Privacy Policy — Instant Bookkeeper

This page is maintained by Instant Bookkeeper Inc ("we", "us", "our") to explain how we handle information collected through our website and client portal at instantbookkeeper.com. It applies to visitors, prospective clients, and engaged clients using the portal.

1. Information we collect

We collect only what we need to deliver bookkeeping and tax services:

Account details — name, email, phone, business name, role.
Financial records you share — invoices, bills, statements, receipts, and documents you upload to the portal.
Integration data — when you connect Plaid, QuickBooks Online, Jobber, or Stripe, we receive transactions, balances, customers, invoices, and payments needed to keep your books.
Tax identifiers — TINs/EINs collected on W-9s are encrypted at rest.
Communications — emails and messages you send us through the portal or shared inbox.
Site telemetry — standard server logs and privacy-respecting analytics (pages viewed, referrers) to keep the site healthy.

2. How we use information

To provide bookkeeping, tax preparation, filing, and advisory services engaged with you.
To operate the client portal, deadlines, tasks, and communications features.
To send transactional email (invites, filing signature requests, notifications).
To meet legal, tax, and professional recordkeeping obligations.

We do not sell your information, and we do not use client financial data for advertising.

3. How data is stored and protected

Data is stored on managed cloud infrastructure with encryption in transit (TLS) and at rest.
Row-level access controls scope client data to authorized staff and the client's own portal users.
Multi-factor authentication (TOTP) is available and enforced for admin and staff accounts.
Bank credentials are never seen by us — Plaid holds the credentials and returns tokens we store encrypted.
Access is logged and reviewed.

4. Service providers (subprocessors)

We use vetted providers to operate the service. Current providers include:

Supabase — application database, auth, and storage.
Cloudflare — hosting and edge delivery.
Plaid — bank account connections.
Intuit (QuickBooks Online) — accounting data migration/sync when you connect QBO.
Jobber — customer/invoice sync when you connect Jobber.
Stripe — payment processing (client-owned Stripe accounts on a bring-your-own-key basis).
Resend / Lovable email — transactional email delivery.
Google — optional Sign in with Google.

5. Data retention

We retain client financial records for the period required by IRS, New York State, and applicable professional standards (generally seven years after the tax period they relate to), and longer where a specific engagement or law requires. Portal accounts and messages remain until an engagement ends; you may request export or deletion of records not required to be retained.

6. Your choices and rights

Access, correct, or export your data — email us and we'll respond within 30 days.
Delete data not subject to a legal retention requirement.
Disconnect any integration (Plaid, QBO, Jobber, Stripe) from the portal at any time.
Manage two-factor authentication under Security in the portal.

7. Cookies

We use only essential cookies required to keep you signed in and to remember interface preferences. We do not use third-party advertising or cross-site tracking cookies.

8. Children

The service is intended for businesses and their authorized representatives. It is not directed to children under 13.

9. Changes to this policy

We'll update this page when practices change and revise the "Last updated" date above. Material changes will be communicated to engaged clients by email or portal notice.

10. Contact

Instant Bookkeeper Inc
55 Old Turnpike Rd Ste 212, Nanuet, NY 10954
(845) 554-5542
info@instantbookkeeper.com