Orbit Accountants Privacy Policy

 

Last updated: September 2025

1) Who we are

Orbit Accountants (“Orbit,” “we,” “our”) values the privacy and security of the users (“you,” “User”) of our website orbitaccountants.us (the “Website”) and of the professional bookkeeping, payroll, tax compliance, and fractional CFO services we provide (the “Services”). We consider safeguarding Personal Information to be very important. This Privacy Policy describes the types of Personal Information we collect and process through the Website and the Services, and how we use, share, and protect that information. As used in this Privacy Policy, “Personal Information” means any information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with an individual. This Privacy Policy covers information we collect both online (our Website, portals, emails) and offline in connection with providing the Services. By accessing or using the Website or Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, you must not use the Website or Services. Orbit operates in the United States and may serve cross-border clients where applicable. Our headquarters are located in San Francisco, California.

2) Scope

This Policy applies to personal information that we collect and process in connection with operating our business. This includes, but is not limited to, information gathered in the following circumstances:

  • Website and online interactions: when you browse our website, use client portals, submit forms, sign up for communications, or otherwise interact with our digital platforms.
  • Client engagements: when you request information about, contract for, or use our bookkeeping, payroll, tax, or CFO services, whether as an existing or prospective client.
  • Business relationships: when you are an employee, representative, or contact person of a vendor, partner, or affiliate with whom we collaborate.
  • Recruitment and hiring: when you apply for a role with us, participate in interviews, or otherwise provide employment-related information during the recruitment process.

This Policy does not apply to information that has been anonymized, aggregated, or de‑identified such that it can no longer reasonably be linked to an identifiable individual. We may use such non-identifiable information for analytics, research, benchmarking, and service improvements without further notice.

3) Information we collect

We may collect the following categories of personal information:

  • Identifiers & contact data: name, email address, phone number, business or mailing address.
  • Business and account information: company affiliation, job role, employer tax IDs.
  • Financial and tax data: bank details, account statements, transaction records, payroll information, and tax filings you provide or authorize.
  • Government identifiers: Social Security Number (SSN), Employer Identification Number (EIN), or other IDs where legally required.
  • Employment data: for payroll and HR-related services.
  • Technical and online data: IP address, device/browser type, log data, cookies, analytics, session identifiers.
  • Communications and records: emails, phone calls, meeting recordings, and chat transcripts with notice.

We limit collection of sensitive data (e.g., SSN, driver’s license) to situations where required by law or essential to perform services.

Additional contexts in which we collect information:

(a) Signing Up and Using the Services. When you sign up to use the Services, we may collect your email address, username, password, name, phone number, and any additional information required during the registration process. You are responsible for the information you disclose through the Website and Services and should exercise discretion. Information posted or provided is given voluntarily. While we employ reasonable safeguards, we cannot guarantee the confidentiality of information you choose to disclose publicly.

(b) When You Communicate with Us. When you contact us through the Website, Services, or by email, we collect your name, contact information, and the content of communications. You are not required to provide this data, but failure to do so may limit our ability to respond. You may opt out of direct marketing emails (e.g., newsletters) at any time by following unsubscribe links or contacting us. We may still send administrative or transactional notices. To honor opt-out requests, we may share your email with suppression list providers solely to prevent further unwanted communications.

(c) Automatically Collected Information. Our systems collect electronic activity information such as the domain from which you access the Website, IP address, browser and OS type, timestamps, pages visited, referring website, search terms, and session identifiers. We may also use cookies, flash cookies, and web beacons. These tools support functionality, analytics, and security. For analytics, we use providers such as Google Analytics. You can opt out of Google Analytics by using the plugin at https://www.google.com/ads/preferences/plugin/. The use of cookies by third parties is governed by their own policies.

(d) Collection and Use of Non-Personal Information. We also collect non-identifiable data that cannot reasonably be linked to an individual. We may use and share non-personal information for analytics, benchmarking, and other business purposes without restriction.

(e) Artificial Intelligence. We may employ AI technologies to enhance our Services, including writing assistance, data analysis, and customer support. Our AI models process data for service delivery but do not store or use client data for model training. By using our Services, you consent to the transmission and processing of your data through AI tools solely for the purpose of delivering the Services.

4) How we collect information

  • Directly from you: when you complete forms, upload documents, or communicate with us
  • Through integrations: such as Xero, banks, payroll providers, and tax software
  • Automatically: via cookies, analytics, and log files on our website
  • From service providers and public sources: such as regulators, credit bureaus, or professional registries

5) How we use information

We collect personal information in several ways:

  • Directly from you: when you complete forms, sign up for Services, upload documents, or otherwise provide information.
  • Through communications: when you contact us by email, chat, or phone, or through the Website or Services.
  • Through integrations: such as payroll providers, accounting platforms, banks, and tax systems that you authorize.
  • Automatically: via cookies, analytics, logs, and session identifiers when you visit our Website or use the Services.
  • From service providers and public sources: such as regulators, credit bureaus, or professional registries.
  • Via AI-enabled features: when we process data using AI tools to improve or deliver Services.

We will not use your personal information for materially different purposes without notice.

6) Legal basis

In the U.S., the primary legal grounds for processing personal information are: contract, when the processing is necessary to perform our obligations under an engagement with you; legal obligations, when we must retain or disclose information to comply with federal, state, or local law (for example, IRS requirements, payroll regulations, or anti‑money laundering rules); and legitimate business interests, when we use information in ways that are reasonably expected in the context of providing accounting and advisory services and that do not override your privacy rights (for example, improving our operations, ensuring information security, training staff, or maintaining business records).

7) How we share information

We may disclose personal information:

  • With service providers: including customer relationship management platforms, accounting and payroll systems, meeting and transcription tools, analytics providers, cloud hosting, and other vendors that support delivery of our services
  • With government authorities: IRS, state tax authorities, or payroll agencies as required
  • With professional advisers: lawyers, auditors, insurers, subject to confidentiality
  • In business transfers: merger, acquisition, or sale of assets
  • For legal and safety reasons: to comply with law, protect rights, prevent fraud, or ensure security

We do not ‘sell’ or ‘share’ personal information as defined by the CCPA/CPRA and do not use personal information for cross-context behavioral advertising.

8) Retention of data

We retain personal information only for as long as it is reasonably necessary to carry out the purposes described in this Policy. This may include the time needed to deliver services under an engagement, to maintain accurate financial and business records, to meet applicable legal, accounting, tax, or regulatory requirements, and to be able to resolve disputes or enforce our agreements. In many cases, U.S. tax and accounting rules require that records be kept for a minimum number of years. Once retention periods expire, or information is no longer needed for these purposes, we follow documented procedures to securely delete, de‑identify, or anonymize the information so that it can no longer be associated with an individual.

9) Security

We employ technical and organizational measures including:

  • Encryption in transit and at rest (where supported)
  • Access controls and role‑based permissions
  • Employee confidentiality agreements and training
  • Regular vendor due diligence and risk assessments

No system is completely secure; however, we implement reasonable safeguards appropriate to the sensitivity of the information.

10) Your rights

Depending on your jurisdiction, you may have certain privacy rights under applicable law. These may include the right to:

  • Access the personal information we hold about you and receive a copy in a readily usable format.
  • Correct or update information that is inaccurate or incomplete.
  • Request deletion of personal information, subject to exceptions where we must retain data for legal, tax, or recordkeeping purposes.
  • Opt out of the sale or sharing of personal information, or the use of personal information for targeted advertising, if you are a California resident under the CCPA/CPRA.
  • Request data portability, meaning transfer of your personal information to another service provider in a structured, machine-readable format.
  • Restrict or object to certain processing activities, such as direct marketing.

You can exercise these rights by contacting us at support@orbitaccountants.com. To protect your information, we will verify your identity before fulfilling a request and may request additional details if necessary. We will respond within the timeframes required by applicable law and explain if any exceptions apply.

11) Cookies and tracking technologies

We and our partners use cookies, flash cookies, web beacons, and similar technologies to recognize your browser or device, enable core functionality, provide analytics, and (where legally permitted) deliver marketing. You can refuse some cookies in your browser settings, though doing so may limit functionality. Certain analytics services, such as Google Analytics, provide additional opt-out mechanisms. For more detail on cookie use by third parties, please review their privacy policies.

12) Children’s privacy

Our services are directed to businesses and not to children under 16. We do not knowingly collect children’s personal data. If we learn we collected information from a child under 16, we will delete it.

13) International transfers

If we transfer information outside the U.S., we implement safeguards such as contractual clauses, vendor due diligence, and compliance with applicable privacy regulations.

14) Contact information

  • Email: support@orbitaccountants.com
  • Mail: Orbit Accountants, 580 California St, 12th Floor, San Francisco, CA 94104

15) Changes to this Policy

We may amend this Policy from time to time. We will update the date above and notify you of material changes through our website or other appropriate means.