Privacy policy
Reardon Business Solutions (“RBS”, “we”) keeps the books for small businesses, nonprofits and schools. This policy explains what information we handle when you use our bookkeeping service, the client portal at app.rbsbooks.com, or connect your QuickBooks company to us, and how we protect it.
What we collect
- Your bookkeeping records. Bank and card transactions, bills, account names and balances from your QuickBooks company or from statements you send us.
- Documents you give us. Receipts, statements and other files you upload in the portal or email to us.
- Your answers. Replies to our questions about transactions and bills, and who in your organization gave them.
- Contact details. Names, email addresses and roles of the people at your organization who use the portal.
- Sign-in and activity records. When people sign in, and a log of who decided or changed each item, so every number in your books can be traced.
How we use it
Only to provide the bookkeeping service you hired us for: categorizing transactions, asking you about the ones we can't settle, reconciling your accounts, closing each month, and writing the approved results back to your QuickBooks company. We do not sell your information, use it for advertising, or share it with anyone except as described below.
QuickBooks
When you connect QuickBooks, Intuit asks you to approve RBS's access. With it we read your accounts and transactions and update the category on transactions we and you have approved. We never pay bills or move money. You can disconnect RBS at any time from inside QuickBooks, or ask us to; once disconnected we can no longer read or change your QuickBooks company.
Companies that help us run the service
- Intuit (QuickBooks), to read and update your books with your permission.
- Render, which hosts the RBS application and its data in the United States.
- Anthropic, whose AI model helps sort transactions. It receives transaction details such as the description, date and amount.
- Resend, which delivers our sign-in emails.
- Vercel, which hosts this website.
Each receives only what it needs for its part of the work. Every month is reviewed by a person at RBS before anything is final.
How we protect it
- All connections to the portal and to QuickBooks are encrypted (HTTPS).
- QuickBooks access is stored encrypted, and each client's data is kept separate.
- No passwords: people sign in with one-time email links that expire after 15 minutes, and sessions end after inactivity.
- Only RBS staff working on your books, and the people you add to your portal, can see your information.
How long we keep it
For as long as you are a client, and afterward only as long as the law requires or your CPA may need the records. When you leave, we disconnect QuickBooks and, on request, return or delete your records, except what we must keep by law.
Your choices
You can ask to see, correct, export or delete your information, remove people from your portal, or disconnect QuickBooks at any time. Contact us at books@rbsbooks.com.
Changes
If we change this policy, we will post the new version here with a new date, and tell current clients by email when the change matters to them.
Contact
Reardon Business Solutions
Jacksonville, Florida
books@rbsbooks.com