Privacy Policy

Introduction

Back Office Desk LLC (“Back Office Desk,” “we,” “us,” or “our”) respects your privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, submit a form, communicate with us, or otherwise interact with Back Office Desk online.

Information We Collect

We may collect information that you voluntarily provide to us, including:

• name;
• company or organization name;
• email address;
• telephone number;
• business address;
• information about your business or nonprofit organization;
• accounting software and accounting-service needs;
• information submitted through consultation, price inquiry, onboarding, referral, business formation, EIN, or other forms;
• communications you send to us; and
• other information you choose to provide.

Certain forms may request additional business information needed to evaluate or perform requested services.

Sensitive Information

Please do not submit Social Security numbers, ITINs, full bank account numbers, full credit card numbers, passwords, or similar sensitive information through ordinary website forms unless a form specifically provides a secure method for doing so.

When sensitive information is required for a service, Back Office Desk may request that information separately through an appropriate secure process.

Information Collected Automatically

When you visit our website, our hosting and security providers may process certain technical information as part of delivering and protecting the site, such as:

• IP address;
• browser type;
• device type and operating system;
• pages requested and referring pages;
• date and time of access; and
• other diagnostic information.

We use this information to operate, secure, and troubleshoot the website. We do not use website analytics or advertising trackers at this time (see “Cookies and Similar Technologies” below).

To help prevent spam and abuse of our forms, we may use a security verification check and temporary rate-limiting counters. The counters are associated with a protected (hashed) form of a network address or email address rather than the readable value, and they expire automatically.

How Website Form Submissions Are Handled

When you submit a form on our website, the information you enter is stored in a secured database used by Back Office Desk, and a notification is sent by email to our business inbox.

For our general inquiry forms (Contact, Schedule a Consultation, Price Quote, and Referral), that email includes the information you submitted. For our onboarding, business formation, EIN, and depreciable-assets forms, the email contains only a limited summary, and the full submission stays in the database. Our database is the official record of a submission; the email is a notification copy.

Access to stored submissions is limited to authorized Back Office Desk personnel.

How We Use Information

We may use information we collect to:

• respond to inquiries;
• schedule consultations;
• evaluate requested accounting services;
• prepare pricing or scope information;
• onboard new clients;
• provide requested services;
• communicate with clients and prospective clients;
• administer business formation, EIN, or similar requests;
• maintain and improve our website and business operations;
• protect against fraud, abuse, spam, and security threats;
• comply with legal, regulatory, tax, and professional obligations; and
• maintain appropriate business records.

Third-Party Service Providers

We may use third-party service providers to support website hosting, database services, transactional email, security and bot protection, rate limiting, and content management.

The providers we currently use for the website include:

• Hostinger — website hosting;
• Neon — PostgreSQL database services;
• Postmark — transactional email;
• Cloudflare — Turnstile security verification;
• Upstash — rate limiting; and
• Sanity — content-management tooling.

Depending on the service you request, we may also use other providers, which may include:

• electronic signature providers;
• accounting and payroll software providers;
• business formation and government-filing service providers; and
• other vendors that assist us in providing requested services.

These providers may receive or process information only as reasonably necessary to perform services on our behalf or to complete a service you have requested. Each provider’s handling of information is also subject to its own terms and privacy practices.

Business Formation and Filing Services

Back Office Desk LLC assists clients with business formation and related filing processes upon the client’s request and authorization.

Depending on the filing, Back Office Desk may use an applicable government website or a third-party business formation or filing service to assist with preparing and submitting the requested filing.

Information provided by the client may be shared with the applicable government agency or third-party filing provider as reasonably necessary to complete the requested service.

Where appropriate, additional authorization will be obtained through the applicable form, engagement process, or other authorization method.

Back Office Desk is not a law firm and does not provide legal advice.

EIN Application Assistance

Upon a client’s request and authorization, Back Office Desk may assist with preparing and submitting an Employer Identification Number (EIN) application to the Internal Revenue Service.

Where permitted and appropriately authorized, Back Office Desk may act as a third-party designee in connection with completion of the EIN application.

Clients remain responsible for providing complete and accurate information.

Sensitive taxpayer identification information, such as Social Security numbers or ITINs, should not be submitted through ordinary website forms unless a secure method is specifically provided.

Electronic Signature and Authorization Services

Certain authorizations, including payment or direct-deposit related authorizations, may be handled through third-party electronic signature platforms rather than through ordinary website forms.

Information submitted directly through those platforms is also subject to the privacy and security practices of the applicable provider.

Sharing of Information

We do not sell personal information to advertisers.

We may disclose information:

• to service providers assisting with our operations;
• when necessary to provide a service you requested;
• with your authorization;
• to professional advisers when appropriate;
• to comply with applicable law, legal process, or government requests;
• to protect the rights, safety, property, or security of Back Office Desk, our clients, or others; or
• in connection with a merger, acquisition, restructuring, or transfer of business assets.

Cookies and Similar Technologies

We do not use Google Analytics, advertising pixels, or other marketing or advertising trackers on our website, and we do not intentionally set non-essential tracking cookies.

Our security verification provider (Cloudflare Turnstile) and our hosting provider may use technical mechanisms, which can include cookies or similar technologies, that are necessary to deliver the site and protect our forms from abuse.

If we later add analytics, advertising, or other non-essential tracking technologies, we will update this policy and provide any required choices before they are turned on.

Data Retention

We retain information for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business and tax records, resolving disputes, enforcing agreements, and meeting legal or regulatory obligations.

For information submitted through our website forms, our current approach is:

• general inquiry forms (Contact, Schedule a Consultation, Price Quote, and Referral): generally about two years from submission; and
• onboarding, business formation, EIN information, and depreciable-assets forms: generally about seven years from submission, because they may relate to services with tax and business-record obligations.

When a retention period ends, we delete or redact the content of the submission and keep only minimal administrative details, such as the submission date and form type. We review submissions periodically rather than continuously, so removal may occur some time after the period ends.

The email copies of general inquiry submissions follow the same two-year period. We delete them from our business inbox as part of the same periodic review.

Deleted or redacted information, including deleted emails, may remain in backups, logs, or archives maintained by us or our service providers until those expire in the ordinary course. We do not edit historical backups individually.

If you become a client, records relating to our engagement are kept according to that relationship and applicable legal and professional requirements, which may be longer than the periods above. We may also keep information longer where needed for legal, tax, security, or dispute-resolution reasons.

Data Security

We use reasonable administrative, technical, and organizational measures intended to protect information against unauthorized access, alteration, disclosure, or destruction. These include encrypted connections, bot and abuse protection on our forms, and limiting access to stored submissions to authorized personnel.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

Third-Party Websites

Our website may contain links to third-party websites and services, including accounting software providers, client portals, electronic signature platforms, government websites, filing services, and other service providers.

Back Office Desk is not responsible for the privacy practices, content, or security of third-party websites. You should review the applicable third party’s privacy policy before providing information to them.

Children’s Privacy

Our website and services are intended for businesses, nonprofit organizations, and adults acting on their behalf. They are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the website.

Your Choices and Requests

You may contact us at info@BackOfficeDesk.com with privacy questions, or to ask for access to or a copy of personal information you have provided, or to request correction or deletion of that information. You may also use this address to report a suspected privacy or security incident.

We may take reasonable steps to verify your identity before sharing or deleting information. We will review and respond to privacy-related requests within a reasonable period and in accordance with applicable law.

Certain information may need to be retained where required for legal, tax, contractual, security, or legitimate business purposes.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we make material changes, we will update the Effective Date shown at the top of this page.