Privacy Policy

1. Introduction

Welcome to Klient Accounting. We are committed to protecting your privacy and securing your financial information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our software and services ("Services").

By using Klient Accounting, you consent to the data practices described in this policy.

Klient Accounting ("we," "our," or "us") provides a comprehensive financial management platform designed to be your one-stop destination for accounting needs. Your privacy is of utmost importance to us, and we are transparent about our practices.

2. Information We Collect

We collect information that you provide directly to us and information about your use of our Services to provide you with the best possible experience.

A. Information You Provide:

Account Information: Name, email address, phone number, business name, and contact details when you create an account.
Billing Information: Credit/debit card details, billing address, and other payment information processed by our secure third-party payment processors (Gocardless).
Financial Data: This is the core data you entrust to us, including but not limited to invoices, receipts, bank account transactions, payroll data, tax information, and details from linked third-party services.
Communications: Records of your correspondence with us, including support requests, feedback, and survey responses.
Profile Information: Job title, company size, industry, and other business details you choose to provide.

B. Information Collected Automatically:

Usage Data: We log information about how you interact with our Services, including your IP address, browser type, device information, pages viewed, features used, and the dates and times of your visits.
Cookies and Tracking Technologies: We use cookies and similar technologies to analyze trends, administer the website, track users' movements around the site, and to gather demographic information about our user base as a whole. You can control the use of cookies at your browser level.
Performance Data: Information about system performance, error reports, and application crashes to help us improve stability.

Note: We do not intentionally collect sensitive personal information such as social security numbers, health information, or other special categories of data unless required for specific features you choose to use.

3. How We Use Your Information

We use the information we collect for various business purposes to provide and improve our Services:

Provide and Maintain Our Services: To operate our platform, process transactions, generate financial reports, and ensure proper functionality.
Authenticate Your Account: To verify your identity and allow secure access to your financial data.
Improve and Personalize: To develop new features, customize your experience, and optimize our Services based on user trends and feedback.
Communicate With You: To send you product updates, security alerts, administrative messages, customer support responses, and promotional communications (which you can opt-out of).
Ensure Security: To monitor and protect against fraudulent transactions, unauthorized access, and other malicious activities.
Comply with Legal Obligations: To meet regulatory requirements, respond to legal requests, and enforce our terms of service.
Business Analytics: To analyze usage patterns and improve our business operations and user experience.

4. How We Share Your Information

We do not sell, rent, or trade your personal or financial data to third parties for their marketing purposes.

We may share your information in the following limited circumstances:

With Your Consent: When you explicitly authorize us to share data with third-party applications like QuickBooks, Sage, or your financial institution for integration purposes.
Service Providers: We share data with trusted vendors who perform services on our behalf, such as payment processing, data analysis, email delivery, hosting services, customer support, and marketing assistance. These partners are bound by strict data protection contracts and may not use your data for any other purpose.
For Legal Reasons: To comply with a legal obligation, protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a valid government request, court order, or legal process.
Business Transfers: In connection with a merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company. You will be notified via email and/or prominent notice on our website of any change in ownership or uses of your information.
Professional Advisors: With our lawyers, auditors, and other professional advisors who need access to information to provide services to us.

5. Data Security

The security of your data is our highest priority. Klient Accounting employs robust, multi-layered security measures to protect your information:

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Encryption

All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption

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Access Controls

Strict role-based access controls and multi-factor authentication options

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Monitoring

24/7 security monitoring and regular penetration testing

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Backups

Regular automated backups and disaster recovery procedures

While we implement these comprehensive security measures, no method of transmission over the Internet or electronic storage is 100% secure. We continuously update our security practices to address emerging threats and maintain compliance with industry standards.

Your Responsibility: You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. Please notify us immediately of any unauthorized use of your account.

6. Your Data Protection Rights

Depending on your location, you may have the following rights regarding your personal data:

Right to Access: You can request a copy of the personal data we hold about you in a structured, machine-readable format.
Right to Correction: You can update or correct any inaccurate or incomplete personal data.
Right to Deletion: You can request the deletion of your personal data, subject to certain legal obligations we may have to retain records (e.g., for tax purposes).
Right to Object: You can object to our processing of your personal data for direct marketing purposes or where we rely on legitimate interests.
Right to Restriction: You can request that we restrict the processing of your personal data in certain circumstances.
Right to Data Portability: You can request a copy of your data in a common format to transfer to another service.
Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at privacy@klientaccounting.com. We will respond to your request within 30 days and may need to verify your identity before processing it.

EU Users: If you are located in the European Economic Area, you have the right to lodge a complaint with your local data protection authority.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our Services. Specific retention periods include:

Account Data: Retained while your account is active and for 3 years after account closure for business and legal purposes.
Financial Records: Retained for 7 years to comply with tax and accounting regulations.
Marketing Data: Retained until you unsubscribe or request deletion.
Backup Data: System backups are retained for 90 days before being securely destroyed.

We will also retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, we securely delete or anonymize it.

8. Third-Party Links and Integrations

Our Service may contain links to or integrations with other sites and services (like your bank, QuickBooks, Sage, or other accounting software). This Privacy Policy does not cover the practices of these third parties.

Key Third-Party Services We Integrate With:

Payment Processors: Stripe, PayPal
Accounting Software: QuickBooks, Sage, Xero
Banking Institutions: For secure bank feed connections
Cloud Storage: Google Drive, Dropbox
Communication Tools: Email service providers

When you connect Klient Accounting to a third-party service, you are subject to that service's privacy policy and terms of service. We encourage you to read the privacy policies of any third-party service you connect to.

Important: We are not responsible for the privacy practices or content of these third-party services. Your interactions with these services are governed by their respective privacy policies.

9. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

If we become aware that we have collected personal information from a child without verification of parental consent, we will take steps to remove that information from our servers and terminate the child's account.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

Posting the new policy on this page with an updated "Last Updated" date
Sending an email notification to the address associated with your account
Displaying a prominent notice within our application before changes take effect

We encourage you to review this policy periodically to stay informed about how we are protecting your information. Your continued use of our Services after any changes constitutes your acceptance of the updated Privacy Policy.

Material Changes: For significant changes that affect how we handle your data, we will provide at least 30 days' notice before the changes take effect.

11. Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or our data practices, please don't hesitate to contact us. We are committed to addressing your privacy concerns promptly and transparently.

Email: info@klientsoftware.co.uk

Address: Klient Accounting
Foundry House,
Prospect Road, Crook,
County Durham, DL15 8JL

Response Time: We aim to respond to all privacy-related inquiries within 2 business days.

For general customer support, please visit our support page or contact info@klientsoftware.co.uk

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