Privacy Policy

1. Introduction

Animal Kingdom Accounting provides specialized accounting, bookkeeping, tax preparation, compliance, and advisory services exclusively for animal welfare nonprofit organizations. Given the sensitive nature of financial data, we maintain rigorous privacy and security standards that meet or exceed industry best practices.

This Privacy Policy applies to:

• Our website at animalkingdomaccounting.com
• Our secure client portal
• All services we provide to clients
• Communications via email, phone, or other channels

By using our services or website, you consent to the data practices described in this policy. If you do not agree with our practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide to us, including:

Category	Examples	Purpose
Contact Information	Name, email, phone, mailing address	Communication, service delivery
Organization Information	Organization name, EIN, 501(c)(3) status, state of incorporation	Client verification, compliance
Financial Records	Bank statements, invoices, receipts, payroll data, grant agreements	Bookkeeping, tax preparation
Tax Information	Prior year returns, Form 990 data, 1099 information	Tax compliance, filing
Account Credentials	Username, password (encrypted)	Portal access, security
Communication Records	Emails, support tickets, meeting notes	Service delivery, record-keeping

2.2 Information Collected Automatically

When you visit our website or use our portal, we automatically collect certain technical information:

• Device Information: Browser type, operating system, device identifiers
• Usage Data: Pages viewed, time spent, click patterns, features used
• Log Data: IP address, access times, referring URLs, error logs
• Location Data: General geographic location based on IP address

2.3 Information from Third Parties

We may receive information about you from:

• Financial Institutions: Bank transaction data via secure feeds (with your authorization)
• Accounting Software: Data from QuickBooks, Xero, or other platforms you connect
• Payment Processors: Payment confirmation and transaction details
• Public Records: IRS databases for 501(c)(3) verification

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Providing bookkeeping, accounting, and tax preparation services
• Preparing financial statements, reports, and Form 990 filings
• Managing your client portal account
• Communicating with you about your engagement
• Processing payments and maintaining billing records

3.2 Compliance and Legal Obligations

• Complying with IRS regulations and state tax requirements
• Maintaining professional licensing requirements
• Responding to legal process or government requests
• Detecting and preventing fraud or unauthorized access

3.3 Business Operations

• Improving our services and developing new features
• Analyzing usage patterns to enhance user experience
• Sending service updates and important notices
• Training staff (using anonymized or aggregated data where possible)

3.4 Marketing (with consent)

• Sending our newsletter, "The Compliance Wire"
• Sharing educational content about nonprofit finance
• Informing you of new services that may benefit your organization

You may opt out of marketing communications at any time while still receiving essential service communications.

4. Information Sharing

We do not sell your personal information. We share information only in the following circumstances:

4.1 Service Providers

We may share information with trusted third parties who assist us in delivering services:

• Cloud Infrastructure: Secure data storage and processing
• Accounting Software: QuickBooks Online, financial management tools
• Payment Processors: Stripe for secure payment processing
• Communication Tools: Email and scheduling platforms

All service providers are contractually bound to protect your information and use it only for specified purposes.

4.2 Legal Requirements

We may disclose information when required by law, including:

• Responding to subpoenas, court orders, or legal process
• Cooperating with regulatory investigations
• Protecting our legal rights or defending against claims
• Preventing fraud or protecting safety

4.3 With Your Consent

We may share information with third parties when you have given us explicit permission, such as:

• Providing information to your auditors or legal counsel
• Sharing reports with your board of directors
• Coordinating with grant funders on compliance matters

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will provide notice before your information becomes subject to a different privacy policy.

5. Data Security

Protecting your financial information is paramount. We implement comprehensive security measures aligned with industry best practices:

5.1 Employee Security Practices

All team members:

• Undergo background checks before accessing client data
• Complete annual security awareness training
• Sign confidentiality agreements
• Use encrypted devices with remote wipe capabilities
• Access client data only through secure, audited connections

5.2 Your Security Responsibilities

You can help protect your information by:

• Using strong, unique passwords for your portal account
• Enabling multi-factor authentication
• Not sharing login credentials with unauthorized individuals
• Reporting any suspicious activity immediately
• Keeping your devices and software up to date

6. Data Retention

We retain your information for as long as necessary to provide services and comply with legal obligations:

Data Type	Retention Period	Reason
Tax Returns & Workpapers	7 years after filing	IRS audit statute of limitations
Financial Records	7 years after engagement ends	Professional standards, legal requirements
Engagement Letters	10 years after engagement ends	Contractual obligations, liability protection
Communication Records	5 years after last communication	Service continuity, dispute resolution
Website Analytics	26 months	Service improvement, industry standard
Marketing Preferences	Until you opt out	Honoring your communication preferences

After the retention period, data is securely deleted or anonymized. You may request earlier deletion of certain data, subject to our legal and professional obligations.

7. Cookies & Tracking Technologies

7.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better experience and understand how you use our services.

7.2 Types of Cookies We Use

Cookie Type	Purpose	Duration
Essential	Required for basic site functionality, security, and portal access	Session / 30 days
Functional	Remember your preferences and settings	1 year
Analytics	Understand how visitors use our website to improve services	26 months

7.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may prevent you from using certain features, including the client portal.

7.4 Do Not Track

We currently do not respond to "Do Not Track" browser signals, as there is no consistent industry standard for compliance. However, you can opt out of analytics tracking using browser extensions or by adjusting your cookie preferences.

8. Your Privacy Rights

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

8.1 Access and Portability

You have the right to request a copy of the personal information we hold about you in a structured, commonly used format.

8.2 Correction

You may request that we correct inaccurate or incomplete information about you.

8.3 Deletion

You may request deletion of your personal information, subject to legal and professional retention requirements.

8.4 Restriction

You may request that we limit how we use your information in certain circumstances.

8.5 Objection

You may object to processing of your information for certain purposes, including direct marketing.

8.6 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@animalkingdomaccounting.com. We will respond within 30 days. We may need to verify your identity before fulfilling requests.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You may request details about the categories and specific pieces of personal information we have collected, the sources, purposes, and third parties we share it with.
• Right to Delete: You may request deletion of personal information we have collected, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: We do not sell personal information or share it for cross-context behavioral advertising.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact us at privacy@animalkingdomaccounting.com or call us. We will verify your identity and respond within 45 days.

10. Children's Privacy

Our services are designed for nonprofit organizations and are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will promptly delete it. If you believe we have inadvertently collected such information, please contact us immediately.

11. International Data Transfers

We are based in the United States and process data primarily within the U.S. If you access our services from outside the U.S., your information will be transferred to and processed in the U.S., where data protection laws may differ from your jurisdiction.

For clients subject to GDPR or other international privacy regulations, we implement appropriate safeguards, including standard contractual clauses, to protect your information during transfer.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make material changes:

• We will update the "Last Updated" date at the top of this page
• We will notify active clients via email
• We will post a notice on our website for 30 days

We encourage you to review this policy periodically. Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

13. Contact Us