Security & Compliance
Your financial data is sensitive. We follow industry best practices to protect it and continuously improve our controls.
🔒Data Encryption & Security
All data transmitted to and from our systems is protected using bank-grade encryption standards:
- TLS 1.3: All connections use the latest Transport Layer Security protocol
- AES‑256: Data at rest is encrypted using strong encryption
- End-to-End Security: Your data is encrypted from your browser to our secure servers
- Secure File Storage: Documents and attachments are stored in encrypted, access-controlled storage
🛡️Access Control & Authentication
We implement strict access controls to ensure only authorized personnel can access your data:
- Multi-Factor Authentication (MFA): All team members use MFA for system access
- Role-Based Access: Staff access is limited to only the data needed for their role
- Access Logging: All data access is logged and monitored for unusual activity
- Regular Access Reviews: We conduct quarterly reviews of user permissions
📋Compliance & Certifications
ProBook Solutions adheres to industry standards and regulatory requirements:
- GDPR (General Data Protection Regulation): We align with EU data protection principles and honor data subject rights
- CCPA (California Consumer Privacy Act): We honor consumer rights under California law
- Data Processing Agreements: Available upon request for enterprise clients
- Industry Certifications: Our team holds recognized certifications from accounting software providers
🔄Backup & Disaster Recovery
Your data is protected against loss with comprehensive backup and recovery procedures:
- Automated Daily Backups: All data is backed up daily to multiple secure locations
- Geographic Redundancy: Backups are stored in geographically distributed data centers
- High Availability: Our infrastructure is designed for resiliency and uptime
- Disaster Recovery Plan: Tested recovery procedures ensure business continuity
👥Third-Party Security
We carefully vet all third-party services and software we use:
- Trusted Providers: We only work with industry-recognized platforms (QuickBooks, Xero, Supabase, Vercel)
- Security Audits: All third-party integrations undergo security review
- Data Processing Agreements: All vendors sign DPAs to ensure compliance
- Minimal Data Sharing: We only share data necessary for service delivery
🎓Staff Training & Policies
Our team is trained in security best practices and data protection:
- Annual Security Training: All staff complete mandatory security awareness training
- Confidentiality Agreements: Every team member signs NDAs
- Background Checks: All employees undergo background verification
- Secure Workspaces: Remote work follows strict security protocols
🔍Monitoring & Incident Response
We actively monitor our systems and have procedures in place to respond to security incidents:
- Continuous Monitoring: Automated systems watch for suspicious activity
- Incident Response Plan: Clear procedures for addressing security events
- Breach Notification: We strive to notify affected parties promptly in accordance with applicable laws
- Regular Security Audits: Quarterly internal reviews and annual external assessments
📄Data Retention & Deletion
We retain your data only as long as necessary and respect your right to deletion:
- Retention Period: Financial data is retained for 7 years per accounting standards
- Right to Deletion: You can request data deletion (subject to legal obligations)
- Secure Disposal: Deleted data is securely wiped and unrecoverable
- Data Portability: You can request a copy of your data at any time
📞Report a Security Concern
If you discover a security vulnerability or have concerns about data protection, please contact us immediately:
Security Email: security@probooksolutions.org
Response Time: Within 24 hours
Have Questions About Security?
Our team is happy to discuss our security practices and provide additional documentation for enterprise clients.
Last Updated: September 30, 2025