PRIVACY POLICY

Effective Date: July 15th, 2026

LuxBalance Ledger Solutions LLC (“LuxBalance,” “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 personal information when you visit our website, submit an inquiry, schedule a consultation, join our email list, communicate with us, or otherwise interact with LuxBalance.

This Privacy Policy applies to information collected through our website and related business communications. Additional privacy, confidentiality, security, or data-handling terms may apply to active clients under a separate written service agreement or through third-party accounting and business platforms used to provide contracted services.

1. Information We May Collect

Depending on how you interact with LuxBalance, we may collect the following categories of information.

Contact Information

This may include:

  • Name;
  • Email address;
  • Telephone number;
  • Business name;
  • Mailing or business address; and
  • Other contact information you voluntarily provide.

Inquiry and Consultation Information

When you submit a form, schedule a consultation, or contact us, we may collect:

  • The service in which you are interested;
  • Information about your bookkeeping or financial organization needs;
  • Messages or comments submitted through the Website;
  • Appointment or scheduling information (including information processed through our scheduling provider, Calendly); and
  • Other information you voluntarily provide.

Email List Information

If you join our email list, we may collect your name, email address, subscription preferences, and information related to email delivery or engagement.

Client and Business Financial Information

If you become a client, LuxBalance may receive information necessary to provide contracted bookkeeping services.

Depending on the scope of the engagement, this may include:

  • Business financial records;
  • Transaction information;
  • Accounting records;
  • Bank and credit card transaction data;
  • Invoices and expense records;
  • Financial statements;
  • Business entity information;
  • Vendor or customer information contained in business records; and
  • Other information reasonably necessary to perform contracted services.

The specific information required will depend on the services described in the applicable client engagement agreement.

Technical and Website Usage Information

When you visit the Website, certain information may be collected automatically by our Website, hosting provider, or technology service providers.

This may include:

  • Internet Protocol address;
  • Browser type;
  • Device information;
  • Operating system;
  • Pages visited;
  • Date and time of access;
  • Referring website information; and
  • Website interaction or diagnostic information, collected through tools such as [INSERT: e.g., Google Analytics, Meta Pixel, or confirm “none currently in use” — VA/webmaster to confirm exactly which analytics or tracking tools are active on the Website before publishing].

2. How We Collect Information

We may collect information:

  • Directly from you;
  • Through Website contact or inquiry forms;
  • Through email-list signup forms;
  • When you schedule a consultation through our scheduling provider;
  • Through email, telephone, or text communications;
  • Through accounting, bookkeeping, document-sharing, or business software used in connection with contracted services;
  • From your authorized representatives, including any authorized staff or virtual assistant supporting your engagement;
  • From service providers acting on our behalf; and
  • Automatically through Website technologies.

3. How We Use Personal Information

We may use personal information to:

  • Respond to inquiries;
  • Schedule and conduct consultations;
  • Determine whether our services may be appropriate for a prospective client;
  • Provide contracted bookkeeping and financial organization services;
  • Communicate with clients and prospective clients;
  • Maintain business and accounting records;
  • Prepare bookkeeping reports and other contracted deliverables;
  • Manage client relationships;
  • Process or facilitate payments through authorized service providers;
  • Operate, maintain, and improve the Website;
  • Send requested email communications;
  • Provide bookkeeping tips, business updates, or service information when permitted;
  • Protect the security of our systems and information;
  • Detect or prevent fraud, misuse, or unauthorized activity;
  • Comply with legal, regulatory, or contractual obligations; and
  • Establish, exercise, or defend legal rights.

We will not use personal information in a manner materially inconsistent with this Privacy Policy without providing appropriate notice or obtaining consent when required by law.

We do not use client financial information to provide, and this Privacy Policy does not describe, any anti-money laundering (AML), Bank Secrecy Act (BSA), or other regulatory compliance advisory or investigative service. LuxBalance does not offer such services. See our Terms of Service, Section 1.1, for more information.

4. How We May Disclose Information

LuxBalance does not sell personal information for money.

We may disclose information to service providers or third parties when reasonably necessary to operate our business or provide requested services.

These parties may include:

  • Website hosting and maintenance providers;
  • Email and communication service providers;
  • Scheduling platforms (Calendly);
  • Accounting and bookkeeping software providers (such as QuickBooks Online);
  • Secure document or file storage providers;
  • Payment processors;
  • Cloud and technology service providers;
  • Professional advisers, such as attorneys or accountants;
  • Contractors or authorized support personnel, including a virtual assistant, who require access for legitimate business purposes and who are subject to confidentiality and security obligations; and
  • Government authorities or other parties when disclosure is required or permitted by law.

We may also disclose information:

  • With your authorization;
  • To perform a contract or requested service;
  • To protect the rights, property, or security of LuxBalance, our clients, or others;
  • In connection with a merger, acquisition, restructuring, sale, or transfer of business assets; or
  • To comply with a subpoena, court order, legal process, or applicable law.

Service providers may process information on our behalf and are expected to use information for authorized business purposes only.

5. Gramm-Leach-Bliley Act Notice

Because LuxBalance provides bookkeeping services that involve access to client bank, credit card, and other business financial records, LuxBalance may be considered a “financial institution” for purposes of the Gramm-Leach-Bliley Act (GLBA) and the FTC Safeguards Rule (16 C.F.R. Part 314).

Nonpublic personal information (NPI) we may collect in connection with providing bookkeeping services includes the client and business financial information described in Section 1 above, such as bank and credit card transaction data, account records, and financial statements.

We do not disclose clients’ NPI to unaffiliated third parties for those third parties’ own marketing purposes, and we do not sell NPI. We disclose NPI only as described in Section 4 above — principally to service providers who help us deliver contracted bookkeeping services (such as QuickBooks Online), and as required or permitted by law.

[TO CONFIRM WITH ATTORNEY: whether LuxBalance’s current client volume, revenue, and data-handling practices bring it within the Safeguards Rule’s full compliance requirements, and whether a separate annual GLBA privacy notice to clients (distinct from this Website Privacy Policy) is required for your engagement model.]

LuxBalance maintains administrative, technical, and physical safeguards designed to protect the security and confidentiality of client information. [TO CONFIRM WITH ATTORNEY / TO FINALIZE INTERNALLY: reference to LuxBalance’s Written Information Security Program (WISP) should only be added here once the WISP itself has been created and actually reflects LuxBalance’s real practices — do not state that a WISP exists until it does.]

6. Client Financial Information

LuxBalance understands that bookkeeping services may involve confidential business and financial information.

We use client financial information for purposes reasonably related to providing contracted services, managing the client relationship, maintaining appropriate business records, complying with applicable obligations, and protecting our legal rights.

Clients should use approved systems, platforms, or secure procedures when providing sensitive financial information.

Clients should not transmit passwords, Social Security numbers, complete financial account credentials, or other highly sensitive information through general Website forms, unsecured email, or fax unless specifically instructed otherwise.

7. Cookies and Similar Technologies

The Website or our technology providers may use cookies and similar technologies to support Website functionality, security, performance, and analytics.

Cookies are small data files stored on or associated with a device or browser.

Depending on the Website’s configuration, cookies may be used to:

  • Maintain Website functionality;
  • Remember user preferences;
  • Understand Website usage;
  • Diagnose technical issues;
  • Improve Website performance; and
  • Support security.

[INSERT: list the specific analytics or advertising tools actually in use, e.g., “We currently use Google Analytics to understand Website traffic” — or confirm none are in use. Generic cookie language without naming the actual tools is a common gap flagged in FTC guidance.]

You may be able to control cookies through your browser settings. Disabling certain cookies may affect Website functionality.

If we implement technologies requiring additional consent or opt-out rights, we will update our Website practices and notices as appropriate.

8. Third-Party Services

The Website may link to or integrate with third-party services, including scheduling, accounting, payment, social media, or other business platforms.

When you interact directly with a third-party service, that third party may collect and process information under its own privacy policy and terms.

LuxBalance is not responsible for the independent privacy practices of third-party websites or services.

We encourage you to review the privacy policies of third-party services before providing personal information.

9. QuickBooks Referral Link and Other Referrals

The Website may contain referral or affiliate links to third-party products or services, including a referral link to QuickBooks.

If you use a referral link, the third-party provider may receive information associated with your interaction with its website or service.

LuxBalance may receive a referral benefit, account credit, commission, or other compensation where applicable.

Information collected directly by the third-party provider is governed by that provider’s privacy practices.

10. Email Communications and Marketing

If you voluntarily join our email list or request information, we may send bookkeeping tips, financial organization information, service updates, or promotional communications.

You may unsubscribe from marketing emails by using the unsubscribe option provided in the email or by contacting us.

We may continue to send non-marketing communications reasonably necessary to respond to an inquiry, administer a client relationship, provide contracted services, or address legal or security matters.

11. Text and Telephone Communications

If you voluntarily provide a telephone number and request or consent to communication, we may contact you by phone or text message regarding your inquiry, scheduled consultation, or services.

Message and data rates may apply. Message frequency may vary. You may opt out of text messages at any time by replying “STOP,” or by contacting us using the information in Section 18.

12. Data Security

LuxBalance uses reasonable administrative, technical, and organizational measures designed to protect personal and client information from unauthorized access, use, alteration, or disclosure.

No website, email system, electronic transmission, or data storage method can be guaranteed to be completely secure.

We encourage clients and Website users to use secure methods when transmitting sensitive information and to notify us promptly of suspected unauthorized access involving information shared with LuxBalance.

13. Data Retention

We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, provide services, maintain business and financial records, comply with legal or contractual obligations, resolve disputes, and protect our legal rights.

Retention periods may vary depending on the type of information, the client relationship, legal requirements, and legitimate business needs.

When information is no longer reasonably required, we may delete, destroy, anonymize, or otherwise dispose of the information in accordance with our business practices and applicable law.

14. Your Privacy Choices

You may contact LuxBalance to:

  • Request access to certain personal information we maintain about you;
  • Request correction of inaccurate contact information;
  • Request deletion of certain personal information;
  • Update your communication preferences; or
  • Unsubscribe from marketing communications.

Certain requests may be limited where we must retain information to comply with law, maintain business records, perform contractual obligations, protect legal rights, prevent fraud, or satisfy another lawful purpose.

We may need to verify your identity before processing certain requests.

Residents of states with applicable comprehensive consumer privacy laws — for example, New Jersey’s Data Privacy Act — may have additional statutory rights, including rights to access, correct, delete, and obtain a copy of personal data, and rights related to opt-out preference signals, where those laws apply to LuxBalance’s data processing activities. LuxBalance will respond to verified privacy requests as required by applicable law. Pennsylvania does not currently have a comprehensive consumer privacy statute in effect, though Pennsylvania law does impose data breach notification obligations, addressed in Section 16 below.

15. Do Not Sell or Share Requests

LuxBalance does not sell personal information for monetary compensation.

If our data practices change or applicable law provides an opt-out right relevant to our activities, we will update this Privacy Policy and provide any required method for exercising that right.

16. Data Breach and Security Incident Response

LuxBalance may investigate suspected unauthorized access, disclosure, or misuse of personal information.

Where required by applicable law — including Pennsylvania’s data breach notification law and, where applicable, the laws of other states — LuxBalance will provide notifications to affected individuals, government authorities, or other required parties following a qualifying security breach.

17. Children’s Privacy

The Website and LuxBalance services are intended for adults and business owners.

We do not knowingly collect personal information online from children under 13.

If we become aware that personal information from a child under 13 was collected through the Website without appropriate authorization, we will take reasonable steps to delete the information as required by applicable law.

18. Links to Other Websites

Our Website may contain links to websites operated by third parties.

We are not responsible for the content, security, or privacy practices of third-party websites.

A link from our Website does not mean that LuxBalance controls the third party or its data practices.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our Website, technology, service providers, business practices, or legal obligations.

The revised Privacy Policy will be posted on the Website with an updated effective date.

We encourage visitors to review this Privacy Policy periodically.

20. Contact Us

For questions about this Privacy Policy or to submit a privacy-related request, contact:

LuxBalance Ledger Solutions LLC

2929 Arch St, Suite 1700

Philadelphia, PA 19104

Email: lashay.tolson@luxbalanceledger.com

Phone: (484) 222-0874

Please include “Privacy Request” in the subject line of privacy-related email requests.