Privacy Policy

Our Commitment to Your Privacy

At Estuary Folio, we understand that privacy matters. When you share information with us, you're placing trust in our ability to handle it responsibly. This policy explains what data we collect, why we collect it, how we use it, and what choices you have regarding your information.

We operate under the principle that you should understand what happens with your data. This document aims to provide that clarity without overwhelming legal jargon. If anything remains unclear after reading this policy, we encourage you to reach out with questions.

Information We Collect

Information You Provide Directly

When you fill out our contact form or communicate with us, you may provide your name, email address, company name, and details about your inquiry. We collect this information because you've chosen to share it with us for a specific purpose.

If you become a client, we may collect additional information necessary to provide our services, such as business details, financial documentation, and contact information for authorized representatives.

Information Collected Automatically

Like most websites, we automatically collect certain technical information when you visit our site. This includes your IP address, browser type, device information, pages visited, and how you interact with our content.

We use cookies and similar technologies to gather this data. These help us understand how people use our website and identify areas for improvement. You can learn more about our cookie practices on our Cookie Policy page.

Analytics Data

We use analytics services to understand website traffic patterns and user behavior. This data is aggregated and doesn't identify you personally. It helps us see which content resonates with visitors and where we might improve the user experience.

Legal Basis for Processing

We process your personal data based on several legal grounds, including your consent when you submit forms, our legitimate business interests in improving our services, contractual necessity when providing services to clients, and legal obligations in maintaining accurate business records.

How We Use Your Information

Responding to Inquiries

When you contact us, we use your information to respond to your questions and provide the information you've requested. We may also use it to follow up if we believe additional information would be helpful.

Providing Our Services

For clients, we use your information to deliver accounting and bookkeeping services. This includes processing financial transactions, preparing reports, managing compliance requirements, and communicating about your account.

Improving Our Website

Analytics data helps us understand which parts of our website work well and which could be improved. We use this information to enhance navigation, create more relevant content, and ensure the site functions properly across different devices and browsers.

Marketing Communications

We may send occasional emails about our services or relevant industry information to people who have expressed interest. These communications are infrequent and always include an option to unsubscribe. We never share your email address with third parties for their marketing purposes.

Legal and Security Purposes

We may use or disclose your information when necessary to comply with legal obligations, protect our rights or property, prevent fraud, or address security issues. These situations are rare and we only share the minimum information necessary.

How We Protect Your Data

Security Measures

We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, or disclosure. This includes secure data transmission protocols, encrypted storage for sensitive information, and regular security assessments.

Data Storage and Retention

Your data is stored on secure servers with restricted access. We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

For client data, retention periods may be extended to comply with accounting regulations and legal requirements. Once data is no longer needed, we securely delete or anonymize it.

Access Controls

Only authorized personnel have access to personal information, and access is granted based on job responsibilities. Our team members are trained on privacy practices and bound by confidentiality obligations.

Breach Notification

While we take extensive precautions, no security system is completely infallible. In the unlikely event of a data breach affecting your personal information, we will notify you and relevant authorities in accordance with applicable data protection laws.

Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. We share data only in limited circumstances and always with appropriate safeguards in place.

Service providers who assist us in operating our website or conducting business may have access to your information, but only to the extent necessary for their specific functions. These providers are contractually obligated to maintain confidentiality and use your data solely for the purposes we specify.

If required by law or in response to valid legal processes, we may disclose your information to government authorities or other parties. We will notify you of such requests unless prohibited by law.

Your Privacy Rights

Right to Access

You have the right to request a copy of the personal information we hold about you. We'll provide this information in a commonly used electronic format within the timeframe required by applicable law.

Right to Rectification

If you believe any information we hold about you is inaccurate or incomplete, you can request that we correct or update it. We aim to keep our records accurate and appreciate when you help us maintain data quality.

Right to Erasure

In certain circumstances, you can request that we delete your personal information. This right is not absolute and may be limited by our legal obligations to retain certain records, but we'll delete data when legally permissible.

Right to Data Portability

You can request that we provide your personal data in a structured, commonly used format that allows you to transfer it to another service provider.

Right to Object

You can object to certain types of data processing, particularly for marketing purposes. We'll honor such requests promptly, though some processing may continue if we have legitimate legal grounds.

Exercising Your Rights

To exercise any of these rights, contact us using the information provided at the top of this page. We'll respond to your request within one month, though complex requests may take longer. We may need to verify your identity before processing certain requests.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:

Avoid filling out contact forms, account registrations, or any data-submitting features
Disable cookies through your browser settings (see our Cookie Policy for more details)
Contact us directly to request the deletion of any previously shared personal data

We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly and in accordance with applicable law.

International Data Transfers

Our business operates primarily within the European Union, with servers located in EU member states. If we need to transfer data outside the EU, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission.

Some of our service providers may process data in countries outside the EU. When this occurs, we verify that these providers maintain adequate data protection standards and have appropriate transfer mechanisms in place.

Children's Privacy

Our services are directed toward businesses and adults. We do not knowingly collect personal information from individuals under 16 years of age. If you believe we have inadvertently collected such information, please contact us immediately so we can delete it.

Changes to This Privacy Policy

We review this privacy policy periodically to ensure it remains accurate and current. When we make significant changes, we'll update the date at the top of this page and may notify you through other means, such as email or a notice on our website.

We encourage you to review this policy occasionally to stay informed about how we protect your information. Your continued use of our website after changes have been posted constitutes your acceptance of the updated policy.

Questions About Privacy

If you have questions about this privacy policy or how we handle your personal information, we're here to help. You can reach us through the contact information provided at the top of this page.

If you're not satisfied with our response to a privacy concern, you have the right to lodge a complaint with your local data protection authority.

Contact Information