Privacy Policy

CityScape Bookkeeping LLC ("CityScape," "we," "us," or "our") respects the privacy of our website visitors, prospective clients, clients, and authorized client portal users.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit cityscapebookkeeping.com, request a quote, communicate with us, create or use a client portal account, upload documents, or otherwise interact with CityScape.

1. Information We Collect

Depending on how you interact with CityScape, we may collect the following categories of information.

Contact and Account Information

We may collect information such as your:

• name;
• email address;
• telephone number;
• business name;
• portal account information; and
• information necessary to administer authorized users associated with a client account.

Each authorized portal user should have an individual account. CityScape does not require clients to share portal login credentials among users.

Business and Quote Information

When you request a quote or services, we may collect information about your business and bookkeeping needs, including:

• business type and industry;
• services requested;
• estimated transaction volume;
• bookkeeping condition and history;
• invoicing and bill-payment needs;
• payroll-related bookkeeping information;
• QuickBooks usage and setup needs;
• reporting requirements;
• number of businesses or entities;
• business country and state, province, or region;
• how you heard about CityScape; and
• other information you voluntarily provide through the quote process.

Business location information is provided directly by you. CityScape does not use your device location or passive website tracking to determine where your business is located.

Onboarding and Client Information

If you proceed with CityScape's services, we may collect additional information necessary to verify your business information, establish the scope of services, and perform bookkeeping work.

This may include business contact information, mailing address, account descriptions, financial reports, bookkeeping records, statements, invoices, receipts, payroll reports, vendor or customer information, and other documents or information relevant to the services you request.

Client Portal Documents

Clients and prospective clients who have begun onboarding may upload documents through the client portal.

Documents may contain financial or business information and, depending on the document, information relating to individuals associated with your business.

Please provide only information reasonably necessary for CityScape to perform the requested services.

QuickBooks Information

CityScape may receive access to a client's QuickBooks Online account when the client separately invites CityScape through Intuit's accountant-access process.

CityScape does not ask clients to provide their QuickBooks or Intuit password, multi-factor authentication code, recovery code, security answers, or bank login credentials through the CityScape website or portal.

Communications

We may retain communications you send to us, including emails, portal messages, questions about quotes, onboarding communications, and service-related correspondence.

Payment and Agreement Information

CityScape may maintain records concerning agreements, invoices, payment status, service scope, and related administrative information.

Client agreements are handled separately through the electronic-signature process designated by CityScape. Payments may be handled separately through QuickBooks or another approved payment method.

CityScape's portal may record administrative milestones such as whether an agreement was sent or signed or whether payment was received without necessarily processing the agreement or payment itself.

Technical, Security, and Activity Information

When you sign in to the client portal, we may maintain technical, security, audit, membership, and activity information reasonably necessary to operate the portal, maintain account security, document authorized actions, investigate problems, and protect CityScape and its clients.

At launch, CityScape does not intend to use optional passive visitor analytics to track general website visitors for advertising or behavioral profiling.

The website may use browser storage necessary for functionality, including maintaining an authenticated portal session and temporarily preserving an unfinished quote form on your own device.

2. How We Use Information

We may use information we collect to:

• prepare and administer bookkeeping quotes;
• understand your requested scope of services;
• create and manage client accounts;
• conduct onboarding;
• verify information relevant to bookkeeping services;
• provide bookkeeping and related services;
• communicate with prospective and current clients;
• respond to questions and requests;
• administer agreements and payment status;
• maintain business and accounting records;
• operate and secure the client portal;
• prevent unauthorized access, fraud, misuse, and security incidents;
• maintain internal audit and activity records;
• understand where quote requests and clients originate geographically;
• understand which marketing sources generate inquiries and clients;
• improve CityScape's services, website, quote process, and business operations;
• comply with applicable laws, regulations, legal processes, and professional obligations; and
• establish, exercise, or defend legal rights.

3. Marketing Communications

Requesting a quote, creating a portal account, or becoming a CityScape client does not automatically enroll you in promotional or newsletter emails.

CityScape may send operational communications necessary to administer your quote, account, onboarding, services, security, agreement, billing, or client relationship.

CityScape may separately offer an optional newsletter or marketing subscription. Individuals who voluntarily subscribe may unsubscribe using the method provided in those communications.

4. How We Disclose Information

CityScape does not sell personal information for money and does not intend to use personal information for targeted advertising.

We may disclose information when reasonably necessary to service providers that help us operate our business, website, communications, client portal, security, scheduling, electronic agreements, bookkeeping workflow, or related services.

Depending on the service involved, these providers may include website/application hosting and database providers, email providers, scheduling providers, QuickBooks/Intuit, DocuSign or another electronic-signature provider, and other technology or professional service providers.

Some third-party services are used independently of the CityScape portal. For example, a client may separately grant CityScape accountant access through QuickBooks Online, and electronic agreements may be completed through DocuSign. Your use of those services may also be governed by the provider's own terms and privacy practices.

We may also disclose information:

• when required by law, subpoena, court order, or other valid legal process;
• to protect the rights, property, security, or safety of CityScape, our clients, or others;
• to investigate suspected fraud, misuse, or security incidents;
• to professional advisers such as attorneys, accountants, insurers, or security professionals when reasonably necessary; or
• in connection with a business transaction such as a merger, acquisition, restructuring, or sale of business assets, subject to applicable law.

5. Data Retention

CityScape seeks to retain information only for as long as reasonably necessary for the purpose for which it was collected and for applicable business, accounting, security, contractual, dispute-resolution, and legal requirements.

Quotes That Do Not Proceed

If a prospective client requests a quote but does not proceed, quote and questionnaire information may generally be retained for up to 30 days after the applicable quote period or abandonment of the prospective engagement, subject to records CityScape reasonably needs to retain for security, legal, fraud-prevention, or other legitimate purposes.

If the prospective client returns after the applicable period, CityScape may require a new quote because the business's circumstances and service needs may have changed.

If a quote is accepted and onboarding begins, the information becomes subject to the applicable onboarding or client retention practices rather than the abandoned-prospect timeframe.

Incomplete Onboarding

If a prospective client begins onboarding, uploads documents, and then does not complete onboarding, uploaded onboarding documents may be removed after approximately 90 days of inactivity.

If onboarding resumes after documents have been removed, CityScape may require current documents to be uploaded again.

Active Clients

For active clients, documents uploaded through the CityScape portal may be removed once CityScape has used them and determines they are no longer reasonably necessary.

CityScape does not promise to maintain uploaded source documents in the portal for any particular minimum period. Clients should maintain their own original records and should not use the CityScape portal as their permanent document archive.

Former Clients

After a client relationship ends, client-uploaded documents and reports or other files CityScape has made available through the portal may generally be removed from the portal within 90 days, subject to applicable legal, security, dispute, or other retention requirements.

Clients are responsible for downloading and retaining copies of reports or other files they wish to keep.

Internal Business Records

CityScape may retain necessary internal business records, including agreements, billing and payment records, service history, confirmed scopes of work, and other records reasonably necessary for business, accounting, legal, security, or dispute purposes, for up to seven years or another period required or permitted by applicable law.

These records may be maintained internally rather than remaining available through the client portal.

6. Data Security

CityScape uses administrative, technical, and physical safeguards designed to protect information appropriate to the nature and sensitivity of the information we handle.

These safeguards may include access controls, authentication protections, encryption, device protections, security monitoring, restricted access to client information, and security procedures for service providers and systems.

No internet transmission, electronic storage system, or security program can guarantee absolute security. Clients are responsible for maintaining the security of their own devices, email accounts, portal credentials, QuickBooks accounts, and other systems they control.

If you believe your CityScape portal account or information may have been compromised, contact us promptly at yelena@cityscapebookkeeping.com.

7. Portal Accounts and Authorized Users

Each authorized portal user should use an individual account.

Users are responsible for safeguarding their credentials and should not share passwords or authentication information with another person.

A client's Primary Contact or other appropriately authorized person may be permitted to invite additional users and manage access according to the permissions available in the portal.

Access to one business does not automatically provide access to another business.

8. Your Choices and Privacy Requests

You may contact CityScape to request access to, correction of, or deletion of personal information associated with you.

CityScape may need to verify your identity or authority before fulfilling a request.

Certain information may not be deleted when retention is reasonably necessary or permitted for purposes such as:

• complying with legal or regulatory obligations;
• maintaining accounting or business records;
• establishing or defending legal claims;
• resolving disputes;
• detecting or preventing fraud or misuse;
• maintaining security or audit records; or
• fulfilling an ongoing contractual or service obligation.

Depending on where you reside and which privacy laws apply, you may have additional legal rights regarding your personal information. CityScape will respond to applicable privacy requests as required by law.

Privacy requests may be sent to:

yelena@cityscapebookkeeping.com

9. Children

CityScape's website, quote process, client portal, and services are intended for adults age 18 and older and for persons acting in connection with businesses or organizations.

CityScape does not knowingly offer its services to children.

10. Third-Party Websites and Services

The website may contain links to or interact with services operated by third parties.

CityScape does not control the privacy or security practices of third-party websites and services. You should review the applicable provider's terms and privacy policy before providing information directly to that provider.

11. International Prospects

CityScape is based in Minnesota, United States, and primarily provides services to businesses in the United States.

The quote form may permit a business located outside the United States to submit information for review. Submission of a quote request does not mean CityScape has agreed to provide services in that jurisdiction.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices, or legal requirements.

The revised policy will display an updated “Last Updated” date. When appropriate or legally required, we may provide additional notice of material changes.

13. Contact Us

Questions or requests regarding this Privacy Policy or CityScape's privacy practices may be directed to:

CityScape Bookkeeping LLC

Email: yelena@cityscapebookkeeping.com