1. Introduction
Vista Vitals LLC ("Vista Vitals," "we," "our," or "us") is committed to protecting the privacy of our clients and users. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our accounting and financial advisory services, including any software tools, integrations, and platforms we operate on your behalf.
2. Information We Collect
We may collect the following types of information in the course of providing our services:
- Business Financial Data: General ledger data, chart of accounts, transactions, invoices, bills, payroll summaries, bank statements, and other accounting records accessed through QuickBooks Online, Fathom HQ, or other integrated platforms.
- Contact Information: Names, email addresses, phone numbers, and mailing addresses of business owners, authorized representatives, and key contacts.
- Account Credentials: OAuth tokens and API keys used to connect to third-party platforms on your behalf. We do not store your passwords.
- Communications: Emails, messages, and notes exchanged in the course of our engagement.
3. How We Use Your Information
We use the information we collect to:
- Provide bookkeeping, accounting, and financial advisory services as outlined in your engagement agreement.
- Generate financial reports, KPI dashboards, and analytical insights.
- Perform monthly close procedures, quality control checks, and variance analysis.
- Communicate with you about your account and our services.
- Comply with legal and regulatory requirements.
4. Third-Party Integrations
Our services integrate with third-party platforms including but not limited to QuickBooks Online, Fathom HQ, Gusto, Bill.com, and HubSpot. When you authorize us to connect to these platforms, we access your data through their APIs in accordance with their respective terms of service and privacy policies. We only access the data necessary to perform our contracted services.
Our website uses Google Ads conversion tracking and Calendly scheduling. When you visit our site or book a call, Google may set cookies to measure whether you arrived from one of our ads and booked a call. You can manage ad personalization at myadcenter.google.com or block cookies in your browser settings.
5. Data Security
We implement commercially reasonable technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted connections (TLS/SSL), access controls, and secure storage of API credentials. However, no method of transmission over the Internet or electronic storage is 100% secure.
6. Data Retention
We retain your financial data for the duration of our engagement and for a reasonable period thereafter as required by applicable law and professional standards. Upon termination of our engagement, we will provide you with your data and securely delete our copies within 90 days, unless retention is required by law.
7. Data Sharing
We do not sell, trade, or rent your personal or financial information to third parties. We may share your information only in the following circumstances:
- With third-party platforms you have authorized us to connect to on your behalf.
- With our subcontractors or team members who need access to perform services under our engagement agreement.
- When required by law, regulation, or legal process.
- To protect the rights, property, or safety of Vista Vitals, our clients, or others.
8. Your Rights
You have the right to:
- Access the financial data we hold on your behalf.
- Request correction of inaccurate data.
- Request deletion of your data, subject to legal retention requirements.
- Revoke our access to third-party platforms at any time.
- Receive a copy of your data in a portable format upon request.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date above.
10. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
Vista Vitals LLC
Email: info@vistavitals.com
Website: vistavitals.com