Effective Date: November 25, 2024 Last Updated: November 25, 2024
Introduction
Trilink Collaborative LLC (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our accounting, bookkeeping, business automation, and consulting services, or visit our website.
As a professional accounting services provider, we adhere to the confidentiality requirements established by the American Institute of Certified Public Accountants (AICPA) and comply with applicable federal regulations, including the Gramm-Leach-Bliley Act (GLBA).
Quick Links:
Information We Collect
Information You Provide
Contact Information: Name, email address, phone number, and mailing address.
Business Information: Company name, industry, business structure, number of employees, and transaction volumes.
Financial Records: When providing accounting services, we access and process financial data including bank statements, invoices, payroll records, tax documents, and accounting system data. This information is provided by you or accessed through systems you authorize.
Account Credentials: Login information for accounting software and integrated systems that you authorize us to access on your behalf.
Information Collected Automatically
Website Usage Data: IP address, browser type, pages visited, time spent on pages, and referring URLs.
Cookies and Analytics: We use Google Analytics and similar tools to understand how visitors use our website. See Cookies & Analytics for more details.
Information from Third Parties
When you authorize integrations with third-party services (QuickBooks, payroll providers, e-commerce platforms), we may receive transaction data, account information, and other business data necessary to provide our services.
How We Use Your Information
We use your information to:
- Provide Services: Deliver accounting, bookkeeping, payroll, automation, and consulting services as outlined in your engagement agreement
- Process Transactions: Record, categorize, and reconcile financial transactions on your behalf
- Communicate: Respond to inquiries, provide service updates, and send important notices about your account
- Improve Services: Analyze usage patterns to enhance our service delivery and develop new offerings
- Comply with Legal Obligations: Meet regulatory requirements, respond to legal requests, and maintain required records
- Protect Against Fraud: Detect and prevent unauthorized access, fraud, and other illegal activities
We do not use your financial data for marketing purposes or share it with third parties for their marketing use.
Information Sharing & Disclosure
We Do Not Sell Your Information
We never sell, rent, or trade your personal or business information to third parties.
Limited Sharing for Service Delivery
We may share information with:
Service Providers: Third-party vendors who assist in delivering our services (e.g., cloud hosting, secure document storage) under strict confidentiality agreements.
Professional Advisors: Your accountant, attorney, or other professionals when you direct us to do so.
Regulatory Bodies: Government agencies, tax authorities, or professional bodies when required by law or professional standards.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, who will be bound by this Privacy Policy.
Legal Requirements
We may disclose information when we believe in good faith that disclosure is necessary to:
- Comply with applicable law or legal process
- Protect our rights, property, or safety
- Respond to claims that content violates third-party rights
- Protect against legal liability
Third-Party Integrations
Our services often involve integrating with third-party software platforms. When you authorize these connections, data flows between systems as necessary to provide our services.
Common Integrations Include:
Accounting Software: QuickBooks Online, QuickBooks Desktop
Payroll Providers: Gusto, ADP, and similar services
E-Commerce Platforms: Shopify, WooCommerce, and similar platforms
Payment Processors: Stripe, Square, PayPal
Banking Services: Direct bank feeds and connections
Your Responsibilities
When authorizing integrations:
- You are responsible for reviewing and accepting the privacy policies of third-party services
- We access only the data necessary to provide our services
- You may revoke integration access at any time by notifying us
- Third-party services have their own data practices; we are not responsible for their handling of your data outside our engagement
Data Security
We implement comprehensive security measures to protect your information:
Technical Safeguards:
- Encryption of data in transit (TLS/SSL) and at rest
- Secure, access-controlled cloud infrastructure
- Regular security assessments and updates
- Multi-factor authentication for system access
Administrative Safeguards:
- Employee confidentiality agreements and training
- Role-based access controls (need-to-know basis)
- Regular review of access permissions
- Incident response procedures
Physical Safeguards:
- Secure facilities for any physical records
- Proper disposal of sensitive documents
While we implement robust security measures, no system is completely secure. We promptly investigate and respond to any suspected security incidents.
Data Retention
Financial Records: We retain accounting records and supporting documentation for a minimum of seven (7) years, as required by IRS regulations and professional standards. Specific retention periods may be longer based on applicable state laws or your industry requirements.
Client Relationship Data: Contact information and engagement records are retained for the duration of our business relationship and for a reasonable period thereafter to address any questions or issues that may arise.
Website Data: Analytics and usage data is retained according to our analytics provider’s policies, typically 26 months.
Deletion Requests: You may request deletion of your personal information, subject to our legal and professional obligations to retain certain records. We will inform you if we cannot fulfill a deletion request and explain why.
Your Rights
You have the right to:
Access: Request a copy of the personal information we hold about you.
Correction: Request that we correct inaccurate or incomplete information.
Deletion: Request deletion of your personal information, subject to legal retention requirements.
Opt-Out: Unsubscribe from marketing communications at any time.
Portability: Receive your data in a commonly used format upon request.
Withdraw Consent: Revoke authorization for third-party integrations or specific data uses.
To exercise these rights, contact us at info@trilinkaccounting.com or +1 (214) 207-0330.
Cookies & Website Analytics
Cookies We Use
Essential Cookies: Required for website functionality (session management, security).
Analytics Cookies: Google Analytics helps us understand website usage. These cookies collect anonymous information about how visitors use our site.
Managing Cookies
Most browsers allow you to control cookies through settings. Note that disabling certain cookies may affect website functionality.
Do Not Track
We do not currently respond to “Do Not Track” browser signals, as there is no industry standard for compliance.
California Privacy Rights (CCPA)
California residents have additional rights under the California Consumer Privacy Act (CCPA):
- Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected
- Right to Delete: Request deletion of personal information, subject to certain exceptions
- Right to Opt-Out: We do not sell personal information, so this right does not apply
- Non-Discrimination: We will not discriminate against you for exercising your CCPA rights
To submit a request, contact us at info@trilinkaccounting.com. We will verify your identity before processing requests.
Children’s Privacy
Our services are designed for businesses and are not directed at individuals under 13 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy periodically. Material changes will be communicated via email to active clients and posted on our website with an updated effective date. Your continued use of our services after changes constitutes acceptance of the updated policy.
Contact Us
For questions about this Privacy Policy or our data practices:
Trilink Collaborative LLC 2904 Wycliff Ave., Dallas, TX 75219 Email: info@trilinkaccounting.com Phone: +1 (214) 207-0330