Bilcas Accounting Solutions (“Bilcas,” “we,” “us,” or “our”) works with sensitive financial information, and we take that responsibility seriously. This Privacy Policy explains what information we collect through bilcasaccounting.com and in the course of our services, how we use it, and the choices you have.
At a glance
- We do not sell or rent your personal information.
- Client financial records are used only to deliver the services you engaged us for.
- We share information only with the providers needed to do the work, with advisors you direct us to, or when the law requires it.
- You can ask to see, correct or delete your information, and unsubscribe from marketing at any time.
Scope
This policy covers information collected when you visit the Website, contact us, request an assessment, or become a client. If your written scope or client agreement includes additional confidentiality terms, those terms also apply.
Information we collect
Information you give us
- Contact details such as your name, email address, phone number, mailing address, business name and job title.
- Details you share when requesting an assessment, such as your industry, the number of accounts involved and the condition of your records.
- Messages and other communications with us.
Client financial information
When you become a client, we receive the records needed to complete your engagement, which may include:
- Bank, credit card, loan and merchant processor statements and transaction data.
- Invoices, receipts, bills, and customer and vendor records.
- Prior bookkeeping files, charts of accounts and accounting reports.
- Tax identification numbers and entity documents.
- Access to your accounting or banking platforms, granted through the platform’s own user or accountant invitations wherever possible.
Information collected automatically
- IP address, browser type, device type and operating system.
- Pages viewed, time spent on pages, and the site that referred you.
- Information collected through cookies and similar technologies, described below.
How we use information
We use personal information to:
- Respond to inquiries and schedule assessments.
- Prepare scopes of work, proposals and client agreements.
- Perform reconstruction, cleanup, reconciliation, bookkeeping, reporting and other services you have engaged us for.
- Send invoices, process payments and manage your account.
- Send service updates and, if you opt in, occasional news and resources.
- Understand how the Website is used so we can improve it.
- Protect against fraud and unauthorized access.
- Meet our legal, regulatory and record-keeping obligations.
How we handle client financial information
Client financial records are used only to deliver the services described in your written scope. We do not use them for marketing, and we do not combine them with other clients’ data.
- Access is limited to team members and contractors who need it for your engagement and who are bound by confidentiality obligations.
- We prefer platform-issued user access over shared passwords, and we remove our access when an engagement ends.
- We share your records with your tax preparer, attorney, lender or other advisors only at your direction.
Cookies and analytics
The Website may use cookies and similar technologies to function properly, remember your preferences, and measure traffic and page performance. Analytics providers may collect information about your visits on our behalf.
You can block or delete cookies in your browser settings. Some parts of the Website may not work as intended if you do.
How we share information
We do not sell or rent your personal information. We share it only in these situations:
- Service providers that help us run our business, such as accounting platforms, document collection tools, payment processors, scheduling, email and cloud storage providers. They receive only what they need to perform their services.
- Your advisors and partners, when you ask us to share information with them.
- Legal requirements, when we must respond to a subpoena, court order or other lawful request, or protect our rights and the safety of others.
- Business transfers, if our business is merged, acquired or sold, subject to the protections in this policy.
Text messages and email
If you give us your mobile number, we may send appointment reminders and service-related messages by text. Message and data rates may apply. Reply STOP to opt out or HELP for help.
Mobile numbers and text messaging consent are not shared with third parties or affiliates for their marketing purposes.
You can unsubscribe from marketing emails using the link in any message. We will still send messages needed to deliver your services.
How we protect information
We use administrative, technical and physical safeguards designed to protect the information we hold. These may include:
- Encrypted connections for the Website and for file transfers.
- Secure file-sharing tools rather than email attachments for sensitive documents.
- Multi-factor authentication on systems that hold client data.
- Access controls based on each team member’s role.
- Confidentiality commitments from our team and contractors.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you as required by law.
How long we keep information
We keep personal information only as long as needed for the purposes described in this policy. Client work papers and financial records are generally kept for seven years after the end of the relevant engagement or tax year to meet record-keeping and legal obligations, and are then securely deleted. Inquiry information from people who do not become clients is deleted when it is no longer needed.
Your choices and rights
Depending on where you live, including under Texas privacy law where it applies, you may have the right to:
- Find out what personal information we hold about you and receive a copy.
- Correct information that is inaccurate or incomplete.
- Ask us to delete your information, subject to records we are legally required to keep.
- Withdraw consent you previously gave.
- Opt out of marketing communications.
- Appeal a decision we make about your request.
To make a request, email [email protected] or call (281) 407-9418. We may need to verify your identity before responding, and we will reply within the time required by applicable law.
Children’s privacy
The Website and our services are intended for adults and businesses. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with information, contact us and we will delete it.
Third-party websites
The Website may link to other websites, including software providers. Their privacy practices are governed by their own policies, which we encourage you to review.
Visitors outside the United States
We are based in Texas, and the information we collect is stored and processed in the United States. If you access the Website from another country, your information will be transferred to and processed in the United States.
Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date shows the current version. If we make material changes to how we use client information, we will notify active clients directly.
Contact us
Questions or requests about this Privacy Policy can be sent to:
- Company
- Bilcas Accounting Solutions
- Address
- 15931 Barrow Cove, Cypress, Texas 77429
- Phone
- (281) 407-9418
- [email protected]
- Website
- bilcasaccounting.com