Effective Date: May 26, 2026
Aspen Accounting & Advisory LLC ("we," "us," or "our") operates the website https://aspenaccountingfirm.com (the "Website") and provides bookkeeping and accounting services to clients. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and your rights regarding your data.
This policy applies to information collected through our Website, contact forms, client engagements, and any related communications. It does not apply to information governed exclusively by a signed client engagement agreement, which controls with respect to client financial data handled as part of our services.
By using this Website, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use this Website.
We do not sell, rent, or trade your personal information to third parties for their own marketing purposes. Ever.
1. Information We Collect
1.1 Information You Provide Directly
We collect personal information you voluntarily provide when you:
Fill out a contact or inquiry form on our Website
Email or call us directly
Sign a client engagement agreement
Submit documents or financial records as part of our services
This information may include your name, email address, phone number, business name, and any details you choose to share in your message or intake forms.
1.2 Client Financial Information
As part of providing bookkeeping and accounting services, we may collect and access:
Bank and credit card statements
Transaction records and receipts
Business financial reports and records
QuickBooks Online or other accounting platform data
Business tax identification numbers (EIN)
Payroll and expense information
This financial information is collected solely for the purpose of performing contracted bookkeeping services and is handled under the terms of your signed engagement agreement. We treat all client financial data as strictly confidential.
1.3 Information Collected Automatically
When you visit our Website, certain technical information is collected automatically, including:
IP address and approximate geographic location
Browser type, operating system, and device identifiers
Pages visited, time spent, and interactions with Website content
Referring URLs (how you arrived at our Website)
This information is collected through cookies, web analytics tools, and similar technologies. It helps us understand how our Website is used and improve the visitor experience. It is not used to identify individual visitors by name.
2. How We Use Your Information
We use the information we collect for the following purposes:
Contact & inquiry informationTo respond to your questions and determine whether our services are a fit for your needs.
Client financial dataTo perform contracted bookkeeping, reconciliation, and financial reporting services only.
Website usage dataTo analyze traffic, improve Website content and performance, and understand visitor behavior.
Email addressTo send transactional communications related to your inquiry or services, and occasional marketing emails (with opt-out available).
Business informationTo set up and maintain your client account, issue invoices, and manage the engagement relationship.
We do not use client financial data for any purpose other than delivering your contracted services. We do not use your financial information for advertising, marketing profiling, or sale to third parties.
3. Cookies and Tracking Technologies
Our Website uses cookies and similar technologies to operate and improve the site experience. Cookies are small text files placed on your device when you visit a website.
We use cookies for:
Essential functionality — required for the Website to operate correctly.
Analytics and performance — to understand how visitors use the Website (e.g., Google Analytics).
Marketing — to support advertising efforts and measure the effectiveness of our promotions.
You can control or disable cookies through your browser settings at any time. Please note that disabling cookies may affect the functionality of certain Website features. Most browsers also allow you to set preferences for third-party cookies specifically.
4. Third-Party Service Providers
We work with trusted third-party service providers to help operate our Website and deliver our services. These providers may access certain information only as necessary to perform their functions and are contractually required to protect it.
Third-party providers we may work with include:
Website hosting and maintenance providers
Analytics platforms (e.g., Google Analytics)
Email communication platforms
Accounting software platforms (e.g., Intuit QuickBooks Online)
Loom, onepassword, Fathom, Carbon
Secure file sharing and cloud storage providers
Payment processing providers
We do not sell or share your personal or financial information with third-party advertisers or data brokers. Where we integrate with third-party platforms (such as QuickBooks Online) on your behalf as part of our services, that use is governed by your engagement agreement and the third party's own privacy policy.
5. Client Financial Data — Special Protections
Because we handle sensitive financial information as part of our bookkeeping services, we apply additional safeguards beyond standard website data practices:
Client financial records are accessed only by authorized personnel at Aspen Accounting & Advisory LLC who need them to perform contracted services.
We use encrypted communication channels and secure file sharing for transmitting financial documents.
We do not store client bank credentials. Access to third-party platforms (such as QuickBooks Online) is managed through authorized platform integrations or credentials provided by the client.
Client financial data is never used for internal research, product development, advertising, or any purpose beyond delivering your services.
Upon termination of an engagement, client financial data is returned to the client and/or securely deleted in accordance with our data retention policy and any requirements in the engagement agreement.
6. Email Communications
We may send you the following types of email communications:
Transactional emails — confirmations, invoices, document requests, and service-related communications. These are sent as necessary and cannot be opted out of while you are an active client.
Informational emails — updates about our services, policy changes, or relevant business topics.
Marketing emails — occasional promotions or announcements about Aspen Accounting & Advisory LLC.
You may opt out of marketing and informational emails at any time by clicking the unsubscribe link included in every marketing email or by contacting us at admin@aspenaccountingfirm.com. Opting out of marketing emails will not affect transactional communications required to deliver your services.
7. Data Retention
We retain different types of information for different periods based on legal requirements and business needs:
Website inquiry & contact dataRetained for up to 2 years or until the inquiry is resolved and no engagement follows.
Client financial records & bookkeeping work productRetained for a minimum of 7 years following the end of the engagement, consistent with IRS record-keeping guidelines and standard accounting practice.
Invoices and payment recordsRetained for a minimum of 7 years for tax and legal compliance purposes.
Website analytics dataRetained in aggregated or anonymized form in accordance with our analytics provider's data policies.
Marketing email recordsRetained until you opt out or request deletion, after which we suppress your address from future sends.
When data is no longer needed and retention periods have expired, we securely delete or anonymize it. Active clients may request information about our retention practices at any time.
8. Data Security
We take the security of your personal and financial information seriously. We implement reasonable administrative, technical, and physical safeguards, including:
Password-protected systems and access controls
Encrypted file sharing for financial documents
Secure cloud storage with reputable providers
Limited internal access to sensitive data on a need-to-know basis
Regular review of our data handling practices
No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. In the event of a data security breach that affects your personal or financial information, we will notify you as required by applicable Utah law (Utah Code § 13-44-202) and take prompt steps to investigate and mitigate the incident.
Utah law requires us to notify affected individuals of a security breach involving personal data. We take this obligation seriously and will communicate promptly and transparently in the event of any such incident.
9. Artificial Intelligence — Utah Disclosure (SB 149 / SB 226)
In compliance with the Utah Artificial Intelligence Policy Act (Utah Code § 13-2-12, as amended), Aspen Accounting & Advisory LLC discloses the following about our use of generative AI tools:
9.1 AI in Our Workflow
We may use AI-assisted tools to support internal operations such as drafting communications, organizing data, or analyzing information. All AI-assisted work product that affects your financial records or reports is reviewed and verified by a human professional before delivery. AI tools do not make final financial decisions on your behalf.
9.2 AI in Client Communications
If you interact with an AI-assisted tool during any communication with us — including automated messaging or AI-assisted responses — we will disclose this clearly at the start of that interaction. You will never be misled into believing you are communicating with a human when you are not. You have the right to ask at any time whether you are interacting with a human or an AI system, and we are required by Utah law to answer clearly.
Because our services involve your financial data and may include personalized financial guidance, all interactions involving specific recommendations about your finances are handled by a qualified human professional. We do not use AI to deliver personalized financial advice directly to clients without human oversight.
9.4 No Deceptive Use
We do not use AI in any way intended to deceive, mislead, or misrepresent the nature of our services or communications. Questions about our AI practices may be directed to admin@aspenaccountingfirm.com.
10. Your Privacy Rights — Utah & U.S. Residents
As a Utah resident or U.S. resident, you may have the following rights regarding your personal information, depending on applicable law:
Right to Access — Request a copy of the personal information we hold about you.
Right to Correction — Request that we correct inaccurate or incomplete personal information. (This right was strengthened under 2025 Utah UCPA amendments effective July 1, 2026.)
Right to Deletion — Request that we delete your personal information, subject to legal retention requirements.
Right to Know — Request information about how your data is collected, used, and shared.
Right to Opt Out — Opt out of certain data uses, including targeted advertising or the sale of personal data. (We do not sell personal data.)
To exercise any of these rights, contact us at admin@aspenaccountingfirm.com. We will respond within the timeframe required by applicable law and will not discriminate against you for exercising your privacy rights.
Note: Some rights may be limited where data is retained for legal compliance purposes (such as the 7-year retention of financial records). We will explain any applicable limitations when responding to your request.
11. Third-Party Links
Our Website may contain links to third-party websites or services. We do not control and are not responsible for the privacy practices, content, or policies of any third-party site. This Privacy Policy applies only to our Website and services. We encourage you to review the privacy policies of any third-party sites you visit.
12. Children's Privacy
This Website and our services are intended for adults only, specifically business owners and professionals. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected information from a minor, we will take prompt steps to delete it. If you believe a child has submitted personal information to us, please contact us at admin@aspenaccountingfirm.com.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make material changes, we will:
Update the "Last Revised" date at the top of this page.
Post the revised policy on this page.
For active clients, notify you via email at least 14 days before material changes take effect.
Your continued use of the Website after changes are posted constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.
14. Governing Law
This Privacy Policy is governed by and construed in accordance with the laws of the State of Utah, without regard to conflict of law principles. Any disputes arising under this policy shall be resolved in accordance with the dispute resolution provisions in our Terms of Service.
15. Contact Us
If you have questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us:
Aspen Accounting & Advisory LLC
Website: https://aspenaccountingfirm.com
Email: admin@aspenaccountingfirm.com
State of Operation: Utah, United States