This Privacy Policy explains how Deswood Accounting LLC collects, uses, shares, stores and protects information in the course of operating its bookkeeping desk. It applies to every visitor of this website, every prospective client who sends a message, and every client whose records are kept on the desk. The desk is operated by the developer and owner known as Deswood Accounting, and the responsible entity for all data handling described here is Deswood Accounting LLC, 2498 W 2650 N, Clinton - 84015-8317, United States (US).
Bookkeeping is a trust relationship measured in years, and that trust begins with a plain account of what happens to information. This policy is written in the same spirit as the desk itself: clear rules, no surprises and no small print that changes the meaning of a sentence. Please read it before sharing records, and contact the desk with any question that is not answered here.
By using this website or engaging the desk, you accept the practices described in this policy. If you do not accept them, you should not submit information to the desk and should direct any concern to the contact details at the end of this page so that the matter can be discussed directly.
Contents
- Who We Are
- Scope of This Policy
- Information We Collect
- How Information Is Collected
- Purposes of Processing
- Legal Basis for Processing
- Financial and Bookkeeping Records
- Payroll and Employee Data
- Cookies and Website Technologies
- Sharing and Disclosure
- Service Providers
- Data Retention
- Security Measures
- Your Rights and Choices
- Privacy for Children
- International Transfers
- Third Party Links
- Changes to This Policy
- Contact the Desk
Who We Are
Deswood Accounting LLC is a bookkeeping practice operating as a working ledger desk from 2498 W 2650 N, Clinton - 84015-8317, United States (US). The practice maintains ledgers, performs reconciliations, runs payroll, closes quarters, audits receipts and supports filing season for business clients. The desk is small by design, and the people who handle your records are the same people who answer your questions.
For the purposes of applicable privacy law, Deswood Accounting LLC is the controller of the personal information described in this policy. The developer and operator responsible for the desk is Deswood Accounting, which directs the internal policies, training and technical measures described below. Any reference in this policy to the Company, the desk, we, us or our means Deswood Accounting LLC and its authorized staff.
The desk does not sell bookkeeping services through automated marketplaces, and it does not resell client data to any third party. Every engagement is governed by a separate service agreement that works alongside this policy.
Scope of This Policy
This policy covers information collected through the website at www.deswoodaccounting.lol, information sent to the desk by email, phone, post or secure file share, and information arising from an active bookkeeping engagement. It does not cover the practices of software vendors whose own products you use independently, and it does not override any stricter obligation that applies under a professional engagement letter.
Where a client provides records that include information about that client customers, suppliers or employees, the client remains responsible for having a lawful basis to share those records with the desk. The desk processes such records only to deliver the bookkeeping services requested and handles them with the same care described in this policy.
This policy is provided in English and is intended for visitors and clients in the United States and elsewhere. It is written to be readable without legal training and to describe practice rather than aspiration.
Information We Collect
The desk collects several categories of information, each limited to what is needed to answer a question, open an engagement or keep the books in order.
Contact and identity information
This includes your name, business name, email address, phone number, postal address and any message you choose to send. It also includes the name of the person who represents your business on the desk and the preferred method of contact.
Engagement and billing information
This includes the services selected, the schedule agreed, invoices issued, payment records and the correspondence that records approvals, changes of scope and sign offs on closed periods.
Financial and transaction records
This includes bank statements, credit card statements, merchant settlement reports, invoices, receipts, sales records, expense records, loan statements and tax documents that you share so that the ledger can be posted and reconciled.
Payroll information
When the desk runs payroll, it processes employee names, addresses, social security numbers, pay rates, hours, deductions, bank account details for direct deposit and withholding elections. This information is highly sensitive and is handled under the additional controls described in the payroll section.
Technical information
When you visit this website, standard server logs may record your internet protocol address, browser type, device type, pages visited and the date of the visit. The desk uses this information only to keep the site working and to understand which pages are useful.
How Information Is Collected
Most information reaches the desk directly from you. You provide it when you complete the contact form, send an email, make a phone call, sign an engagement letter or upload records to a secure folder. In some engagements, information is received from a software platform that you authorize the desk to access, such as an accounting system, a payroll platform or a bank data feed.
The desk may also receive information from a prior bookkeeper or accountant at your direction, and from a lender or tax authority when you ask the desk to communicate on your behalf. The desk does not buy mailing lists and does not gather personal information from social media or from data brokers.
Website information is collected automatically by server technology as described in the cookies section. The desk does not use intrusive tracking and does not attempt to identify individual visitors from ordinary traffic logs.
Purposes of Processing
Information is processed for specific, stated purposes and is not used for unrelated ends. The main purposes are set out below.
- Responding to inquiries and scheduling a plain reading of your books.
- Preparing, reviewing and issuing engagement letters and fee schedules.
- Posting transactions, maintaining ledgers and reconciling accounts.
- Running payroll, calculating deductions and preparing payroll tax filings.
- Closing quarters and preparing financial statements and written closes.
- Auditing receipts and documenting expense support.
- Assembling filings and supporting schedules during filing season.
- Communicating with you about the state of the books and any open items.
- Issuing invoices, receiving payment and maintaining billing records.
- Meeting legal, tax and record keeping obligations.
- Improving the desk processes and the website experience.
- Protecting the desk, its clients and its records from fraud and misuse.
The desk does not use client information for advertising, does not sell it and does not use it to train third party advertising models.
Legal Basis for Processing
Where the law requires a stated basis, the desk relies on the following grounds. Processing under a contract covers the work of maintaining books, running payroll and delivering the services you have engaged. Processing under legitimate interests covers responding to inquiries, protecting the security of records and improving internal processes, provided those interests do not override your rights.
Processing under a legal obligation covers tax filings, payroll reports, record retention and responses to lawful requests from authorities. Processing based on consent covers any optional communication you request, such as an occasional desk note, and that consent can be withdrawn at any time.
Where a client shares records about third parties, the client confirms that a lawful basis exists for that sharing. The desk returns the same commitment by limiting its own use of those records to the delivery of the services agreed.
Financial and Bookkeeping Records
Financial records are the working material of the desk and are treated as confidential in every respect. Access is limited to the desk lead assigned to the account and to a second reviewer for quality control. Records are stored in a secure folder that is accessible only to authorized staff, and downloads are kept to the minimum needed for the task at hand.
The desk keeps an internal log of access to sensitive records so that any unusual activity can be reviewed. When a record is shared with a software provider for processing, the share is limited to the fields needed and the provider is bound by a written data agreement. Nothing is posted to a public workspace, a shared drive or a messaging channel outside the secure process.
If you ask the desk to communicate with a bank, a lender or a tax authority, the desk will share only the records needed for that specific purpose and will confirm the scope with you first. Records are never used to build a profile of a client for marketing and are never combined with information from unrelated sources.
Payroll and Employee Data
Payroll information is among the most sensitive data the desk handles. Social security numbers, bank account details and withholding elections are encrypted at rest, accessed only by the assigned payroll lead, and never sent through ordinary email. Direct deposit instructions are verified with the employer before the first run and re verified whenever a change is requested.
Employees whose data is processed through the desk may contact the employer first, since the employer is the controller of the employment records. Where an employee contacts the desk directly, the desk will verify the request with the employer and respond promptly. Payroll records are retained for the period required by tax and employment law and then securely destroyed.
The desk does not use employee data for any purpose beyond running payroll, making required filings and answering lawful requests. Access to payroll files is logged, reviewed and removed promptly when a staff member leaves the desk.
Service Providers
The desk relies on a small set of vendors for functions such as secure file storage, accounting software, payroll processing, email delivery and website hosting. Each vendor is chosen for reliability and security, and each is bound by a written agreement that limits use of client data to the service provided.
Vendors are reviewed before onboarding and periodically afterward. The review looks at access controls, encryption, incident history and the vendor willingness to cooperate with a security assessment. Where a vendor cannot meet the desk standard, the vendor is not used regardless of price or convenience.
Service providers do not receive permission to use client data for their own marketing, to resell it or to combine it with other datasets. If a provider subcontracts part of a service, the provider remains responsible for the subcontractor obligations and must notify the desk of any material change.
Data Retention
Records are kept only as long as they are needed for the purpose collected, for the engagement in force or for a legal requirement. Bookkeeping and payroll records are generally retained for at least seven years to satisfy tax and record keeping rules, and longer where a specific statute or a client instruction requires it.
Inquiry messages that do not lead to an engagement are kept for a short period and then deleted. Marketing consent records are kept until consent is withdrawn, plus a short period to demonstrate that the withdrawal was honored. Technical logs are kept for a limited period and then removed on a routine schedule.
When a retention period ends, records are securely destroyed in a way that prevents reconstruction. If a legal hold applies, destruction is suspended until the hold is lifted, and the affected records are stored separately with restricted access.
Security Measures
The desk maintains administrative, technical and physical safeguards appropriate to the sensitivity of the records it holds. Access to client records requires a named account, a strong password and multi factor authentication. Files are encrypted in transit and at rest, and administrative sessions time out automatically.
Staff receive training on confidentiality, phishing and incident response, and only staff with a direct role in an account may access its records. The workstation environment is kept current with security updates, backups are tested, and the office at 2498 W 2650 N is locked when unattended.
No system is perfectly secure, and the desk does not promise absolute protection. What the desk does promise is a serious process: if a breach occurs, the desk will investigate promptly, notify affected clients without undue delay, cooperate with authorities where required and take steps to prevent a recurrence. If you suspect misuse of your information, contact the desk immediately so the matter can be examined.
Your Rights and Choices
You may ask the desk to confirm what information it holds about you, to explain how it was used, to correct anything inaccurate and, where the law allows, to delete information that is no longer needed. You may also object to certain processing, ask for a restriction while a question is resolved, and withdraw any consent you have given.
To exercise a right, send a written request to accounts@deswoodaccounting.lol with enough detail to identify the account. The desk will verify the request, respond within the time required by law and explain any lawful reason that prevents full compliance. The desk will not charge a fee unless the request is clearly unfounded or excessive.
You may also ask the desk to stop sending optional communications at any time, and you may choose not to use the contact form if you prefer to call or write by post. Exercising a right will never be used as a reason to withdraw a service.
Privacy for Children
This website and the services of the desk are intended for businesses and their authorized representatives, not for children. The desk does not knowingly collect personal information from anyone under the age of sixteen. If you believe a child has sent information to the desk, contact accounts@deswoodaccounting.lol and the information will be removed promptly.
Payroll records may contain limited information about young employees in the lawful course of an employment relationship, but that information is provided by the employer and used only to run payroll. The desk does not create marketing profiles of any individual and does not target content to minors.
International Transfers
The desk is located in the United States and stores records primarily within the United States. Some software providers may process data in other countries under their own safeguards. Where a transfer occurs, the desk relies on recognized transfer mechanisms and requires the provider to maintain protections consistent with this policy.
If you are located outside the United States, you understand that your information will be handled under United States law and the protections described here. The desk will answer reasonable questions about the location of storage and the identity of processors involved in your engagement.
Third Party Links
This website may contain links to resources maintained by other organizations, such as a software vendor help page or a tax authority reference. Those sites operate their own privacy practices, and the desk does not control their content. A link is not an endorsement of the linked practices, and you should read the privacy notice of any site before submitting information there.
Where the desk recommends a platform for a client, the recommendation is based on suitability for the engagement, not on any arrangement that trades client data for a benefit. The client always chooses the platforms it uses and retains control of its own accounts.
Changes to This Policy
This policy may be updated to reflect a change in practice, a new service or a change in the law. When a material change is made, the desk will post the revised policy on this page with a new effective date and will notify active clients by email. Minor clarifications that do not change your rights may be made without a separate notice.
The current version is always the one published here. Continued use of the website or the services after a revised policy takes effect means that you accept the revision, unless a separate agreement says otherwise. If you do not accept a revision, you may contact the desk to discuss the matter before any further information is processed.
Contact the Desk
Questions, requests and concerns about this policy should be sent to the desk directly. The desk responds to privacy inquiries during normal business hours and aims to answer every message within a few working days.
Deswood Accounting LLC
2498 W 2650 N, Clinton - 84015-8317, United States (US)
Email: accounts@deswoodaccounting.lol
Phone: +15808124632
If you are not satisfied with the response, you may raise the matter with the relevant supervisory authority in your jurisdiction. The desk will cooperate fully with any such inquiry.