Privacy policy. What we collect, and why.

1. Who we are

Remote Bookkeepers LLC (“Remote Bookkeepers”, “we”, “us”) provides remote bookkeeping, payroll and tax services to small businesses across the US, working inside our clients’ own accounting software, such as QuickBooks Online or Xero.

This policy covers remotebookkeepersllc.com and the information you share with us through it, by email or by phone. If you become a client, our written agreement with you may add terms about how we handle your records. Where the two differ, that agreement applies.

This website is meant for business owners. It is not aimed at children under 13, and we do not knowingly collect their information.

2. What we collect

We only collect what you choose to send us. Depending on how you get in touch, that is:

Contact form

Your name, business name and email (required). If you choose to add them: phone, website, industry, accounting software, monthly transactions, current bookkeeping status, the service you need and anything else you write.

Free books review form

Your name, business name and email (required). If you choose to add them: phone, what you need, your accounting software and anything else you write.

Email and phone

Whatever you tell us, and the email address or phone number you contact us from.

Your books

Only if you ask for a free books review or become a client. When you add us as your accountant in QuickBooks Online, Xero or other accounting software, we can see the records in that file: transactions, accounts, customers, vendors and, where relevant, payroll details.

There are no accounts to sign up for on this website, and it never asks for payment details. Like most websites, the service that hosts it may keep standard server logs (such as IP address, browser type, the page requested and the time) to keep the site running and secure.

3. How the forms on this site work

When you press submit, the form sends your answers over a secure connection to this website, which emails them to us at hello@remotebookkeepersllc.com. The website does not keep a copy of your answers. To stop spam, it counts how many forms each connection sends, using a scrambled version of the IP address that expires after an hour.

The answers are sent by email from this website; no third-party form service is involved.

Along with your answers, the forms send a short note on how you found us: the page you first landed on, the website that sent you (if any), any campaign tags in the link (such as utm_source), and the page you sent the form from. Your browser keeps this note for up to 90 days so we can see which pages help people find us. It never includes your browsing history on other sites.

4. How we use it

We use your information to:

• reply to your enquiry, within one business day;
• prepare a quote and agree the scope of any work;
• carry out your free books review and send you the written findings;
• provide the services you engage us for, such as bookkeeping, payroll, tax preparation and reporting;
• send you messages about that work, such as questions, reports and reminders;
• keep the records that tax and accounting rules require of us.

We will not add you to a marketing list without asking first.

5. Who we share it with

We do not sell or rent your information, and we do not share it for advertising. We share it only when the work needs it or the law requires it:

• with the services we use to do the work, such as our email provider and the accounting, payroll and tax software involved in your engagement (each has its own privacy terms);
• with tax agencies and other government bodies, when we file on your behalf as part of the services you engage us for;
• when the law requires it, for example in response to a valid legal request.

Outside those cases, we do not share your data with anyone.

6. Access to your accounting software

You add us as your accountant, using our company email, hello@remotebookkeepersllc.com, from inside your own QuickBooks Online, Xero or other accounting software. For a free books review we only read the file. We do not edit, delete or reconcile anything during the review. Ongoing monthly work uses the same access to make entries. You can remove us at any time from your own user settings.

• You never need to share your password. Access works through the accountant or user invite built into your accounting software.
• Your books stay in your own accounting system. We copy out only what a piece of work needs, such as the figures for a tax return or a payroll filing.
• You can remove our access at any time, from your own user settings.
• We treat everything we see as confidential and follow professional confidentiality standards.

If you decide not to go ahead after your free review, remove our access, or tell us and we will walk you through it.

7. Cookies and analytics

We use two analytics tools to count visits and see which pages are useful. Neither is used for advertising, and we do not sell or share what they record.

• Burst Statistics runs on our own website. It sets a cookie named burst_uid that lasts up to 30 days, and the visit data stays in our website.
• Google Analytics, added through Google Site Kit, sets cookies such as _ga that can last up to 2 years. Google processes this data under its own privacy policy.

Our hosting provider’s security service may also set a short-lived cookie to check that a visitor is a person and not an automated program.

Google Analytics also records a few actions on this site, such as a form being sent or a booking, phone or email link being clicked, so we can tell which pages lead to a conversation. There are no advertising or social media trackers on this site. You can block or delete cookies in your browser settings at any time, browse in a private window, or install Google’s opt-out add-on for Google Analytics at tools.google.com/dlpage/gaoptout. The site works the same either way.

The pages load their typefaces from Google Fonts. To deliver them, your browser sends Google a standard request that includes your IP address. Google says these font requests do not use cookies, and Google’s own privacy policy covers them.

8. How long we keep it

• Enquiries that do not lead to work: only as long as we need to reply and follow up. Ask, and we delete them sooner.
• Free books review findings: your copy is yours to keep. We keep ours only while it is useful for a follow-up conversation, unless you ask us to delete it.
• Client records: for as long as we work together, and afterwards for as long as tax and accounting rules require us to keep them.

Your books themselves stay in your own QuickBooks or Xero file, which you control.

9. Keeping it safe

We work inside your own accounting file wherever we can, on the least access that does the job, and copy out only what the work needs. No way of sending or storing information is perfectly secure, so we cannot promise absolute security, but we take care with everything you share.

10. Your choices

You can ask us at any time to:

• tell you what information we hold about you;
• correct anything that is wrong;
• delete your information, unless the law requires us to keep it;
• stop contacting you.

Email hello@remotebookkeepersllc.com with your request. We reply within one business day and act on it as quickly as we can. Some states give their residents specific privacy rights; wherever you live, we treat a reasonable request the same way.

11. Changes to this policy

If we change how we handle information, we will update this page and the date at the top. The version on this page is the one that applies.

We handle your information under applicable US federal and state law. Our terms of use cover the rest of your use of this website.