Privacy Policy

This Privacy Policy explains how The Successful Bookkeeper Global Inc., operating as BKOS ("we," "us," "our"), collects, uses, shares, and protects information when you use our platform and its features. The Successful Bookkeeper Global Inc. is a corporation with a registered office at 120 East Beaver Creek Road, Suite 200, Richmond Hill, Ontario L4B 4V1, Canada. By using the platform, you agree to the practices described in this policy.

1. Information We Collect

• Account information — your name, email address, password, profile details, and the organization and role you belong to;
• Content and activity — information you create or upload while using the platform, such as posts, comments, messages, files and media, courses and learning progress, event registrations, projects, and tasks;
• Business records you add — contacts, companies, and related records you create or import into the platform;
• Usage and device data — log data, IP address, browser and device type, and information about how you interact with the platform.

2. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the platform and its features;
• Authenticate users and manage access within your organization;
• Deliver community, content, learning, communication, and collaboration features;
• Respond to support requests and send service-related notifications;
• Monitor, secure, troubleshoot, and improve the platform.

We do not sell your personal information. We do not use your personal information to make automated decisions that produce legal or similarly significant effects without human review.

3. Legal Bases for Processing (UK / GDPR)

Where the UK General Data Protection Regulation (UK GDPR) applies, our legal bases for processing are:

4. How Information Is Shared

• Within your organization — content and activity are visible to other members of your organization in accordance with its access and permission settings;
• Service providers — we share information with the third parties listed under "Sub-processors" so they can help us operate the platform;
• The Successful Bookkeeper Global / Pure Bookkeeping — where you access content licensed from these organizations, limited profile information may be shared as necessary to deliver that content;
• Legal reasons — we may disclose information where required by law or to protect the rights, safety, and security of our users and the platform;
• Business transfers — in connection with a merger, acquisition, or sale of assets, with notice provided to affected users.

5. Sub-Processors

We rely on the following third parties to operate the platform:

These providers process information only as needed to deliver the platform and are bound by confidentiality obligations.

6. Data Storage and Retention

Information is stored using Google Firebase infrastructure across US, EU, and AU regions. Where available, your data is stored in a region located in your country of residence, so members in Canada, the United States, Australia, the United Kingdom, and other supported countries have their data stored within their respective country's infrastructure.

We retain information for as long as your account and your organization remain active, and for as long as needed to provide the platform, comply with our legal obligations, resolve disputes, and enforce our agreements. Where applicable law requires a specific retention period (such as 7 years for financial records), we apply that period and then securely delete or anonymize the data.

If you are located outside a country where Firebase infrastructure is available, your data may be stored in the nearest available region. We take appropriate steps to ensure all international transfers comply with applicable law, including standard contractual clauses where required.

7. Security

We use industry-standard measures to protect information, including encrypted connections (TLS 1.2 or higher), encryption at rest, and access controls restricted to authorized personnel. No method of transmission or storage is completely secure. If you believe your account has been compromised, contact us at support@bkos.io immediately.

8. Children's Data

The platform is intended for use by businesses and their authorized personnel. It is not directed to children, and we do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, please contact us at support@bkos.io and we will take steps to delete it.

9. Cookies and Sessions

We use cookies and similar technologies to keep you signed in, remember your preferences, and operate and secure the platform. See our Cookie Policy for full details.

10. Your Rights

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

You can update much of your information directly in the platform. To exercise any of the rights above, contact your organization administrator or reach us at support@bkos.io. We will respond within the timeframe required by applicable law (typically 30 days) and will not discriminate against you for exercising your rights.

11. Jurisdiction-Specific Notices

12. Accounting Integrations (QuickBooks Online and Xero)

If you connect a QuickBooks Online or Xero account, we access data from your accounting file solely to provide the bookkeeping and review features you use. This may include transactions and line items, chart of accounts, vendors and customers, tax codes, reconciliation status, financial reports, and attached source documents.

With your authorization, the platform can also write changes back to your accounting file — for example, updating an account code, tax code, or payee, or attaching a document. These changes are made only when an authorized user explicitly takes that action.

Access tokens for QuickBooks Online and Xero are stored securely and used only to make requests on your behalf. You may disconnect either integration at any time, from within the platform or directly from within Intuit or Xero. When a connection is disconnected, we revoke the associated access tokens and stop accessing your accounting file.

Intuit Inc. is not a party to this Agreement and has no responsibility for the platform or any claims relating to it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the platform at least 14 days before they take effect. The "Last updated" date above will always reflect the most recent revision. Continued use of the platform after the effective date constitutes acceptance of the revised policy.

14. Contact