Privacy Policy

Last updated: March 23, 2026

Overview

At Maple Tree Bookkeeping LLC ("Maple Tree," "we," "us," or "our"), we take your privacy seriously. This Privacy Policy describes how we collect, use, and protect the personal and financial information you share with us when you use our services, visit our website, or communicate with our team.

Because we work with your financial records, we understand that trust isn't optional, it's the foundation of everything we do. We handle your information with the same care and discretion we bring to your books.

By engaging our services or using our website, you agree to the terms outlined in this Privacy Policy. If you have questions at any point, please reach out to us directly.

Information We Collect

We collect information in three ways: directly from you, automatically through your use of our website, and from third-party tools we use to deliver our services.

Information you provide directly

Contact information: name, email address, phone number, and business name
Financial records: bank statements, transaction histories, payroll data, tax documents, and other bookkeeping materials you share with us
Business information: industry, business structure, employee count, and other details relevant to your bookkeeping needs
Communications: messages, emails, and notes from consultations or support interactions

Information collected automatically

How We Use Your Information

We use the information we collect for one primary purpose: delivering accurate, reliable bookkeeping and financial services to your business. Specifically, we use your information to:

Provide and manage monthly bookkeeping, payroll, and financial reporting services
Help set up and maintain your QuickBooks Online account on your behalf
Communicate with you about your books, reports, and upcoming deliverables
Respond to questions, support requests, and consultation inquiries
Send service-related updates, such as policy changes or delivery notifications
Improve our website, processes, and service offerings based on aggregate usage data
Comply with applicable legal, tax, and regulatory requirements

We do not use your information for targeted advertising, automated profiling, or any purpose unrelated to your active service relationship with Maple Tree.

Sharing Your Information

We do not sell, rent, or trade your personal or financial information to any third party, ever. We share information only in the following limited circumstances:

Service providers

We work with a small number of trusted third-party tools to deliver our services, including QuickBooks Online (Intuit), secure document storage, and payment processing. These providers access only the information necessary to perform their function and are bound by confidentiality agreements.

Your CPA or tax professional

If you request that we coordinate directly with your accountant or tax preparer, we will share relevant financial records with them on your behalf. We will always confirm this authorization with you before sharing anything.

Legal requirements

We may disclose information when required to do so by law, court order, or government authority, or when we believe disclosure is necessary to protect the rights, property, or safety of Maple Tree, our clients, or others.

Data Security

Protecting your financial information is not something we take lightly. We implement industry-standard security measures across all the tools and systems we use, including:

Encrypted transmission of all data using SSL/TLS protocols
Secure, password-protected client portals for document sharing
Two-factor authentication on all platforms that handle financial data
Restricted access: only team members actively working on your account can access your records
Regular security reviews of our tools and third-party service providers

Data Retention

We retain your information for as long as necessary to deliver your services and fulfill our legal obligations. In practice, this means:

Active client records are retained for the duration of your service agreement plus seven years, in accordance with IRS recordkeeping requirements
Consultation and inquiry records are retained for 12 months following initial contact
Website usage data is retained for up to 24 months in anonymized form
Communications and correspondence are retained for three years after the end of an active service relationship

When retention periods expire, we securely delete or anonymize your data. You may also request deletion at any time. See Your Rights below.

Your Rights

You have meaningful rights over your personal information. We are committed to honoring them without friction or delay.

Right to Access: Request a copy of the personal information we hold about you at any time.
Right to Correct: Ask us to correct any inaccurate or incomplete information we hold about you.
Right to Delete: Request deletion of your personal data, subject to our legal retention obligations.
Right to Portability: Receive your data in a structured, commonly used format to transfer to another provider.
Right to Object: Object to certain uses of your data, including any future marketing communications.
Right to Withdraw Consent: Withdraw consent for any processing based on consent, at any time, without penalty.

To exercise any of these rights, email us at kara@mapletreebk.com. We will respond within 30 days. We do not charge a fee for reasonable requests.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we do, we will update the "Last updated" date at the top of this page.

For material changes that affect how we use your data, we will notify active clients directly by email before the changes take effect. Continued use of our services after any update constitutes your acceptance of the revised policy.

We encourage you to review this page periodically. The current version is always available at this URL.