Privacy Policy

Effective Date: Jan 01, 2026 Last Updated: Jan 01, 2026

1. Introduction

Accountinus Business Solutions Inc. (“Accountinus,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our outsourced accounting, bookkeeping, and payroll services.

Because we serve clients globally, this policy is designed to comply with applicable data protection laws, including:

  • Philippines: Data Privacy Act of 2012 (Republic Act No. 10173).

  • United Kingdom: UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

  • Australia: Privacy Act 1988 and the Australian Privacy Principles (APPs).

  • United States: Applicable federal and state laws, including the California Consumer Privacy Act (CCPA).

By accessing our website or using our services, you consent to the data practices described in this policy.

2. Information We Collect

We act as both a Data Controller (for your business contact information) and a Data Processor (for the financial data you entrust to us). We may collect the following categories of personal data:

A. Information You Provide to Us

  • Identity Data: Names, usernames, titles, and government-issued identification (for KYC/Anti-Money Laundering compliance).

  • Contact Data: Billing address, email address, and telephone numbers.

  • Financial Data: Bank account details, payment card details, tax file numbers (TFN/EIN/UTR), VAT/GST registration numbers, payroll data, and transaction history.

  • Employee Data: If we process payroll for you, we collect names, addresses, salaries, pension details, and tax codes of your employees.

B. Information We Collect Automatically

  • Technical Data: Internet Protocol (IP) address, login data, browser type and version, time zone setting, and operating system used to access our website.

  • Usage Data: Information about how you use our website and client portals.

3. How We Use Your Information

We process your data only when we have a legal basis to do so. Common uses include:

  • Service Delivery: To perform the accounting, bookkeeping, tax preparation, and payroll services outlined in our contract.

  • Contractual Obligations: To manage payments, fees, and charges, and to collect and recover money owed to us.

  • Legal Compliance: To comply with legal or regulatory obligations (e.g., Anti-Money Laundering checks, tax filings with HMRC, IRS, ATO, or BIR).

  • Communication: To manage our relationship with you, including notifying you about changes to our terms or privacy policy.

  • Security: To detect, prevent, and address technical issues or fraud.

4. International Data Transfers

As an outsourcing firm headquartered in the Philippines, your data will be transferred to, stored, and processed in a jurisdiction other than your own.

  • For UK Clients: We rely on Standard Contractual Clauses (SCCs) or the International Data Transfer Agreement (IDTA) to ensure your data remains protected to UK standards.

  • For Australian Clients: We take reasonable steps to ensure that the recipient in the Philippines does not breach the Australian Privacy Principles (APPs) in relation to the information.

  • For US Clients: We utilize rigorous data processing agreements that align with US privacy standards and industry best practices.

By submitting your personal data, you agree to this transfer, storing, or processing. We take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

5. Data Security

We implement enterprise-grade security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way.

  • Encryption: Data is encrypted in transit (SSL/TLS) and at rest.

  • Access Control: We operate on a “least privilege” principle. Only authorized employees with a business need can access your data.

  • Confidentiality: All employees are bound by strict Non-Disclosure Agreements (NDAs) and undergo regular background checks.

6. Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • Generally, we retain financial records for 6 to 7 years to align with tax authority requirements (HMRC, IRS, ATO, BIR).

7. Disclosure of Your Information

We do not sell your personal data. We may share your data with:

  • Professional Advisers: Lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.

  • Service Providers: Third-party cloud software providers (e.g., Xero, QuickBooks, Sage, Dext) necessary to deliver our services.

  • Regulators: Tax authorities (IRS, HMRC, ATO, BIR) when we are mandated to report processing activities or file returns on your behalf.

8. Your Legal Rights (Region Specific)

Depending on your location, you have specific rights regarding your data:

United Kingdom (UK GDPR)

  • Right of Access: Request a copy of the personal data we hold about you.

  • Right to Rectification: Correction of inaccurate data.

  • Right to Erasure: Request we delete your data (“Right to be Forgotten”), subject to our legal retention obligations.

  • Right to Portability: Request transfer of your data to another party.

Australia (Privacy Act 1988)

  • Access & Correction: You have the right to request access to your personal information and request corrections if it is inaccurate, out of date, or incomplete.

  • Anonymity: Where lawful and practicable, you have the option of not identifying yourself or using a pseudonym.

United States (CCPA/General)

  • Right to Know: You may request disclosure of data collection and sales practices.

  • Right to Delete: You may request deletion of personal information, subject to certain exceptions.

  • Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

Philippines (Data Privacy Act of 2012)

  • Right to be Informed: You have the right to know if your personal data is being processed.

  • Right to Damages: You may claim compensation if you suffered damages due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal data.

9. Cookies

Our website uses cookies to distinguish you from other users. This helps us provide you with a good experience and allows us to improve our site. You can set your browser to refuse all or some browser cookies, but some parts of this website may become inaccessible or not function properly.

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your legal rights, please contact our Data Protection Officer (DPO):

Accountinus Business Solutions Inc. Email: info@accountinus.com Phone: +63-917-651-9373

Privacy Policy