | Billing for services |
| Website Usage | Pages visited, browser type, IP address | Website performance (minimal, no ad tracking) |
We collect only what we need to deliver your services. We do not collect sensitive personal information such as Social Security Numbers beyond what QuickBooks requires for payroll, and we do not collect personal health information.
We use your information strictly to provide and improve our services:
We do not: sell your information, use it for advertising, share it with unrelated third parties, or use it for any purpose beyond delivering your bookkeeping services.
We do not sell, rent, or trade your personal or financial information. We share data only in these limited circumstances:
Your financial records are managed within QuickBooks Online, a platform operated by Intuit, Inc. By using our services, you acknowledge that your data is stored on Intuit's servers and governed by Intuit's Privacy Statement. We encourage you to review it.
Invoice payments are processed through QuickBooks Payments (Intuit). We do not store your full credit card or bank account numbers. Intuit's payment security standards and privacy practices apply.
We may disclose your information if required to do so by law, subpoena, court order, or government authority. Where permitted, we will notify you before complying.
In the unlikely event SmartBooks Pro, LLC is acquired, merged, or sold, client data may be transferred as part of that transaction. You will be notified of any such transfer and given the option to terminate your engagement.
We may share your information with your CPA, tax professional, or other advisors — but only with your prior written authorization.
Primary storage: Your financial data lives in QuickBooks Online (Intuit's cloud infrastructure), which uses bank-grade encryption and SOC 2 compliant security controls.
Document exchange: Documents shared via email or WhatsApp are stored in password-protected cloud storage accessible only to authorized personnel (Daniel Tsou).
Measures we take:
No system is 100% secure. While we take reasonable and industry-standard precautions, we cannot guarantee absolute protection against all security threats. If you suspect your account has been compromised, contact us immediately at smartbooksprollc@gmail.com.
We retain your financial records for a minimum of 7 years following the end of our engagement. This is consistent with IRS guidelines for business record retention and standard accounting practice.
Your contact information (name, email, phone) may be retained for up to 3 years after engagement ends for follow-up communications, unless you request deletion sooner.
Upon your written request, we will:
We may retain financial records as required by law even after a deletion request, but we will inform you of what we are required to keep and why.
Regardless of where you are located, you have the following rights with respect to your information:
To exercise any of these rights, email smartbooksprollc@gmail.com with "Privacy Request" in the subject line. We will respond within 30 days.
If you are a California resident, you have additional rights under the California Consumer Privacy Act. You have the right to know what personal information we collect, the right to delete it, and the right to opt out of the "sale" of personal information. We do not sell personal information. To submit a CCPA request, contact us at the email above.
Our website (smartbooksprous.com) is a static informational site. We use minimal web technologies and no advertising or behavioral tracking.
What we do use:
Because we use no persistent tracking cookies, we do not display a cookie consent banner. If this changes in the future, we will update this policy and add the required notice.
Our services are intended solely for business owners and professionals who are 18 years of age or older. We do not knowingly collect personal information from individuals under the age of 18.
If you believe we have inadvertently collected information from a minor, please contact us immediately at smartbooksprollc@gmail.com and we will delete it promptly.
Our website and communications may contain links to third-party platforms including:
This Privacy Policy applies only to SmartBooks Pro, LLC. When you click a link to a third-party site, their privacy policies govern your interaction. We are not responsible for the privacy practices of third-party websites and encourage you to review their policies before sharing personal information.
We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal obligations. When we make material changes, we will:
Your continued use of our services after the effective date of an updated policy constitutes your acceptance of the changes.
For privacy questions, data requests, or to report a concern about how your information is being handled, please reach out:
Email: smartbooksprollc@gmail.com
Subject line: "Privacy Request"
WhatsApp: (305) 495-7636
Website: smartbooksprous.com
Response time: within 30 days
This policy is available in English. For questions about our privacy practices in Spanish, contact us directly and we will be happy to assist: Esta política está disponible en inglés. Para preguntas sobre privacidad en español, contáctenos directamente.