What this policy covers
This policy explains your rights concerning that information. It also describes how to access and update your data and how you can object to its use. When we refer to “we” or “us,” we mean that Koda Bookkeeping, LLC acts as the processor of your information.
This policy covers the following:
- What information we collect and how we use it
- How we share information
- How we store, secure, and transfer information
- Your data rights and choices
- How to contact TeKoda
What information we collect and how we use it
TeKoda collects the following information about our clients and their customers when you provide it to us and use our services:
Client General Information
To best serve you, we may collect some or all of the following: client names, emails, addresses, and general company information. We use this contact information for accounting and administrative purposes.
Client Financial Information
Due to the nature of our work, we at TeKoda handle sensitive banking information necessary for accounting, bookkeeping, and other financial forecasting and management purposes. The information above is only used and accessed when relevant to the services your company has hired TeKoda for. Your information will not be auto-filled into any forms nor stored in a form accessible for billing or use aside from the assigned tasks.
TeKoda clients usually provide us, or our payment processors, with billing details such as credit or debit card information, banking information, and billing addresses. When you use our payment processors, we receive only some of that information, and we don’t store any of our client’s financial information on our servers or computers. We only use your payment information to fulfill, track, and manage invoices.
When you access TeKoda’s site or reach out to contact us, specific metadata may be generated automatically. This data provides information about how you browse our website and seek our services, including the links you click, the search terms you use, and the features you access. We use this to help us understand how our clients work and what they find most valuable. We also use this information to measure our site’s efficiency, enhance our services, and guide future decisions.
If you need to reach us, you may contact our team at any time through our site (www.tekodaaccounting.com). The information you provide may be saved as part of your support history. We use this information to resolve any issues you are having, relay feedback to our team, respond to your comments and requests, and confirm your account details. We also use this data to provide you with important account alerts and billing notices.
TeKoda uses several third-party services in its client work. For instance, we regularly use QuickBooks Online services to manage our clients’ accounting, bill.com for invoicing and payments, and other tools to manage financial reporting, data, and analytics.
Whenever we use one of these third-party services, for TeKoda or on behalf of our clients, we are authorized to connect and transfer information as specified by our agreement with that linked service. To best serve our clients’ financial needs, we integrate secure third-party programs into our processes and procedures.
To understand what data may be shared when we use these integrations, please check the settings, permissions, and privacy policies of the applicable third-party service.
How we share information
Sharing With Third Parties
TeKoda clients, and our team members working on their behalf, regularly create and share sensitive and proprietary data to deliver on financial objectives. We appreciate our clients’ need for privacy and will never use such data for purposes other than those specifically authorized by each client. No matter what TeKoda service plan you choose, we will never sell information about you, your profile, your projects, your data, or your metadata to other companies or third parties.
Sharing With Your Team
TeKoda works in a highly collaborative manner with clients and their data. You know your team better than anyone, so while we design our offerings to let you share and disseminate your work, we expect our clients to manage data access and control internally. Of course, depending on your needs, you can invite your team to view, download, or edit data in real-time. You may also grant your team members data access rights that are equal across the team or restricted to specific access and data modification. Most of these settings will be controlled directly by our clients through our third-party services, but you can always inform your TeKoda account lead of a need to change access and communication with your internal team. We’re here to help.
Testimonials and Case Studies
We might contact you with a request to provide information that would appear as a testimonial or case study on our blog and/or website. We would seek explicit, written consent to use this information in this case. Only with your explicit permission would we publish a testimonial on your behalf.
Social Media Links and Third-Party Widgets
Some TeKoda services include social media links and widgets. To function properly, these features may set a cookie that records the page from which customers engaged them and their IP address. These features may also link to other websites or services whose privacy policies differ from one another. As a result, any information provided to them will be governed by their policies, not this one. In addition, any data shared through interacting with a third party is beyond the scope of TeKoda’s privacy policies.
Third-Party App Integrations
TeKoda often maximizes the value of customer data for our clients by enabling third-party apps and integrations to connect through client accounts. Once enabled, TeKoda may share information with those services to fine-tune the results of our finance and accounting efforts. However, we do not control how these services collect, share, or use information. Thus, we ask that our clients review the privacy policies of all third-party services used internally or at their request. Any data shared through interacting with a third party is beyond the scope of TeKoda’s privacy policies.
Legal Compliance and Fraud Prevention
In exceptional circumstances, we may disclose information about you to a third party if we receive a request and believe that the disclosure is in accordance with or required by any applicable law, rule, or regulation, legal process, or enforceable governmental request. We may also do so to enforce contractual obligations, investigate potential violations, prevent and detect fraud, track and solve security or technical issues, and protect against any harm to the rights, property, or safety of TeKoda, its employees, affiliates, and its authorized agents, as required or permitted by law.
Changes in Business
How we store, secure, and transfer information
Third-Party Service Providers
TeKoda regularly contracts with third-party service providers. These services may require access to your information in order to help us operate, market, and support our services. For example, TeKoda uses third-party services to provide accounting and bookkeeping, payment processing, financial reporting, data analytics, and other services. Our contracts with these services provide for the maintenance, confidentiality, security, and integrity of the information we share.
TeKoda takes data security very seriously and implements best practices and policies for ongoing industry compliance. We take all reasonable measures to protect your information and prevent unauthorized access, misuse, loss, or disclosure.
The third-party service providers that we use for infrastructure and payment processing are PCI compliant and adhere to the same privacy and security principles as we do.
TeKoda stores relevant client and customer information for as long as your account is active and for a reasonable period in case you decide to use our services again. We may also retain certain information for as long as necessary to support business operations or as required by law, but generally do not store, keep, or use any sensitive or proprietary client data or information once your account is closed.
International Data Transfers
TeKoda collects information internationally and uses hosting and cloud computing infrastructure primarily in the United States to transfer, process, and store information. We may also transfer their data to third-party services to provide clients with the services they need.
Your data rights and choices
The following is a summary of choices you can make to exercise your data rights:
Opt-Out of Promotional Communications
You have the right to opt-out of receiving any promotional communication. To unsubscribe from any TeKoda correspondence or promotional emails, use the link at the bottom of the applicable message. You can also contact us directly to have your information removed from our contact list. Please note that, even if you unsubscribe, you will continue to receive non-promotional, transactional messages regarding your account and other essential services, as applicable.
Access and Update Personal Information
You have the right to access and edit your client profile and billing information at any time. You also have the right to rectification in case your data is incomplete or inaccurate. To update your information, please contact our team so we can process your request, as well as clear our systems of any billing information you no longer wish to share with us.
Right to be Forgotten
You have the “right to be forgotten” which means that, at any time, you can request that TeKoda permanently deletes all applicable data records, including your customer profile information and financial data, along with any user-created content for closed client accounts. However, in some cases, we may need to retain partial information to fulfil our legal responsibilities or to complete ongoing financial transactions.
You have the right, at any time, to request and receive the information that you have provided to TeKoda. We will provide you with your information in the most convenient format we can, so that you can make use of it in other contexts, or with other service providers.
Request That We Stop Using Your Information
How to contact TeKoda
If you need to reach us, you may contact our team at any time through our site (www.tekodaaccounting.com).