IndiVillage Privacy Policy
Effective Date: May 01, 2025
Governing Entity: IndiVillage Accounting and Business Services LLC (“IndiVillage,” “we,” “our,” or “us”)
Applies To: All users of our services, website, client portal, and digital communications
1. Commitment to Privacy
At IndiVillage, we value your privacy and take it seriously. We do not and will never sell, lease, trade, or share your personal or business information with third parties for any commercial purpose. This is a binding and permanent guarantee.
2. Information We Collect
We may collect the following types of information when you engage with us:
Personal identification information (e.g., name, email, phone number, address)
Business and financial data provided for tax preparation, bookkeeping, consulting, or strategic services
Communications between you and our team
Metadata from our portal, such as file upload timestamps and user login details
We do not collect data from third-party advertisers or unrelated marketing sources.
3. How We Collect Information
We collect information:
Directly from you through intake forms, consultations, and service engagement
Via SmartVault, our current client portal platform
Through encrypted email communications via Proton Mail
All clients are required to use secure channels — including SmartVault or approved encrypted tools — when submitting sensitive or confidential documents.
4. Use of Information
We use the information you provide to:
Deliver professional services per your engagement agreement
Manage client communications and file exchanges
Ensure compliance with applicable tax and regulatory requirements
Improve internal security, audit readiness, and client experience
5. Data Storage and Retention
We operate as a nearly fully paperless firm and retain all client records digitally for security and environmental reasons. Data is stored securely using encrypted infrastructure provided by our third-party vendors (e.g., SmartVault, Proton Mail) in accordance with their respective compliance certifications.
Client data is retained for the minimum amount of time legally required unless otherwise agreed. Once retention periods expire, we securely delete or archive data using best practices.
6. Data Sharing and Disclosure
We do not disclose your personal or business data to:
Advertisers
Unaffiliated service providers
Data brokers or aggregators
Disclosure is limited to:
Your express written authorization
Legal requirements (e.g., court orders, IRS subpoenas)
Situations where you’ve requested representation or collaboration with a third-party (e.g., lawyer, auditor, investor)
In all such cases, confidentiality remains our top priority.
7. Confidentiality and Professional Ethics
IndiVillage treats all client communications and documents as strictly confidential unless explicitly noted otherwise. Our team is bound by internal policies that mirror professional codes of conduct for CPAs, attorneys, and consultants.
We employ encryption, role-based access control, and audit trails to protect data integrity.
8. Third-Party Tools and Service Providers
We currently use SmartVault for secure client portal access and Proton Mail for encrypted email communications. While we may update or replace these tools in the future, all replacements will meet or exceed existing privacy, security, and compliance standards.
All third-party tools must:
Use encrypted infrastructure
Offer industry-standard security certifications
Maintain independent privacy policies compliant with U.S. regulations
9. Your Rights and Access
You have the right to:
Request a copy of the data we’ve collected from you
Correct or update your information
Withdraw consent for optional data uses (where applicable)
To initiate any of the above, please contact us using the details below.
10. Updates to This Policy
We may update this Privacy Policy as our tools or legal obligations evolve. Material changes will be posted to our website, and you will be notified via email when appropriate.
11. Contact Us
For questions about this policy or your data rights, please contact:
IndiVillage Accounting and Business Services LLC
📧 meg@indi-village.com
📞 (469) 972-5598
🌐 https://indi-village.com