Privacy Policy

1. Introduction

Web Works LLC ("Company," "we," "us," or "our") is committed to protecting the privacy of individuals and businesses who visit our website, use our services, or otherwise engage with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our bookkeeping, financial reporting, web development, SEO, and advisory services.

We operate under the principle of institutional stability through technology. Our practices reflect our core values of meticulous accuracy, transparent integrity, and a growth-first mindset.

By accessing our website or using our services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our website and services.

2. Information We Collect

We collect information to provide and improve our services. The types of information we may collect include:

2.1 Personal Information

When you book a discovery call, subscribe to our newsletter, or engage our services, we may collect:

• Full name and job title
• Business email address and phone number
• Company name, business address, and entity details
• Billing and payment information
• Communication preferences and history

2.2 Financial & Business Data

In the course of providing bookkeeping and advisory services, we may access and process:

• Bank account statements and transaction records
• Revenue, expense, and profit & loss data
• Balance sheets, cash flow statements, and financial reports
• Payroll records and tax documentation
• Receipts, invoices, and accounts payable/receivable data
• Access credentials to accounting software (e.g., QuickBooks, Xero) provided under a limited agent authorization

2.3 Technical Data

When you visit our website, we may automatically collect:

• IP address and browser type
• Device information and operating system
• Pages visited, time spent, and navigation patterns
• Referral source and search terms

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide bookkeeping, financial reporting, payroll, web development, SEO, and advisory services as agreed in our engagement letter.
• Communication: To respond to inquiries, schedule discovery calls, send service updates, and provide customer support.
• Compliance: To meet legal, regulatory, and tax compliance obligations applicable to financial service providers.
• Improvement: To analyze website usage and improve our service offerings, user experience, and marketing efforts.
• Marketing: To send newsletters, promotional materials, and relevant industry insights (with opt-out available at any time).
• Security: To detect, prevent, and address fraud, unauthorized access, or other security incidents.

4. Legal Basis for Processing (GDPR)

For individuals in the European Economic Area (EEA) or United Kingdom, our processing of personal data is based on the following lawful grounds:

• Contractual Necessity: Processing necessary to perform our services under our engagement agreement.
• Legitimate Interests: Processing for our legitimate business interests, such as improving services, fraud prevention, and direct marketing (where not overridden by your rights).
• Consent: Where you have provided explicit consent (e.g., newsletter subscription, cookie preferences).
• Legal Obligation: Processing required to comply with applicable laws and regulations.

5. Data Sharing & Third Parties

We do not sell your personal information. We may share your data with trusted third parties only as necessary to deliver our services:

• Accounting Platforms: QuickBooks, Xero, or similar platforms you authorize us to access.
• Payment Processors: Secure payment gateways for billing purposes (we do not store full payment card details).
• Cloud Infrastructure: Encrypted cloud storage and hosting providers (e.g., AWS, Google Cloud).
• Professional Advisors: Legal counsel, tax authorities, or auditors as required by law or with your consent.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity.
• Legal Compliance: Government agencies, regulators, or law enforcement when required by applicable law or valid legal process.

All third-party providers are bound by data processing agreements that require them to maintain the confidentiality and security of your information.

6. Data Security

We implement industry-standard technical, administrative, and physical security measures to protect your information:

• 256-bit AES encryption for data at rest and TLS 1.3 for data in transit
• Multi-factor authentication (MFA) on all internal systems
• Role-based access controls limiting data access to authorized personnel only
• Regular third-party security audits and penetration testing
• Secure client portals for document sharing with view-only access options
• Employee training on data protection and confidentiality

While we strive to protect your data, no method of electronic storage or transmission is 100% secure. We encourage you to use strong passwords and secure networks when communicating with us.

7. Data Retention

We retain your personal information and financial records only as long as necessary to fulfill the purposes described in this policy, or as required by law:

• Financial Records: Retained for the duration of our engagement plus seven (7) years to comply with tax and regulatory requirements.
• Personal Information: Retained for as long as you maintain an account or as needed to provide services, plus a reasonable period thereafter.
• Marketing Data: Retained until you unsubscribe or request deletion.
• Website Analytics: Retained in aggregated, anonymized form for up to 26 months.

When data is no longer required, it is securely destroyed or anonymized.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• 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 personal data where permitted by law ("Right to be Forgotten").
• Restriction: Request restriction of processing under certain circumstances.
• Portability: Request transfer of your data to another service provider in a machine-readable format.
• Objection: Object to processing based on legitimate interests or direct marketing.
• Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us using the information in Section 12. We will respond to your request within 30 days, or as required by applicable law.

9. Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience, analyze site traffic, and support our marketing efforts. We use the following categories:

• Essential Cookies: Required for the website to function properly. Cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our site (e.g., page views, traffic sources).
• Functional Cookies: Remember your preferences and settings for a personalized experience.
• Marketing Cookies: Used to deliver relevant content and measure campaign effectiveness.

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

10. International Data Transfers

If you are located outside the United States, your information may be transferred to, stored, and processed in the United States or other jurisdictions where our service providers operate. We ensure appropriate safeguards are in place for such transfers, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Data Processing Agreements (DPAs) with all third-party providers

11. Children’s Privacy

Our services are directed exclusively to business entities and professionals. We do not knowingly collect or solicit personal information from individuals under the age of 18. If we become aware that a child has provided us with personal data, we will take steps to delete it promptly.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Material changes will be communicated via our website or email at least 30 days before taking effect. Your continued use of our services after the effective date constitutes acceptance of the updated policy.

© 2026 Web Works LLC. All rights reserved. This Privacy Policy is intended to provide general information about our data practices and does not constitute legal advice. We recommend consulting with legal counsel for jurisdiction-specific compliance.