`TPS Ledger Privacy Policy
This Privacy Policy describes how Tax Processing Solutions, LLC (“Company”) collects, uses, stores, and protects financial and federal tax information through TPS Ledger (the “App”).
1. Information Collection
The App collects business financial information and federal tax information necessary for bookkeeping, accounting, financial reporting, and tax compliance purposes.
Information collected may include:
- transaction records,
- account balances,
- banking information,
- financial statements,
- tax identification numbers,
- imported spreadsheet data,
- QuickBooks connection metadata,
- system usage logs,
- access records, and
- audit trail information.
Information may be imported from authorized QuickBooks Online® accounts, client-provided financial records, spreadsheets, or related bookkeeping documentation.
Data may be stored within authorized Company systems, including designated Google Drive storage environments and PostgreSQL databases hosted through Render® cloud services.
2. Use of Information
Information collected through the App is used solely for legitimate business purposes, including:
- bookkeeping,
- accounting,
- tax preparation,
- financial reporting,
- operational support,
- compliance,
- quality assurance,
- security monitoring, and
- internal audit purposes.
The Company does not sell personal or financial information collected through the App.
3. Access Restrictions
Access to information within the App is restricted to authorized personnel with a legitimate business need and appropriate authorization.
Users are required to maintain the confidentiality of all information accessed through the App and may not disclose, transmit, export, screenshot, or store such information outside approved Company systems.
4. Security Measures
The Company maintains administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of financial and tax information.
Security measures may include:
- encryption,
- multi-factor authentication,
- role-based access controls,
- least-privilege access,
- logging and monitoring,
- audit trails,
- device and account restrictions,
- secure transmission methods,
- periodic security reviews, and
- incident response procedures.
5. Monitoring and Logging
The Company may monitor, log, review, and retain system activity, access records, audit logs, and user activity associated with the App for security, operational, compliance, investigative, and legal purposes.
6. Incident Reporting
Users must immediately report any suspected:
- unauthorized access,
- credential compromise,
- phishing attempt,
- accidental disclosure,
- malware incident,
- security vulnerability, or
- misuse of information
through the Company’s designated reporting channels or service desk.
7. Disclosure of Information
Information may be disclosed only:
- to authorized personnel with a legitimate business need;
- to service providers supporting authorized business operations;
- as required by law, court order, subpoena, or regulatory obligation; or
- as necessary to protect the rights, systems, operations, or security of the Company.
Third-party platforms utilized by the App, including QuickBooks Online®, Google Drive™, and Render®, maintain independent terms, privacy practices, and security obligations.
8. Compliance with Laws and Safeguarding Requirements
The Company maintains policies and procedures intended to support compliance with applicable privacy, confidentiality, and data protection laws and regulations, including California privacy laws where applicable.
The Company also maintains safeguards intended to support the protection of federal tax information and sensitive financial data consistent with applicable Internal Revenue Service guidance and industry security practices.
9. Data Retention and Disposal
Information is retained only for as long as necessary to satisfy operational, legal, regulatory, tax, security, and compliance requirements.
When information is no longer required, the Company utilizes commercially reasonable procedures intended to support secure disposal or deletion of data.
10. Policy Changes
The Company may update this Privacy Policy periodically. Users may be notified of material changes through Company systems, postings, or internal communications.
Continued use of the App after updated policies are posted constitutes acknowledgment of the revised policy.
11. Contact Information
Questions, concerns, or incident reports regarding this Privacy Policy or the App should be submitted through the TPS Service Desk or other designated Company reporting channels.