Privacy Policy

Last updated: September 2025

At Modern Ledger, we are committed to protecting your privacy and ensuring the security of your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our bookkeeping services or visit our website.

Information We Collect

Personal Information

We collect personal information that you provide directly to us, including:

• Name, email address, and phone number
• Business information (company name, address, tax ID)
• Financial information necessary for bookkeeping services
• Payment information for service fees

Financial Information

As a bookkeeping service provider, we handle sensitive financial data including:

• Bank account information and transaction records
• Tax documents and identification numbers
• Financial statements and accounting records
• Payroll and employee information

Automatically Collected Information

When you visit our website, we automatically collect:

• IP address and location information
• Browser type and version
• Pages visited and time spent on our site
• Referral sources

How We Use Your Information

We use the information we collect to:

• Provide professional bookkeeping and accounting services
• Process payments and maintain billing records
• Communicate with you about your account and services
• Send important updates about tax deadlines and compliance
• Improve our services and website functionality
• Comply with legal and regulatory requirements
• Protect against fraud and unauthorized access

Data Security and Protection

Encryption and Secure Transmission

All data transmission between your devices and our systems is encrypted using industry-standard SSL/TLS protocols. We maintain HTTPS encryption across all our services and communications.

Data Storage and Access Controls

Your financial data is stored on secure, encrypted servers with:

• 256-bit AES encryption at rest
• Multi-factor authentication for all staff access
• Role-based access controls limiting data access
• Regular security audits and penetration testing
• Secure backup systems with encryption

Confidentiality Agreements

All Modern Ledger employees and contractors sign comprehensive confidentiality agreements and undergo background checks. We maintain strict confidentiality protocols to protect your sensitive financial information.

Data Retention

We retain your financial records according to IRS guidelines (typically 7 years) and Texas state requirements. Personal information is retained only as long as necessary for business purposes or legal compliance.

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

Service Providers

We may share information with trusted third-party service providers who assist us in operating our business, such as:

• Secure cloud storage providers (encrypted and compliant)
• Accounting software platforms (with data protection agreements)
• Payment processors (PCI DSS compliant)
• Tax preparation services (when authorized)

Legal Requirements

We may disclose information when required by law, including:

• Response to subpoenas or court orders
• Compliance with tax authorities (IRS, Texas Comptroller)
• Prevention of fraud or illegal activities
• Protection of our rights and safety

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections outlined in this policy.

Your Rights and Choices

Access and Correction

You have the right to:

• Access your personal and financial information
• Request corrections to inaccurate data
• Receive copies of your data in a portable format
• Request deletion of your information (subject to legal requirements)

Communication Preferences

You can opt out of marketing communications at any time by contacting us. Service-related communications (tax reminders, billing) cannot be opted out of while you are a client.

Cookie Controls

You can control cookie preferences through your browser settings or our cookie consent banner. Essential cookies for security and service functionality cannot be disabled.

Third-Party Services

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

International Data Transfers

Your data is primarily stored in the United States. If you are located outside the US, please be aware that your information may be transferred to, processed, and stored in the US, which may have different data protection laws than your jurisdiction.

Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will promptly delete it.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of any material changes by email or through a prominent notice on our website.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

This privacy policy is governed by Texas law and the Gramm-Leach-Bliley Act (GLBA) for financial institutions.