Privacy Policy

Privacy Policy
Last Updated: October 27, 2025

At 131 Agency LLC, the security and confidentiality of your business and personal financial data are our highest priority. This policy explains what information we collect, how we use it, and how we protect it.

1. The Information We Collect
We collect only the Non-Public Personal Information (NPI) necessary to provide our QuickBooks Online Bookkeeping and Tax Preparation Services as outlined in your engagement letter.

Identifiers & Contact Data: Name, business name, address, phone number, email address, and unique client ID.

Financial & Tax Data: Social Security Numbers (SSNs), Employer Identification Numbers (EINs), income statements, bank account numbers, credit card data, investment records, payroll information, and all transaction data within QuickBooks Online.

Usage Data: Information collected automatically when you visit our website (e.g., IP address, browser type, pages viewed).

2. How We Collect Your Information
We collect data primarily through secure, authorized channels:

Directly From You: During initial consultation, through secure client portals, and via documents you upload for tax and bookkeeping services.

Via QuickBooks Online (QBO): We access your QBO account solely for the purpose of providing the contracted bookkeeping and advisory services.

From Third Parties: With your express consent, we may receive data from financial institutions, prior accountants, or payroll providers for tax reconciliation.

3. How We Use and Process Your Data
Your information is used exclusively to deliver the services you have engaged us for:

Service Delivery: To perform daily bookkeeping, monthly reconciliation, and generate accurate financial reports from QBO.

Compliance: To accurately prepare and file federal, state, and local tax returns and comply with all legal and professional requirements.

Communication: To contact you regarding service updates, deadlines, and required documentation.

4. Disclosure and Sharing of Your Information
We do not sell, rent, or trade your NPI to any third party for marketing purposes.

We only share your information under the following limited circumstances:

Service Providers: With third-party vendors (e.g., secure payment processors, encrypted file storage systems) who are under strict confidentiality agreements and only process data on our behalf.

Legal Obligation: When required by a valid and enforceable subpoena, court order, or governmental regulation (e.g., to the IRS).

Client Consent: With your explicit, written permission (e.g., sharing your return with your attorney or banker).

5. Data Security and Retention
A. Safeguards: We adhere to professional standards (including those from the IRS and relevant accounting bodies) by implementing robust administrative, technical, and physical safeguards. This includes:

Encrypted storage and secure portals.

Multi-Factor Authentication (MFA) requirements for all staff accessing NPI.

Restricted employee access based on the "need-to-know" principle.

B. Data Retention: We retain your tax and financial records for the minimum period required by law (generally seven years for tax documents) and professional regulations. Once the required retention period expires, data is securely and permanently disposed of.