Privacy Policy

1. Information We Collect

1.1 Information You Provide Directly

When you interact with our website or request services, we may collect:

• Contact Information: Name, email address, phone number, company name
• Business Information: Company size, industry, country, services needed
• Financial Information: When you become a client, we may collect accounting data, bank statements, invoices, and related documents
• Communication Data: Messages, emails, and chat conversations with our team
• Payment Information: Billing address and payment details (processed securely through third-party payment processors)

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

• Device & Browser Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent, links clicked, referring website
• Cookies & Tracking: We use cookies for analytics and functionality (see Section 8)
• UTM Parameters: Marketing campaign data to understand how you found us

2. How We Use Your Information

We use collected information for the following purposes:

3. How We Share Your Information

We do not sell your personal information. We may share data with:

3.1 Service Providers

We work with trusted third-party providers who assist in delivering our services:

• Hosting & Infrastructure: Vercel (website hosting)
• Database: Supabase (encrypted data storage)
• Email Delivery: Resend (transactional emails)
• CRM: HubSpot or Pipedrive (client relationship management)
• Analytics: Google Analytics, Vercel Analytics
• Scheduling: Calendly (appointment booking)
• AI Chat: OpenAI or DeepSeek (optional chat support)
• Accounting Software: QuickBooks, Xero, Zoho Books, NetSuite (as selected by you)

All service providers are bound by data protection agreements and are prohibited from using your data for their own purposes.

3.2 Legal Requirements

We may disclose information if required by law, court order, or government regulation, or to protect our rights, property, or safety.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change.

4. Your Privacy Rights

4.1 General Rights (All Users)

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Opt-Out: Unsubscribe from marketing emails at any time
• Data Portability: Receive your data in a machine-readable format

4.2 GDPR Rights (EU/EEA Users)

If you are located in the European Union or European Economic Area, you have additional rights:

• Right to Object: Object to processing based on legitimate interests
• Right to Restrict: Request restriction of processing in certain circumstances
• Right to Withdraw Consent: Withdraw consent for marketing or optional processing
• Right to Lodge a Complaint: File a complaint with your local data protection authority

4.3 CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act:

• Right to Know: Request disclosure of what personal information we collect and share
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of the "sale" of personal information (we do not sell data)
• Non-Discrimination: We will not discriminate for exercising your rights

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

• Inquiry Data: Retained for 2 years after last contact
• Client Financial Records: Retained for 7 years after engagement ends (accounting standard)
• Marketing Data: Retained until you unsubscribe or request deletion
• Website Analytics: Anonymized after 26 months (Google Analytics default)

Data may be retained longer if required by law or to resolve disputes.

6. Data Security

We implement industry-standard security measures to protect your data:

• TLS 1.3 encryption for data in transit
• AES-256 encryption for data at rest
• Multi-factor authentication for staff access
• Regular security audits and monitoring
• Role-based access controls

For detailed information, see our Security & Compliance page.

7. International Data Transfers

Your data may be transferred to and processed in countries outside your jurisdiction (e.g., United States for hosting). We ensure adequate protection through:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Data Processing Agreements with all service providers
• Compliance with EU-U.S. Data Privacy Framework (where applicable)

8. Cookies and Tracking Technologies

We use cookies to improve your experience and analyze website usage:

You can manage cookie preferences through our cookie banner or by visiting our Cookie Policy page. Note that disabling cookies may limit website functionality.

9. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect data from children. If we learn we have collected information from a minor, we will delete it promptly.

10. Third-Party Links

Our website may contain links to third-party sites (QuickBooks, Xero, Calendly, LinkedIn, etc.). We are not responsible for their privacy practices. Please review their privacy policies separately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Material changes will be communicated via email to active clients.

12. Contact Us

For questions, concerns, or to exercise your privacy rights, contact us:

ProBook Solutions
Privacy Officer
Email: privacy@probooksolutions.org
Website: Contact Form

EU Representative (GDPR): [If you serve EU clients and are not EU-based, appoint a representative]
Response Time: We aim to respond within 5 business days.