Introduction & Contact Information
Effective Date: [October 23, 2025]
At Cobb Accounting Firm, we are deeply committed to protecting the privacy and security of your personal and financial information. This Privacy Policy outlines the types of data we collect, how we use it, and the steps we take to safeguard your information when you interact with our website and utilize our bookkeeping services.
Contact Details for Privacy Inquiries
Company Name: Cobb Accounting Firm
Email: support@cobbaccountingfirm.com
Phone: (864) 558-8595
Information We Collect
We must separate data collected from website visitors (less sensitive) from data collected from actual clients (highly sensitive).
A. Information Collected via Website (Visitors)
Identifiers: Name and email address (when you fill out the contact form or request a quote).
Usage Data: IP address, browser type, pages visited, and time spent on our site (collected via website analytics, like Google Analytics).
Cookies: We use cookies to improve your user experience and track website performance. You can manage cookie preferences in your browser settings.
B. Information Collected from Clients (Highly Sensitive)
Client Identifiers: Full legal name, business name, physical address, phone number, and email.
Financial Data: Bank account numbers, credit card statements, transaction histories, merchant account details (e.g., Stripe, PayPal), and payroll information.
Tax Data: Employer Identification Number (EIN), Social Security Numbers (SSN), sales tax IDs, and prior tax returns.
Third-Party Credentials: Secure (encrypted) access credentials for your accounting software (QuickBooks Online, Xero) and relevant financial institutions (banks, credit cards).
How We Use Your Information
We use your data strictly for the purposes described.
To Provide Services: The primary reason is to perform the bookkeeping, clean-up, accounts payable/receivable management, and other services defined in our Engagement Letter.
To Communicate: To respond to your inquiries, send you reports, and communicate about your account status.
For Legal Compliance: To comply with all applicable tax laws, governmental regulations, and legal processes.
To Maintain Security: To monitor and prevent fraudulent activity and unauthorized access to your records.
Disclosure and Sharing of Your Information
As a bookkeeping firm, data sharing must be transparent and limited.
Service Providers: We share necessary data with third-party vendors who assist in our services (e.g., QuickBooks Online platform, secure file-sharing portals, client portals, and payroll services). These partners are bound by confidentiality agreements.
Legal Requirements: We will disclose your information when required to do so by law, court order, or subpoena.
At Your Direction: We will share your information with your tax preparer, CPA, or other designated financial professional only with your explicit written consent.
We DO NOT sell, rent, or trade client or visitor data to third parties for marketing or advertising purposes.
Data Security and Retention
This is a trust-building section for a financial service.
Security Measures: We implement industry-standard security measures, including encryption (for data in transit and at rest), two-factor authentication (2FA) for all sensitive systems, and physical security measures for any paper files.
Retention: We retain client data only for as long as necessary to fulfill the services requested and to meet legal, accounting, and reporting requirements (typically 7 years to comply with IRS record-keeping standards).
Your Privacy Rights
This section ensures the client knows they maintain control over their data.
You have the right to request access to the personal data we hold about you.
You have the right to request correction of any inaccurate information.
You may withdraw consent for us to use or share your data (outside of legally required retention) by contacting us at the email provided above.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the “Effective Date” at the top. We encourage you to review this Policy periodically.