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1. Purpose and Scope

This Data Retention and Deletion Policy (“Policy”) establishes the guidelines under which Stand Out Bookkeeping LLC (“Stand Out Bookkeeping,” “we,” or “our”) retains, manages, and disposes of records and data collected in connection with its bookkeeping and financial analysis services and its website located at standoutbk.com.

This Policy applies to all records maintained by Stand Out Bookkeeping, whether stored electronically or in physical form, including client records, business records, and contact information collected through the website or during the client intake process. As a solo remote practice, all records are managed by the owner of Stand Out Bookkeeping.

The purpose of this Policy is to ensure that records are retained for as long as legally or operationally required and are securely disposed of when no longer needed.

2. Types of Records Covered

2.1  Client Records

Records created or maintained in connection with a client engagement, including:

• Signed engagement agreements and service contracts
• Client intake forms and onboarding documents
• Financial records, source documents, and supporting materials provided by the client
• Work product, including financial statements, reconciliations, reports, and dashboards
• Invoices, billing records, and payment history
• Correspondence and communications related to the engagement

2.2  Prospective Client Records

Records collected from individuals or businesses who inquire about services but do not become clients, including:

• Contact information submitted through the website or by email or phone
• Intake forms completed prior to engagement
• Pre-engagement communications

2.3  Business and Operational Records

Records relating to the operation of Stand Out Bookkeeping as a business entity, including:

• Formation documents, operating agreements, and licenses
• Tax filings and supporting records
• Insurance records
• Vendor and contractor agreements
• Financial records of Stand Out Bookkeeping itself

2.4  Website Contact Information

Personal information submitted by website visitors through contact forms, including name, email address, phone number, and mailing address, whether or not the individual proceeds to engagement.

3. Retention Schedule

The following retention periods apply to each category of records. All periods run from the date the record was created, the engagement ended, or the last meaningful contact, as applicable.

4. Storage and Security

Because Stand Out Bookkeeping is a solo remote practice, records are maintained in electronic form using cloud-based tools and secure local storage. The following practices apply:

• Client records and work product are stored in password-protected accounts using reputable cloud-based accounting and document management platforms (such as QuickBooks Online)
• Devices used to access client records are password protected and kept current with operating system and security updates
• Client information is not stored on shared or public devices
• Physical documents, if any, are stored securely at the owner’s home office and disposed of by cross-cut shredding when no longer needed
• Client information stored electronically shall be encrypted in transit using industry-standard protocols and, where supported by the service provider, encrypted at rest
• Email accounts, cloud storage platforms, accounting systems, and other services containing client information shall be protected by strong passwords and multi-factor authentication whenever supported by the service provider

Electronic records may be included in encrypted system backups maintained for business continuity and disaster recovery purposes. Backup copies are retained for up to 90 days unless a longer retention period is required for operational or legal purposes. Records deleted from active systems may remain in backup archives until those backups expire and are overwritten according to the backup retention schedule.

Stand Out Bookkeeping does not maintain a separate commercial office. All records management responsibilities rest with the owner.

5. Deletion and Disposal

When records reach the end of their applicable retention period, they will be disposed of in a manner that protects the confidentiality of any personal or financial information contained therein.

5.1  Electronic Records

• Files stored in cloud platforms will be permanently deleted from the platform and, where applicable, from any associated trash or archive folder
• Files stored locally will be permanently deleted using secure deletion methods
• Email correspondence will be permanently deleted from all folders, including sent mail and trash

5.2  Physical Records

• Any physical documents containing personal or financial information will be cross-cut shredded prior to disposal
• Documents without sensitive information may be recycled

5.3  Disposal Log

Stand Out Bookkeeping shall maintain a disposal log documenting the category of records destroyed, the date of destruction, and the method of disposal. The disposal log shall be retained for a minimum of three years.

6. Client and Contact Deletion Requests

Any individual whose personal information is held by Stand Out Bookkeeping may request deletion of their information by contacting us at info@standoutbk.com or (617) 831-3677. We will respond to all deletion requests within 30 days.

Please note that we may be required to retain certain records notwithstanding a deletion request, including records necessary to comply with applicable law, to resolve disputes, or to fulfill legal obligations. In such cases, we will inform the requestor of the basis for retaining the records.

California residents have additional deletion rights under the California Consumer Privacy Act (CCPA), as described in our Privacy Policy.

7. Policy Review and Updates

This Policy will be reviewed annually or whenever there is a material change in Stand Out Bookkeeping’s operations, client base, or applicable legal requirements. Updates will be reflected in the “Last Reviewed” date at the top of this document.

As the practice grows to include additional services, platforms, staff, or contractors, this Policy should be updated accordingly and legal counsel consulted if needed.

8. Governing Law

This Policy is governed by the laws of the Commonwealth of Massachusetts. Stand Out Bookkeeping will comply with all applicable federal and state laws regarding the retention, protection, and disposal of business and personal records, including but not limited to applicable IRS recordkeeping guidance and the Massachusetts Data Security Regulations (201 CMR 17.00).

9. Contact

Questions about this Policy or requests for record deletion may be directed to: