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Privacy Policy

Effective Date: September 3, 2025
Last Updated: September 3, 2025

 

This Policy is intended for clients, prospective clients, website visitors, job applicants, and vendor contacts in the United States. It is not legal advice.

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Table of Contents

  • Who We Are

  • Scope

  • Information We Collect

  • How We Use Information

  • How We Disclose Information

  • Regulatory & Security Commitments

  • Data Retention

  • Your Privacy Choices & Rights

  • Cookies & Analytics

  • HIPAA Notice

  • International Data Transfers

  • Third-Party Links

  • Changes to This Policy

  • Contact Us

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Who We Are

Verity Accounting Solutions (“Verity,” “we,” “us,” or “our”) provides bookkeeping, accounting, payroll support, and HR consulting services. This Privacy Policy explains how we collect, use, disclose, and protect information in connection with our website and services (the “Services”).

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Scope

This Policy applies to information we process:

  • On our website and contact/booking forms;

  • Through discovery calls, proposals, onboarding, and service delivery;

  • Via integrations or files you authorize us to access (e.g., accounting, banking, payroll, HRIS).

 

When we process HR/payroll data or accounting records on behalf of our business clients, we act as a service provider/processor, and our client is the controller of that data. In those cases, our use of such data is governed by our contract with the client.

Information We Collect

A. From you

  • Identifiers & contact: name, email, phone, address, company, role, preferred language.

  • Business & financial: accounting records, transaction data, invoices, receipts, bank statements, reconciliations, payroll registers, benefits elections, time/attendance, W‑4/I‑9 statuses (as provided by client), EIN/TIN, and other documents you submit.

  • HR/people ops: handbooks, policies, job descriptions, candidate information (as provided by client), performance or investigation materials within defined scopes.

  • Communications: messages, meeting notes, recordings (if mutually agreed), and feedback.

  • Job applicants: résumé/CV, cover letter, work history, references, and similar.

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B. From third parties (with your authorization or our clients’ authorization)

  • Accounting platforms, payroll/HRIS, time tracking, banks/merchant processors, background or benefits vendors, cloud storage, analytics, and scheduling tools.

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C. From your device (website/app)

  • Technical data: IP address, device/browser type, pages visited, and similar usage data.

  • Cookies & similar technologies: for site functionality, analytics, and preferences (see “Cookies” below).

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We do not knowingly collect information from children under 13.

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How We Use Information

We use information to:

  • Provide, operate, and support the Services (bookkeeping, payroll support, HR consulting, reporting, audits, and client support);

  • Set up and maintain integrations per your instructions;

  • Communicate about proposals, engagements, updates, invoices, and security notices;

  • Comply with legal and regulatory obligations (e.g., recordkeeping, tax, fraud prevention);

  • Improve the Services and our website (quality assurance, troubleshooting, analytics);

  • Send optional updates or marketing (you can opt out anytime).

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If you are in the EEA/UK, our legal bases include contract performance, legitimate interests (e.g., security, service improvement), legal obligations, and consent where required.

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How We Disclose Information

We may disclose information to:

  • Vendors/service providers (cloud hosting, email, e‑signature, analytics, billing, storage, IT/security) under contracts that restrict their use to our instructions;

  • Professional advisors (attorneys, accountants, auditors) under confidentiality;

  • Parties in a business transaction (merger, acquisition) subject to safeguards;

  • Authorities when required by law or to protect rights, safety, and security;

  • Your authorized parties at your direction (e.g., CPA/EA, tax preparer, lender).

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We do not sell personal information and we do not share it for cross‑context behavioral/targeted advertising as those terms are defined under U.S. state privacy laws.

Regulatory & Security Commitments

  • We maintain a Written Information Security Program (WISP) with administrative, technical, and physical safeguards appropriate to the sensitivity of the data we handle.

  • Where applicable to the engagement, we follow the FTC Safeguards Rule (GLBA) and relevant IRS guidance (e.g., Publication 4557) for protecting taxpayer data.

  • Measures may include access controls/least privilege, encryption in transit and at rest (where feasible), MFA, vendor due diligence, secure transfer methods, logging/monitoring, and staff training.

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No system is 100% secure. If we learn of a security incident affecting your data, we will notify you consistent with applicable laws and our contractual commitments.

Data Retention

We retain records for as long as needed to provide the Services and meet legal, tax, and audit requirements. Typical retention is 7 years for accounting/engagement records, unless a longer period is required or permitted. We may anonymize data for analytics.

Your Privacy Choices & Rights

You can:

  • Opt out of marketing emails via the unsubscribe link;

  • Update your contact or account information by emailing us or through your client portal;

  • Control cookies via your browser settings and our cookie banner (where provided).

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U.S. state privacy laws (e.g., CA/CO/CT/UT/VA): Depending on your state and our role, you may have rights to access, correct, delete, or obtain a copy of certain personal information, and to opt out of sales/sharing (we don’t sell/share). To exercise rights, see “Contact Us.”

EEA/UK: You may have rights to access, rectify, erase, restrict, object, and portability. You may also lodge a complaint with your local data protection authority.

We will verify requests and may deny or limit them where we act as a service provider/processor (in which case we’ll direct you to our client/controller).

Cookies & Analytics

We use necessary cookies for site functionality and may use analytics cookies to understand website performance. You can adjust preferences via our cookie banner (where present) or your browser settings. “Do Not Track” signals are not honored at this time.

HIPAA Notice

We are not a HIPAA covered entity. If a client is a covered entity and our work involves PHI, we will enter into a Business Associate Agreement (BAA) and handle PHI in accordance with that BAA and applicable law.

International Data Transfers

We are U.S.-based. If we transfer personal information across borders, we will use appropriate safeguards (e.g., standard contractual clauses) where required.

Third-Party Links

Our website may link to third-party sites or services we don’t control. Their privacy practices are governed by their own policies.

Changes to This Policy

We may update this Policy from time to time. The “Last Updated” date shows the latest revision. Material changes will be highlighted on our website.

Contact Us

Questions or requests (including state/EEA/UK rights requests)?
Verity Accounting Solutions
Orlando, Florida, USA
Email: info@verityaccountingco.com
Spanish assistance: Envíos en español disponibles. Escríbanos indicando su preferencia por español.


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Contact info@verityaccountingco.com.

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