Privacy Policy

SALT & SAGE BOOKKEEPING

Effective Date: January 1, 2026

At Salt & Sage Bookkeeping, protecting the confidentiality, privacy, and security of our clients' personal, business, and financial information is a priority. We recognize the trust our clients place in us and are committed to handling their information responsibly and professionally.

This Privacy Policy explains how Salt & Sage Bookkeeping ("we," "us," or "our") collects, uses, stores, protects, and shares information obtained through our website, client communications, and professional bookkeeping services.

1. Information We Collect

Depending on the services provided, we may collect the following information:

Personal and Business Information

Names, business names, addresses, email addresses, and telephone numbers.
Business entity information and tax identification numbers.
Information submitted through website forms, consultations, and client onboarding.

Financial and Accounting Information

Bank and credit card statements.
Financial transactions, invoices, receipts, and accounting records.
Payroll records and employee information.
Tax documentation, including W-9 forms, 1099 information, and payroll tax records.
Financial reports and supporting documentation.
Other information necessary to perform authorized bookkeeping services.

Website Information

When visiting our website, certain technical information may be collected through Squarespace and enabled third-party services, including IP addresses, browser information, device information, cookies, and website usage data.

2. How We Use Your Information

Information collected by Salt & Sage Bookkeeping may be used to:

Provide bookkeeping, accounting support, payroll, and related services.
Maintain financial records and prepare reports.
Assist with Hawaiʻi General Excise Tax reporting and other authorized tax-related services.
Process invoices, payments, and billing.
Communicate regarding services, documentation, and deadlines.
Respond to inquiries and schedule consultations.
Maintain required business records.
Comply with contractual, legal, and regulatory obligations.
Protect against unauthorized access, fraud, and security threats.

We use client information only for legitimate business purposes and authorized services.

3. Confidentiality of Client Information

Salt & Sage Bookkeeping treats client financial and business information as confidential.

We do not sell client financial records, payroll information, tax documentation, or other confidential client information.

Client information may be shared only as reasonably necessary to perform authorized services, comply with applicable law, protect legal rights, or work with service providers acting on our behalf.

We do not disclose confidential client information to unrelated third parties for their independent marketing purposes without appropriate authorization.

4. Third-Party Software and Secure Document Sharing

Salt & Sage Bookkeeping utilizes third-party software providers to deliver professional bookkeeping services, manage business operations, and facilitate secure communication.

These platforms may include:

QuickBooks Online and QuickBooks Payroll: Accounting, financial reporting, and payroll processing.
Encyro: Secure client document sharing, file uploads, and confidential information exchange.
Squarespace: Website hosting, contact forms, and website functionality.
Payment Processors: Processing authorized ACH and credit card payments.
Scheduling and Communication Platforms: Managing appointments, consultations, and client communications.

Secure Client Document Sharing

Salt & Sage Bookkeeping uses Encyro as its designated secure document-sharing platform.

Clients are encouraged to submit confidential documents, including bank statements, tax records, payroll information, and other sensitive financial records, through Encyro rather than unsecured email.

Information submitted through Encyro is subject to the platform's applicable security practices, privacy policy, and terms of service.

Salt & Sage Bookkeeping takes reasonable measures to restrict access to confidential client information to authorized individuals and service providers as necessary to perform contracted services.

5. Data Security

Salt & Sage Bookkeeping recognizes the sensitive nature of financial, payroll, and tax information.

We use administrative, technical, and organizational safeguards intended to reduce the risk of unauthorized access, disclosure, alteration, or loss of confidential information.

Depending on the systems and services involved, safeguards may include:

Password-protected accounts.
Access controls and user permissions.
Secure document-sharing platforms.
Multifactor authentication where implemented.
Restricted access to confidential client records.
Secure handling and disposal of sensitive documents.

Although reasonable precautions are taken, no electronic transmission, storage system, or internet-based service can be guaranteed to be completely secure.

6. Client Responsibilities

Clients are responsible for providing accurate information and maintaining appropriate security over their own systems and accounts.

Clients should use approved secure document-sharing methods when transmitting sensitive financial information.

We discourage transmitting Social Security numbers, banking credentials, or other highly sensitive information through unsecured communications.

7. Information Sharing and Disclosure

We may disclose information when reasonably necessary:

To provide services authorized by the client.
To service providers supporting our business operations.
To financial institutions and payment processors for authorized transactions.
To government agencies when legally required or appropriately authorized.
To comply with lawful requests, subpoenas, court orders, or other legal obligations.
To establish, exercise, or defend legal claims.

Information will not be shared beyond what is reasonably necessary for the applicable purpose.

8. Data Retention and Disposal

Salt & Sage Bookkeeping retains client information for as long as reasonably necessary to fulfill contractual obligations, comply with applicable recordkeeping requirements, resolve disputes, and protect legitimate business interests.

Retention periods may vary depending on the type of record, applicable law, and contractual obligations.

When records are no longer required, we take reasonable measures to dispose of personal information securely, consistent with applicable law, including Hawaiʻi Revised Statutes Chapter 487R.

9. Security Incidents and Data Breaches

If a security incident involving protected personal information occurs, Salt & Sage Bookkeeping will evaluate the incident and take appropriate steps consistent with applicable law.

Where notification is required, affected individuals, clients, data owners, or appropriate authorities will be notified in accordance with applicable requirements, including Hawaiʻi Revised Statutes Chapter 487N.

10. Cookies and Website Analytics

Our Squarespace website and enabled third-party services may use cookies or similar technologies to support website functionality, security, and visitor analytics.

Visitors may manage certain cookie preferences through their browser settings or available website consent controls.

Disabling some cookies may affect website functionality.

11. Your Privacy Requests

Clients and website visitors may contact Salt & Sage Bookkeeping to:

Request information about personal information maintained by our business.
Request corrections to inaccurate information.
Request deletion of eligible information.
Ask questions about our privacy and security practices.

Requests will be reviewed in accordance with applicable law, contractual obligations, recordkeeping requirements, and the rights of other individuals.

Certain records may need to be retained even after a deletion request.

12. Third-Party Websites

Our website may contain links to third-party websites, including scheduling, payment, and document-sharing services.

Salt & Sage Bookkeeping is not responsible for the privacy practices or content of independently operated websites.

Visitors are encouraged to review the applicable privacy policies before submitting personal information.

13. Children's Privacy

Our website and professional services are intended for businesses and adults seeking bookkeeping and related services.

We do not knowingly collect personal information directly from children under 13 through our website.

Information concerning minors that may appear in authorized payroll, tax, or business records will be handled as confidential information.

14. Changes to This Privacy Policy

Salt & Sage Bookkeeping reserves the right to update this Privacy Policy to reflect changes in business practices, technology, service providers, or applicable legal requirements.

Updated versions will be posted on our website with a revised effective date.

15. Governing Law

This Privacy Policy is governed by applicable laws of the State of Hawaiʻi and the United States.

16. Contact Information

For any questions or concerns regarding this Privacy Policy, please contact Salt & Sage Bookkeeping through the Contact Me page on our website.