Privacy Policy

1

Who We Are

Accountably provides offshore and outsourced accounting and tax staffing and white-labeled delivery to CPA, EA, and accounting firms. We do not work directly with the end clients of the firms we support, and we strictly operate under white-label confidentiality protocols.

2

Information We Collect

We may collect the following types of information:

a. Business & Contact Information

• Name, firm name, email address, phone number
• Job title, company website, and professional credentials

b. Client Interaction Data

• Details provided through inquiries, onboarding forms, emails, or meetings
• Project-specific data shared for team alignment and delivery

c. Website Usage Information

• IP addresses, browser type, device info
• Pages visited, time spent, referring websites
• Cookies and tracking technologies (see Section 6)

3

How We Use Your Information

We use the collected information for:

• Providing white-labeled offshore accounting services
• Responding to inquiries and setting up consultations
• Managing client accounts and communication
• Improving website functionality and user experience
• Sending service updates, industry insights, or marketing communications (only when permitted, see Section 8)

4

Data Confidentiality and White-Label Compliance

As a white-label offshore staffing provider:

• Our team operates as an extension of your CPA firm, maintaining strict non-disclosure practices.

5

Data Sharing and Disclosure

We may share information with:

• Internal team members on a need-to-know basis for service delivery
• Authorized partners (e.g., cloud hosting or project management tools) under strict data agreements
• Government or legal entities only when legally required

6

Cookies and Website Tracking

When you visit or log into our website, we use cookies and similar technologies to collect certain information about your visit. This includes:

• Usage Data – Information about how you use our site, such as pages visited, time spent on pages, and links clicked.
• Device Information – Details about the device you use to access our site, including IP address, browser type, and operating system.
• Personal Data – If you provide it, we may collect information such as your email address, phone number, or other contact details.

We may also combine this information collected automatically with other data we receive from third-party sources, such as data providers and marketing partners, to create a more complete profile of you. We then use this profile to communicate with you, including providing personalized advertising and promotional content based on your interests and browsing behavior. You may opt out of this at any time.

7

SMS/Text Messaging

Accountably may offer an SMS/text messaging program to provide you with service updates, appointment reminders, account notifications, and other relevant information related to our offshore accounting services.

a. Opt-In and Consent

By providing your mobile phone number and expressly consenting – whether through a web form, during onboarding, or by texting a designated keyword – you agree to receive SMS/text messages from Accountably. Consent to receive text messages is not a condition of purchasing any goods or services. You may opt in through any of the following methods:

• Entering your phone number and checking the consent box on our website contact or sign-up forms
• Providing written consent during the client onboarding process
• Texting a designated keyword (e.g., "START") to our short code or business number

b. Message Frequency

Message frequency varies based on your account activity and communication preferences. You may receive recurring messages. Standard message and data rates from your wireless carrier may apply.

c. Opting Out

You can opt out of SMS/text messages at any time by replying STOP to any message you receive from us. After opting out, you will receive a one-time confirmation message, and no further text messages will be sent unless you re-subscribe. You may also contact us at [email protected] to request removal.

d. Help

For assistance with our text messaging program, reply HELP to any message or contact us at [email protected] or +1 (512) 264-4291.

e. Mobile Information Sharing

8

Email Newsletter and Marketing Emails

Accountably publishes an email newsletter for owners and staff at CPA, EA, and accounting firms. This section covers how you join, what we record, how you leave, and what happens to your record afterwards. It applies to email only. Our SMS program is separate and is described in Section 7.

a. How You Subscribe

We use double opt-in. Entering your address is not enough to put you on the list. You are added only after you confirm from your own inbox:

• You enter your email address and select your role on one of our signup forms
• We send one confirmation email to that address, with a link that expires after 7 days
• You are subscribed only when you click it. If you never click, you never receive an issue

Subscribing is not a condition of buying anything from us, and it is not required to request a call or apply for a job. We do not buy, rent, scrape, or import mailing lists. Every address on our list was entered by the person who owns it and then confirmed from that inbox.

b. What We Record When You Subscribe

Your subscriber record holds the following, and nothing else:

• Email address – plus a lowercased copy, used to prevent duplicate entries
• Role – the option you chose: firm owner, manager or reviewer, solo practitioner or EA, in-house, or other
• Status – pending, confirmed, unsubscribed, bounced, or complained
• Signup source and page – which form you used and which page you were on
• Timestamps – when you consented, when you confirmed, and when you unsubscribed
• Hashed IP address – a one-way hash of the IP the signup came from, salted with a secret key held outside the database. The address itself is never stored, and the hash cannot be read back as an address
• Browser user agent – the browser and device string, used to identify automated signups

We do not ask for your name, your firm name, or your phone number to subscribe. Cloudflare, which serves this website, necessarily sees the connecting IP address to deliver the page and block abuse. It is hashed before it reaches our own records.

c. What We Send and How Often

The newsletter goes out twice a month. It covers what changed in US tax and accounting, what it means for a firm, and what to do about it. Some issues invite you to talk to us about offshore staffing. We never hand your address to another company so that they can email you.

d. How to Unsubscribe

Every issue carries an unsubscribe link at the bottom, plus the one-click unsubscribe headers that Gmail, Yahoo, and Apple Mail read. One click ends it. No reason required, no sign-in, no exit survey.

Removal takes effect the moment the request reaches us. United States law allows a sender up to 10 business days to act on an opt-out. We act on receipt. Unsubscribe links are built to keep working for years, so an old issue still works. If one ever fails, email [email protected] and we will remove you by hand the same day.

e. What We Keep After You Unsubscribe

The record does two jobs after you leave. It is the evidence that you gave permission in the first place, and it is what stops a later signup or import from putting you back on the list. So we keep your address, your status, and the consent, confirmation, and unsubscribe timestamps.

The signup context (role, page, source, user agent, and hashed IP) is removed 24 months after your last interaction with the list. You can still ask us to erase the record entirely, and we will tell you what that means before we act.

f. Bounces and Spam Complaints

Two things take you off the list without you asking. If mail to your address hard bounces, meaning the receiving server reports that the address does not exist, or if you mark one of our issues as spam, your address goes onto a permanent suppression list and sending stops immediately.

That list holds the address and the reason, nothing more. Its only purpose is to stop us from mailing you, including after a later signup or import. We never use it for marketing and never share it, except with the provider that sends our email so that the same block applies there.

g. Service Providers

Two companies handle newsletter data on our behalf:

• Resend – delivers our email. We send from newsletter.accountably.com, a subdomain kept deliberately separate from our business email. Resend records whether each message was delivered, bounced, or reported as spam, and we use that to keep the list clean
• Cloudflare – hosts the software that receives our forms and stores the subscriber database. That database is currently located in Cloudflare's Asia-Pacific region, so your record is held outside the United States. Section 12 covers international transfers

h. Contact Form and Job Application Emails

The contact form and the careers form reach the same system and are handled separately from the newsletter. Using either does not subscribe you to anything, and we do not move enquiries or applicants onto the newsletter list. Any resume or CV you attach is used only to assess your application, never for marketing, and is never shared outside Accountably.

i. How Long We Keep Email Records

• Confirmed subscribers – for as long as you stay subscribed
• Unconfirmed signups – 90 days, then deleted. If you never confirm, we do not keep the record
• After you unsubscribe – address, status, and consent timestamps kept indefinitely; signup context removed after 24 months
• Suppression list – kept indefinitely, because deleting it would let us mail you again
• Contact enquiries – 24 months from our last exchange, unless you become a client
• Job applications – 12 months from the date you apply

You can ask for a copy of what we hold, ask us to correct or delete it, or tell us to stop sending marketing email. Section 10 sets out these rights generally. For anything in this section, email [email protected] and we will respond within 30 days. If there is something we cannot delete, we will tell you what it is and why.

Our postal address is Accountably, 5900 Balcones Dr Ste 100, Austin, TX 78731. It appears at the bottom of every email we send, as United States law requires.

9

Data Retention

We retain business and communication data for as long as necessary to provide services and comply with our legal obligations. Data shared for a specific engagement is retained based on client preference or retention requirements.

10

Your Rights

You may request to:

• Access, update, or correct your personal information
• Delete your data (where legally permissible)
• Opt out of marketing communications at any time

To exercise these rights, contact us at [email protected].

11

Data Security

We take data protection seriously and implement appropriate physical, administrative, and technical safeguards to secure the information we handle, including:

• Role-based access controls
• Encrypted data storage
• Secure communication channels
• Employee confidentiality agreements

12

International Transfers

As an offshore staffing provider, we may process data in jurisdictions outside your country. By using our services, you consent to this data transfer in accordance with this Privacy Policy.

13

Third-Party Links

Our website may include links to third-party websites. We are not responsible for the privacy practices or content of those websites.

14

Policy Updates

We may update this Privacy Policy from time to time. All changes will be posted on this page with the updated effective date. Your continued use of our services constitutes your acceptance of any updates.

15

Contact Us

For questions or concerns regarding this Privacy Policy or our data practices, reach out to us: