Privacy & Data Use

1. Introduction

Natural Harmonics Financial (“NHF,” “we,” “our,” or “us”) is a bookkeeping, accounting, and financial-management firm headquartered in San Francisco, California, serving small businesses across the United States and its territories.

This Privacy & Data Use Policy explains how we collect, use, disclose, retain, and protect personal and business financial information in connection with our services, our website (www.naturalharmonics.financial), our intake forms, and our payment processing. It also describes your rights under California law, including the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA).

By using our website or submitting an enquiry, you acknowledge this Policy.

2. Information we collect

A. Identifying & contact information

• Your name, business name, and role
• Email address, phone number, and mailing address
• Billing name and address

B. Business & financial records

• Accounting-software data (chart of accounts, ledgers, transactions, balances)
• Bank, credit-card, loan, and payment-processor statements and feeds — on a read-only basis
• Invoices, bills, receipts, contracts, and other source documents you provide
• Payroll registers, contractor (W-9) details, and benefit information
• Prior tax returns and correspondence, where you provide them for reference

C. Payment information

• Payment-method details collected through our payment processor, Stripe (see Section 4)

D. Communications

• Emails, messages, and call notes exchanged in connection with your engagement
• Responses submitted through our website forms and onboarding questionnaires

E. Usage & technical information

• IP address, browser type, and device information collected automatically when you visit our website
• Cookies and similar technologies, subject to your choices (see Section 7)

3. How we use your information

• Service delivery: to perform bookkeeping, accounting, payroll coordination, and financial-management services, including categorising transactions, reconciling accounts, preparing financial statements, and producing reports.
• Client communication: to answer questions, hold review calls, and keep you informed about your books and deadlines.
• Coordination with your advisors: to provide a year-end package and respond to requests from your CPA, Enrolled Agent, lender, or auditor, with your authorisation.
• Billing: to invoice and collect fees through Stripe.
• Compliance & contracting: to prepare and administer engagement letters and to keep records required by law.
• Security & improvement: to protect our systems and improve our processes and client experience.
• Legal obligations: to comply with applicable law, respond to lawful requests, and enforce our agreements.

We do not sell your personal information, use it for targeted advertising, or use your financial data for any purpose other than serving you.

4. Service providers & disclosures

We use the service providers below and disclose your information to them only as needed to deliver our services. Each has its own privacy policy.

5. Financial-account access

Where our work requires visibility into your bank, credit-card, or loan accounts, we use read-only access — through your accounting software’s bank feeds, a read-only login you provide, or statements you upload. We do not request or hold funds-transfer authority, signing authority, or standalone online-banking credentials, and we do not initiate payments from your accounts unless you separately engage our accounts-payable add-on and authorise it in writing.

6. Data retention

We retain your information for as long as needed to provide our services and for a minimum of seven (7) years after the engagement ends, consistent with standard accounting, tax, and legal record-retention practice. Some records may be kept longer where law or a legitimate business need requires. After the retention period we securely delete or anonymise the information. On request at the end of an engagement, we provide you a complete copy of your books and records.

7. Cookies & tracking technologies

Our website uses a consent-based cookie manager. Strictly necessary cookies (which keep the site working and remember your cookie choice) are always active. Preferences, analytics, and marketing cookies are off until you allow them through the consent banner, and you can change your choice any time via the “Cookie preferences” link in the footer.

For the full list of categories and specific cookies, see our Cookie Policy. We do not sell browsing data or operate proprietary advertising trackers.

8. Data security

We apply administrative, technical, and physical safeguards appropriate to the sensitivity of financial data: multi-factor authentication on every system, encryption of data in transit and at rest with our providers, least-privilege internal access, and background-checked personnel bound by confidentiality obligations. Payments are handled entirely by Stripe. Our website is served over HTTPS.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security — but protecting your data is a core part of our work.

9. California privacy rights (CCPA/CPRA)

If you are a California resident, you have the right to know, delete, and correct personal information we hold about you, to opt out of any “sale” or “sharing” (we do neither), to limit the use of sensitive personal information, and to non-discrimination for exercising these rights. Our consent manager also honours the Global Privacy Control (GPC) signal.

10. Children’s privacy

Our services are for businesses and the adults who run them. We do not knowingly collect personal information from anyone under 16. If you believe we have, contact us and we will delete it.

11. Changes to this policy

We may update this Policy to reflect changes in our practices or the law. Material changes will be posted here with a new “Last updated” date and, where cookies are affected, a fresh consent request.

12. Contact us