Protecting Your Privacy, Securing Your Future

Effective Date: 3/01/2026

Last Updated: 3/16/2026

At DataFloFlex, we are committed to protecting the confidentiality of your financial data. This policy explains how we collect, use, and safeguard your information through our website and bookkeeping services using QuickBooks Online (QBO).

For purposes of this Agreement, “Site” refers to the Company’s website, which can be accessed at Datafloflex.com 

“Service” refers to the Company’s services accessed via the Site, in which users can obtain bookkeeping services. 

The terms “we,” “us,” and “our” refer to the Company.

“You” refers to you, as a user of our Site or our Service. 

By accessing our Site or our Service, you accept our Privacy Policy and Terms of Use (found here: Terms and Conditions and you consent to our collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.

1. Information We Collect

We collect non-personal, personal and business information necessary to provide basic contact and professional bookkeeping services, including:

1.1 Information You Provide

• Contact Information: Name, email, phone number, and mailing address entered on our website Datafloflex.com to activate service.
• Financial Data: Bank statements, expense receipts, tax identifiers (SSN/EIN), and payroll details entered into QuickBooks (QBO) to use the service thereafter.
• Website Usage Data: When you visit our site (hosted by IONOS), we automatically collect device information such as your IP address, browser type, and interactions with our pages via cookies to improve quality of service.

1.2 Children’s Privacy

The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13, or allow anyone under the age of 13 to sign up for the Service. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible. If you believe we have collected such information, please contact us at (sahara.k.o@datafloflex.com). 

2. How We Use Your Information

We use your data strictly for the following purposes:

• Service Delivery: To manage your accounts, reconcile transactions, and prepare financial reports.
• Communication: To respond to inquiries and provide updates on your services.
• Legal Compliance: To fulfill tax and regulatory obligations.
• Quality of service: Improving our services and integrating with authorized third-party tools.

3. Third-Party Websites

As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. We encourage you to read the privacy statements of each and every website that collects personally identifiable information. This Privacy Policy applies solely to information collected by us through the Datafloflex.com site.

4. Third-Party Data Sharing Processors

To provide remote services, we utilize specialized third-party platforms. We may share data with third-party applications only with explicit client consent. By using our services, you acknowledge their respective privacy practices:

• Intuit QuickBooks Online: Your financial data is stored and processed on the Intuit Platform. Intuit uses industry-standard encryption and security measures to protect your data. QuickBooks Online acts as the platform provider and data custodian; client data remains client property, we do not own your data. 

Intuit’s Global Privacy Statement: https://www.intuit.com/privacy/

• IONOS: Our website is hosted by IONOS, which processes basic visitor data to ensure site performance and security.

IONOS Privacy Policy visit: https://www.ionos.com/terms-gtc/terms-privacy/.

5.Data Security of Processing 

We implement a layered security approach to ensure the confidentiality, integrity, and availability of your personal and financial data. These measures are designed to mitigate risks such as unauthorized access, accidental loss, or unlawful disclosure.We implement strict physical and technical safeguards, including:

• Multi-Factor Authentication (MFA) for all QuickBooks and email access.
• Encrypted Communications for the transfer of sensitive documents.
• Restricted Access: Only authorized personnel directly involved in your account have access to your data.

5.1 Technical Measures

• Encryption: All data is encrypted in transit using TLS 1.2 or higher and at rest using AES-256 algorithm.
• Access Control: We use Multi-Factor Authentication (MFA) for all accounts containing sensitive data, including QuickBooks Online, IONOS, and business email.
• Endpoint Security: Devices used to access client data are equipped with firewalls, anti-malware, and full-disk encryption.
• Availability: Data is regularly backed up through our cloud providers (Intuit and IONOS) to ensure it can be restored in the event of a physical or technical incident.
• Audit Logging: We maintain detailed audit trails within QuickBooks to track all data entries, modifications, and system access.

5.2 Organizational Measures

• Data Minimization: We only collect the specific financial information absolutely necessary to fulfill our bookkeeping contract.
• Confidentiality: All personnel with access to your data are bound by strict confidentiality agreements and receive regular security awareness training.
• Sub-processor Vetting: We only engage with reputable providers like Intuit (QuickBooks) and IONOS, ensuring they meet global security standards like ISO 27001.
• Incident Response: We maintain a written Data Breach Response Plan to ensure rapid detection, containment, and notification of any security incidents within 72 hours.
• Periodic Reviews: Our security measures are reviewed quarterly to ensure they remain effective against evolving cyber threats. 

6. Additional Information for EU/UK Residents (GDPR)

If you are located in the European Economic Area (EEA) or the UK, the following additional provisions apply under the General Data Protection Regulation (GDPR).

6.1 Legal Basis for Processing

We process your personal data under the following legal bases: 

• Performance of a Contract: To provide the bookkeeping services you have requested.
• Legal Obligation: To comply with tax, accounting, and anti-money laundering regulations.
• Legitimate Interests: To ensure the security of our website (hosted via IONOS) and to improve our service offerings.
• Consent: Where you have explicitly opted-in to receive marketing materials. 

6.2 International Data Transfers

Your data is processed using Intuit QuickBooks Online, which stores information on servers primarily located in the United States. To ensure your data remains protected, we rely on: 

• Standard Contractual Clauses (SCCs): Approved by the European Commission to provide adequate safeguards for data transfers.
• Data Privacy Framework: Intuit is a certified participant in the EU-U.S. and UK-U.S. Data Privacy Frameworks. 

6.3 Data Subject Rights

In addition to the rights listed in Section 9, GDPR grants you the right to: 

• Data Portability: Request your data in a structured, machine-readable format.
• Restriction of Processing: Request that we temporarily stop processing your data.
• Object to Processing: Object to our use of your data based on legitimate interests.
• Lodge a Complaint: You have the right to contact your local Data Protection Authority if you believe your data has been mishandled. 

6.4 Data Breach Notification

In the event of a high-risk data breach, we are committed to notifying the relevant supervisory authority and affected individuals within 72 hours of becoming aware of the incident.

7. SUPPLEMENTAL PRIVACY NOTICE FOR U.S. RESIDENTS

This section applies specifically to residents of California and Virginia and describes your rights under the CCPA/CPRA and VCDPA.

7.1 Categories of Personal Information Collected

In the preceding 12 months, we have collected the following categories of personal information:

• Identifiers: Name, postal address, email address, IP address, and Social Security Number (for tax/payroll purposes).
• Customer Records: Physical characteristics, telephone number, bank account number, and other financial information.
• Commercial Information: Records of services purchased or considered.
• Internet/Network Activity: Browsing history and interaction with our website via IONOS.

7.2 Your Rights and Choices

If you are a resident of California or Virginia, you have the following rights:

• Right to Know/Access: You may request a disclosure of the personal information we have collected about you and how it is used.
• Right to Delete: You may request that we delete personal information we have collected from you, subject to legal exceptions (such as maintaining records for tax or audit purposes).
• Right to Correct: You have the right to request that we correct inaccurate personal information.
• Right to Limit Sensitive Data: You may limit our use of "Sensitive Personal Information" (e.g., your SSN or financial login) to only what is necessary to perform our bookkeeping services.
• Right to Opt-Out of Sale or Sharing: We do not sell your personal information for money. However, under California law, "sharing" includes certain types of advertising. You may opt-out of such sharing.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.

7.3 How to Exercise Your Rights

To exercise these rights, please submit a "Verifiable Consumer Request" to us at:

• Email: sahara.k.o@datafloflex.com
• Phone:(303) 944-5419

We will verify your identity before processing your request. Under CCPA, we have 45 days to respond to your request. For residents of Virginia, if we deny your request, you have the Right to Appeal our decision by contacting us using the email above.

7.4 "Do Not Sell or Share My Personal Information"

We do not sell your personal data to third parties. Our use of Intuit QuickBooks Online is strictly for the business purpose of providing bookkeeping services. We do not share your information for cross-context behavioral advertising.

8. Data Retention

We retain your information only as long as necessary to provide our services and to comply with statutory record-keeping requirements. Please back-up or download your data before terminating service, in the case of access being revoked by QuickBooks.

9. Your Rights

Depending on your location, you may have the right to:

• Access a copy of the personal data we hold about you.
• Correct any inaccurate or incomplete information.
• Delete your personal data, subject to legal retention requirements.
• Withdraw Consent at any time for data processing activities based on consent.

10. Changes to Our Privacy Policy

The Company reserves the right to change this policy and our Terms of Service at any time.  We will notify you of significant changes to our Privacy Policy by sending a notice to the primary email address specified in your account or by placing a prominent notice on our site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check the Site and this privacy page for updates.

Contact Us

For any questions regarding this policy or to exercise your privacy rights, please contact us by sending an email and we will respond to the rights request within 30 days.

DataFloFlex

Email: sahara.k.o@datafloflex.com

Last Updated 3/16/2026