Privacy Policy

1. Who we are

Vaxman Bookkeeping LLC ("Vaxman Bookkeeping," "we," "us," "I") provides bookkeeping, payroll, and financial-record services to small businesses. This policy covers information collected through the website at vaxmanbookkeeping.com and through our business phone line. Contact: email roman@vaxmanbookkeeping.com, call (951) 514-9294, or use the contact form.

2. Information we collect

• Information you provide: when you submit the contact form, we collect your name, email address, business name, and anything you write in your message.
• Phone and text interactions: when you call or text (951) 514-9294, we collect your phone number and the information you choose to share, such as your name, business name, and what you need help with.
• Usage data: basic, non-identifying information about how the site is used (pages visited, general location, device type), collected through standard analytics and our website widgets.
• Client portal: if you are invited to the client portal, we collect your account information (name, business, email, and a password you choose), the documents you upload or we share with you, billing records, and business details we keep on file to serve you (such as phone, address, entity type, and tax ID).

2b. The client portal

The client portal is an invitation-only, password-protected area where clients exchange documents with us, review bills, and pay online. How it protects your information:

• Two-step verification: when you sign in on a new device, we email a one-time 6-digit code to your address and you must enter it to continue. Codes expire after 10 minutes. If you choose "Remember me," your device is trusted for 7 days.
• Private storage: documents are stored privately with our infrastructure provider (Supabase), encrypted in transit, and access is restricted so each client can only ever see their own files and bills.
• Payments: online bill payments are processed by CPACharge, an 8am company. Card and bank details are entered into CPACharge secure hosted fields and never touch our servers; we receive a short-lived token and transaction confirmation needed to process and record your payment. See 8am's privacy policy.
• Sessions: portal sessions end when you close your browser (unless you chose "Remember me") and in any case after 7 days, after which you must sign in again.

2a. Calls and texts

You may call or text us directly at (951) 514-9294. We use the information you provide to answer your questions and follow up about bookkeeping services. You can also use the contact form on this website.

Text messages: you can sign up for text messages from us on our text message sign-up page. If you text our number or agree to receive texts from us, message frequency varies, message and data rates may apply, and you can reply STOP to opt out or HELP for help at any time. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Your phone number and text-message consent are never sold or shared for marketing.

3. How we use it

• To respond to your inquiry, schedule a consultation, and provide a quote or services.
• To operate, secure, and improve the website.
• To communicate with you about the services you requested.

4. How we protect client financial data

If you become a client, any financial records or account access you share are handled under a separate engagement and kept strictly confidential. We use reputable, secure platforms (such as QuickBooks Online and ADP) and access your systems only as needed to perform the agreed services.

5. Sharing

We do not sell or rent your information. We share it only with service providers that help us operate (for example, website hosting on Netlify, portal infrastructure and document storage on Supabase, transactional email via Resend, payment processing via CPACharge/8am, analytics, our telephone carrier, and the AI service that powers our phone receptionist), and only as needed to provide those functions. We may disclose information if required by law.

6. Your California privacy rights (CCPA/CPRA)

California residents may request to know, access, or delete the personal information we hold about them, and may opt out of any "sale" or "sharing" of it (we do not sell or share it). To make a request, email roman@vaxmanbookkeeping.com, call (951) 514-9294, or use the contact form. We will not discriminate against you for exercising these rights.

7. Cookies

We use limited cookies and browser storage for site functionality and basic analytics. See our Cookie Policy for details. We do not use third-party advertising cookies.

8. Retention

We keep inquiry information only as long as needed to respond and for our reasonable business records, then delete it. Client portal accounts, documents, and billing records are kept for the duration of the engagement and as required for our business records; you may request deletion of your portal data at any time using the contact methods above (we may need to retain records the law requires us to keep).

9. Changes

We may update this policy; the "last updated" date will reflect any changes.

See also our Terms of Use and Cookie Policy.