Legal
Privacy Policy
This policy explains what information Quillbook Office LLC collects through this website and in the course of providing bookkeeping services, why we collect it, how long we keep it and what rights you have.
Last updated: June 12, 2026 · Effective: June 12, 2026
1. Who we are
Quillbook Office LLC (“Quillbook Office”, “we”, “us”) is a New York limited liability company with its office at 590 Washington Street, Albany, New York 12234, USA. Our owner, Elizabeth Miller, is responsible for privacy matters and can be reached at Elizabeth@qbo.mtechmpl.com or +1 213-903-8502.
This policy covers the website at qbo.mtechmpl.com and the services we provide to clients.
2. Information we collect
Information you give us
- Enquiry details — name, company, email address, telephone number and the content of your message when you use our contact form, email us or call.
- Client information — where you become a client, the financial records, bank statements, invoices, payroll records and supporting documents necessary to perform the engagement.
- Billing information — the details required to invoice you and record payment.
Information collected automatically
- Server logs — IP address, browser type, referring page, pages requested and timestamp, recorded by our hosting provider for security and troubleshooting.
- Cookies — see our Cookie Policy. Non-essential cookies are set only with your consent.
We do not knowingly collect information from children under 13 and this website is not directed at children.
3. Why we use your information
| Purpose | Information used | Basis |
|---|---|---|
| Responding to enquiries and preparing quotes | Contact details, enquiry content | Steps taken at your request |
| Delivering bookkeeping and reporting services | Client financial records | Performance of our contract with you |
| Invoicing and collecting payment | Billing information | Performance of our contract; legal obligation |
| Meeting record-keeping and tax obligations | Engagement and financial records | Legal obligation |
| Securing and improving this website | Server logs, consented analytics | Legitimate interests; consent |
We do not sell personal information, we do not share it with data brokers, and we do not use client financial data for advertising or profiling of any kind.
4. Sharing your information
We share information only where it is necessary, and only with:
- Service providers that host this website, provide our accounting platforms, secure document portal, email and payment processing. Each is bound by confidentiality obligations and processes information on our instructions.
- Your own advisers — for example your CPA, enrolled agent, attorney or lender — where you have asked or authorised us to do so.
- Authorities where we are required to disclose by law, subpoena or court order.
- A successor in the event of a sale or reorganisation of the practice, subject to the same protections set out here.
We do not transfer client records outside the United States, and we do not use offshore subcontractors.
5. How long we keep information
- Enquiries that do not become engagements: up to 24 months, then deleted.
- Client records: seven years after the end of the engagement, reflecting standard US financial record-keeping expectations.
- Invoices and payment records: seven years.
- Website server logs: typically 30 days.
At the end of the retention period, records are securely deleted or destroyed.
6. How we protect information
- Bank connections are established as read-only wherever the institution supports it.
- Documents are exchanged through an encrypted client portal rather than email attachments.
- Data is encrypted in transit (TLS) and at rest by our platform providers.
- Multi-factor authentication is mandatory for all staff accounts.
- Access follows the least-privilege principle and is reviewed quarterly.
- Staff sign confidentiality agreements and receive annual security training.
- We maintain a written incident response procedure and will notify affected clients and any required authority without undue delay if a breach affecting personal information occurs.
No system is perfectly secure, and we cannot guarantee absolute security of information transmitted over the internet.
7. Your rights and choices
Depending on where you live, you may have the right to:
- request a copy of the personal information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete information, where we are not required to keep it;
- object to or restrict certain processing;
- request a portable copy of information you provided to us;
- withdraw consent to non-essential cookies at any time using the cookie preferences link;
- opt out of the “sale” or “sharing” of personal information — we do not sell or share personal information as those terms are defined under US state privacy laws, so there is nothing to opt out of.
To exercise any right, email Elizabeth@qbo.mtechmpl.com. We will verify your identity and respond within 45 days, or tell you if we need more time. You will never be treated differently for exercising a privacy right.
8. Third-party links and services
This website links to third-party sites and embeds a map from OpenStreetMap. We are not responsible for the privacy practices of those services, and we encourage you to read their policies. Fonts are loaded from Google Fonts; your IP address is visible to that service when the font files are requested.
9. Changes to this policy
We update this policy when our practices or the law change. The effective date is shown at the top of the page. Material changes affecting clients are communicated by email in advance.
Contact us about this policy
Quillbook Office LLC
Attn: Elizabeth Miller, Owner
590 Washington Street, Albany, New York 12234, USA
Email: Elizabeth@qbo.mtechmpl.com
Telephone: +1 213-903-8502
We answer written enquiries about this policy within 10 business days.