1. Information Security
Our firm protects personal information against unauthorized access (both physical and logical).
Records and Data Backup
Our firm protects all the client’s important accounting, payroll and tax data which are on our servers, by continuously mirroring the data as well as storing the information offsite each night. In general, all original documents / information received from our clients are the property of the client and we will return such information to the client by the end of the following fiscal year. In order to prevent unauthorized access to information, our firm password-protects all computers.
Transmitting Client Data
When transmitting client payroll data by email using the Internet, the email and/or attachments containing client personal information are encrypted and password protected.
All computers are password protected. Each user signs-in with a unique ID and password.
In addition to our regular user ID, the Server Administrator has a separate and unique administrative ID and password for use only when performing system administration activities. System default IDs and passwords are implemented immediately. The administrative password is longer than the regular user passwords.
Computers Connected to Internet
Various security practices are utilized for computers connected to the Internet. These practices include firewalls, up-to-date anti-virus software, current software security patches and spyware.
Our firm has a wireless access point in our offices, either for our use or our clients. When installing the access point, it is password-protected so that someone close by cannot log into the network or access our firm data.
We have developed policies for employees who work outside the office. We require employees who use personal computers to store or access client data to use protections against viruses, spyware and other unauthorized intrusions.
Our firm defines, documents, communicates, and assigns accountability for our privacy policies and procedures.
All employees are educated on the importance of keeping Personal Information secure in and out of the office.
3. Disclosure to Third Parties
Our firm discloses personal information to third parties only for the purposes identified in the engagement letter.
Personal Information about our clients is disclosed to third parties only for purposes described in the engagement letter and for which our client has provided implicit or explicit consent.
4. Use and Retention
Our firm limits the use of client information to the purposes identified in the engagement letter and for which the client has provided implicit or explicit consent. Our firm retains client information for only as long as necessary to fulfill the stated purposes.
File Retention/Destruction Policy
Our firm establishes a policy on how long to retain client information. At the end of the retention period, the information is properly destroyed. Paper information is handled and destroyed by a professional document disposal vendor. For electronic data, client information is deleted and written over to make it unrecoverable.
Q. What do you use our information for?
A. To process transactions
Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the express purpose of delivering the service requested.
Q. How do you protect our information?
A. We implement a variety of security measures to maintain the safety of your personal information. Please refer to Policy on Protecting Personal Information and Policy on Handling Specific Personal Information for details.
Q. Do you disclose any information to outside parties?
A. We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others’ rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.