Last Updated: January 8, 2025
Assurna Privacy Policy
Assurna, Inc. ("Assurna," "we," "us," or "our") provides comprehensive financial services including bookkeeping, tax preparation and planning, CFO advisory services, and related business support services (collectively, our "Services"). This Privacy Policy describes how we collect, use, and protect personal information in connection with marketing our Services, delivering Services to our clients, and operating our business.
We provide Services exclusively to business entities and organizations, not to individual consumers. When we process personal information about an individual ("you"), it is either (a) for the purpose of marketing to or communicating with the organization that employs you or with which you are associated, or (b) in connection with providing Services to that organization. We do not knowingly collect or process information from individuals under the age of sixteen.
If you are applying for a position with Assurna, please refer to our Job Applicant Privacy Notice for information specific to employment candidates.
For questions about this Privacy Policy or to exercise your privacy rights, please contact us at privacy@assurna.com.
Privacy Policy Contents
Information for Prospective Clients
This section applies if you have visited our website, attended an Assurna event, requested information about our Services, been referred to us, or are in the process of engaging Assurna on behalf of your organization.
Personal Information We Collect
Contact and Professional Information
Examples: Name, business email address, business phone number, job title, company name, industry
Sources: Directly from you via website forms, email communications, phone calls, events, or through business referrals and lead generation partners
Business Information
Examples: Company size, revenue range, monthly expenses, current accounting software, business challenges, service interests
Sources: Information you provide during consultations, needs assessments, or through website forms
Website Usage Information
Examples: IP address, browser type, device information, pages visited, time spent on pages, referring website, cookies and similar technologies
Sources: Automatically collected when you visit our website through cookies, analytics tools, and server logs
Communication Records
Examples: Email correspondence, chat transcripts, call recordings (with notice), meeting notes
Sources: Your communications with our sales and customer success teams
How We Use This Information
- Responding to your inquiries and providing information about our Services
- Conducting needs assessments and preparing service proposals
- Communicating with you about our Services, including marketing communications
- Improving our website, marketing materials, and sales processes
- Analyzing website traffic and user behavior to enhance user experience
- Complying with legal obligations and protecting our business interests
Retention Period
We retain prospective client information for as long as necessary to pursue business opportunities and comply with legal requirements. Typically, we retain this information for up to three years from our last interaction with you, unless you request deletion or we are required to retain it longer for legal or regulatory purposes.
Information for Current Clients
This section applies if your organization has engaged Assurna to provide bookkeeping, tax, CFO, or other financial services.
Types of Data We Process
Client Financial Data
Financial information necessary to provide our Services, including:
- Bank and credit card transactions, account balances
- Invoices, receipts, bills, and payment records
- Payroll information and employee compensation data
- Tax documents and filings
- Financial statements, budgets, and forecasts
- Vendor and customer information necessary for bookkeeping
Sources: Provided by you, imported from your accounting software, financial institutions, and payment processors
Account and Administrative Data
Examples: Account credentials, user access permissions, service preferences, billing information, contract terms, support tickets
Sources: Provided during onboarding and account setup, or collected during service delivery
Communication and Support Data
Examples: Email correspondence, chat messages, phone call recordings, meeting notes, support requests, feedback
Sources: Your communications with our service teams
Platform Usage Data
Examples: Login activity, feature usage, report generation, document uploads, system interactions
Sources: Automatically collected through our service platform
How We Use Client Data
- Providing bookkeeping, tax preparation, CFO advisory, and related Services
- Maintaining accurate financial records and generating reports
- Preparing and filing tax returns and other regulatory documents
- Communicating with you about your account and our Services
- Processing payments and managing billing
- Providing customer support and responding to inquiries
- Improving our Services, platform, and processes
- Detecting and preventing fraud or unauthorized access
- Complying with legal and regulatory obligations
Data Retention for Clients
We retain client data for as long as necessary to provide Services and comply with professional and legal obligations. Financial records are typically retained for seven years after the end of our service relationship, consistent with accounting industry standards and tax regulations. Some data may be retained longer if required by law or for legitimate business purposes such as dispute resolution.
General Privacy Practices
Information Sharing and Disclosure
We do not sell personal information. We may share personal information with the following categories of third parties:
Service Providers
Cloud hosting providers, accounting software platforms, payment processors, communication tools, analytics services, and other vendors that help us deliver our Services
Professional Service Providers
Tax professionals, auditors, legal counsel, and other professional advisors when necessary to provide Services or protect our interests
Government and Regulatory Authorities
Tax authorities, regulatory agencies, and law enforcement when required by law or to comply with legal process
Business Transaction Parties
In connection with a merger, acquisition, sale of assets, or other business transaction
Data Security
We implement appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access controls, secure data storage, regular security assessments, and employee training. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Call Recording
We may record phone calls with clients and prospective clients for quality assurance, training, and record-keeping purposes. You will be notified at the beginning of any recorded call.
Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance user experience, analyze website traffic, and support marketing efforts. You can control cookie preferences through your browser settings, though some features may not function properly if cookies are disabled.
Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies.
International Data Transfers
Our Services are provided from the United States. If you are located outside the United States, your information will be transferred to and processed in the United States, which may have different data protection laws than your jurisdiction.
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a revised "Last Updated" date. Material changes will be communicated to current clients via email or through our service platform.
Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
Access
Request access to the personal information we hold about you
Correction
Request correction of inaccurate or incomplete personal information
Deletion
Request deletion of your personal information, subject to legal and contractual retention requirements
Opt-Out
Opt out of marketing communications by using the unsubscribe link in our emails or contacting us directly
Data Portability (where applicable)
Request a copy of your personal information in a structured, commonly used format
Restriction of Processing (where applicable)
Request restriction of how we process your personal information in certain circumstances
Please note that these rights are subject to limitations and exceptions under applicable law. For example, we may need to retain certain information to comply with legal obligations, complete transactions, or fulfill our contractual commitments.
California Residents
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, use, and disclose, and the right to request deletion of your personal information. We do not sell personal information as defined by the CCPA.
Virginia and Other State Residents
Residents of Virginia and other states with comprehensive privacy laws may have similar rights. Please contact us to exercise your rights under applicable state law.
Contact Information
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your personal information, please contact us:
Assurna, Inc.
Email: privacy@assurna.com
We will respond to your request within a reasonable timeframe as required by applicable law, typically within 30-45 days.
This Privacy Policy is effective as of the date listed above and applies to all personal information processed by Assurna, Inc. in connection with our Services and business operations.