Privacy Policy

Last updated: August 2026

Zen Partner Enterprises, LLC, doing business as The Zen Bookkeeper ("we," "us," or "our") operates the website www.thezenbookkeeper.net and the client portal at portal.thezenbookkeeper.net. This Privacy Policy covers both, and explains what information we collect, how we use it, and your choices regarding it.

The short version. We are a bookkeeping firm. To do your books, we need access to your financial records, so we collect your bank and card transaction data, the documents you upload, and the contact details we need to work with you. We use that information to keep your books and to communicate with you. We do not sell it, and we do not share it with anyone except the service providers listed below who help us run the business.

Information We Collect

From website visitors and customers, we collect personal information that you voluntarily provide when you:

• Subscribe to our email list: your name and email address.
• Download a free resource (lead magnet): your name and email address.
• Purchase a digital product: your name, email address, and payment information (processed securely by Stripe; we never see or store your full card number).
• Bookkeeping consultation: your name, email address, and any details you share when you request a time on our scheduling page.
• Contact us via email: whatever information you include in your message.

From bookkeeping clients using the client portal, we also collect:

• Business and contact details: your name, business name, email address, phone number, mailing address, and your business tax identification number (EIN). If you complete a W-9 through the portal, we collect the information on that form.
• Bank and credit card transaction data: for each account you connect, the transaction history, including dates, amounts, merchant descriptions, and the account name and type. How that connection works is explained in the next section.
• Documents you upload: receipts, invoices, statements, payroll reports, prior financial statements, and anything else you send us so we can do the work.
• Records we create: your ledger, transaction categorizations, financial reports, invoices we issue you, and notes from our calls and correspondence with you.
• Basic technical information: standard web server logs, which include your IP address and browser type, kept for security and troubleshooting.

We do not collect your Social Security number unless you provide it to us on a tax form such as a W-9, and we do not ask for it otherwise.

How the Bank Connection Works

We use Plaid Inc. to connect to your bank. Plaid is a financial data provider that acts as the bridge between your bank and our software.

• When you connect an account, you enter your banking credentials with Plaid or directly with your bank, not with us. We never see or store your online banking username or password.
• Plaid gives us a secure access token for your account, which we store in encrypted form. It allows us to read transaction data. It does not allow us to move money, initiate payments, or make any change to your account.
• We request read access to transactions only.
• You can disconnect an account at any time by asking us, or through your bank's linked apps settings.

By connecting an account, you also agree to Plaid's own privacy policy, available at plaid.com/legal. You can view and manage the data Plaid holds about you at my.plaid.com.

How We Use Your Information

We use the information we collect to:

• Categorize transactions, maintain your ledger, reconcile accounts, and prepare your financial reports.
• Identify transactions that need documentation or explanation from you.
• Communicate with you about your books, deadlines, and questions.
• Prepare and send invoices and collect payment.
• Share your financial reports with your CPA or tax preparer, but only when you ask us to.
• Fulfill digital product orders and deliver purchased files via email or Google Drive.
• Deliver free resources (lead magnets) you've requested.
• Send email newsletters, tips, and occasional promotions (only if you've opted in).
• Respond to your questions or support requests.
• Improve our website and offerings based on general usage trends.
• Meet our own legal, tax, and professional recordkeeping obligations.

We do not sell, rent, or trade your personal information to third parties. We do not use your financial data for advertising, and we do not share it with data brokers.

Artificial Intelligence

We use AI tools to help categorize transactions and draft routine text. Because this involves your data leaving our system, here is exactly how it works.

• We send transaction descriptions and amounts to an AI provider to suggest a category. Before anything is sent, our software strips identifying details, including your business name, account numbers, and other personal identifiers.
• We currently use Google (Gemini) and Anthropic (Claude) as AI providers, accessed through a routing service called OpenRouter.
• A human reviews AI suggestions. AI does not finalize your books on its own.
• We keep an encrypted internal log of these requests for 90 days so we can audit what was sent.

Your data is not used to train AI models. Every request our software sends carries an instruction that refuses any AI provider which would retain the request for training. If no compliant provider is available, the request fails rather than falling back to one that would keep your data. This is enforced in our software on every request, not left to a setting.

Third-Party Services

We use the following service providers to operate our business. Each receives only what it needs to do its job, and each has its own privacy policy governing how it handles data:

• Plaid: connects your bank and card accounts. Your banking credentials are entered with Plaid or your bank, never with us. Subject to Plaid's Privacy Policy.
• Stripe: processes payments securely. Your payment details are handled entirely by Stripe and are subject to Stripe's Privacy Policy. We do not store your card number.
• Google Analytics: helps us understand website traffic and whether visitors complete key actions, such as viewing an offer or booking page. Google Analytics may set first-party cookies and receive device, browser, approximate location, and usage information. This information is used for measurement, not behavioral advertising. See Google's Privacy Policy.
• Railway: hosts the client portal and its database.
• Cloudflare (R2): stores documents and receipts you upload.
• Resend: delivers our transactional and marketing emails.
• Zoho Mail: our business email, which carries correspondence between us.
• Google (Meet and Calendar): scheduling and video calls.
• OpenRouter, Google, and Anthropic: AI categorization assistance, as described above.
• Vercel: hosts our website.

If we add a provider that receives your financial data, we will update this list.

When We Share Your Information Otherwise

We will share your information outside the list above only in these situations:

• When you ask us to, for example sending your reports to your CPA, your lender, or your attorney.
• When the law requires it, such as a subpoena, court order, or lawful government request. If we are permitted to tell you, we will.
• To protect people or prevent harm, including suspected fraud, threats to someone's safety, or protecting our legal rights.
• If the business is sold or transferred, in which case your records would move with it and you would be told before that happened.

How We Protect Your Data

• Your bank access tokens, business tax identification number, and W-9 responses are encrypted before they are stored.
• Portal access uses single-use sign-in links that expire after 15 minutes, so there is no password to steal or reuse.
• Data is encrypted in transit using standard HTTPS.
• Access to client records is limited to people who need it to do the work.

No system is perfectly secure, and we will not claim otherwise. If we discover a breach affecting your information, we will notify you promptly and tell you what happened.

How Long We Keep Your Data

We keep your financial records, documents, bank feed data, and ledger entries for seven years after your account is closed. Seven years is a common professional standard for bookkeeping records. It covers most IRS audit windows and protects both of us if a question comes up later.

After seven years, records are reviewed individually and then deleted. Deletion is never automatic, so that an open dispute or a legal hold cannot cause records to be destroyed by accident. Our internal AI request logs are kept for 90 days.

You can ask us to delete your data sooner. We will honor that request unless there is an open dispute or audit, you have asked us in writing to keep records longer, or the law requires us to keep them. If we cannot delete something, we will tell you why.

Cookies

Our website uses cookies for essential functionality and limited website analytics. Google Analytics may set first-party cookies to distinguish visitors and sessions so we can understand aggregate traffic and conversion activity. We do not use these cookies for behavioral advertising, and we do not sell personal information. Third-party services embedded on our site, such as Stripe during checkout, may also set cookies under their own privacy policies. You can block or delete cookies through your browser settings at any time.

Your Rights & Choices

You have the right to:

• Opt out of marketing emails: click the "unsubscribe" link at the bottom of any email we send, or email us directly.
• Request access to your data: ask us what personal information we hold about you, and get a copy of it.
• Correct your data: ask us to fix anything that is wrong.
• Disconnect a bank account: at any time, for any reason.
• Request deletion of your data: ask us to delete the personal information we have on file for you, subject to the retention limits described above.

To exercise any of these rights, email us at info@thezenbookkeeper.net. We will respond within 30 days.

Depending on where you live, state law may give you additional rights. Texas residents have rights under the Texas Data Privacy and Security Act. If you are covered by a state privacy law that gives you more than what is described here, we will honor it.

CAN-SPAM Compliance

We comply with the CAN-SPAM Act. All marketing emails we send include:

• A clear identification of the message as an advertisement (where applicable).
• Our valid physical mailing address or registered agent address.
• A straightforward way to opt out of future emails.

If you opt out, we will promptly remove you from our marketing list. Opting out does not affect transactional emails related to a purchase you've made.

Children's Privacy

Our website and services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us so we can delete it.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. If a change meaningfully affects how we handle client financial data, we will tell our clients by email before it takes effect.

Governing Law

This policy is governed by the laws of the State of Texas.

Contact Us

If you have questions about this Privacy Policy or your personal data, please contact us:

Zen Partner Enterprises, LLC
doing business as The Zen Bookkeeper
529 W Commerce St #3023
Dallas, TX 75250
info@thezenbookkeeper.net