Privacy Policy

Alcorn Financial, LLC (“Alcorn Financial,” “we,” “us,” or “our”) respects the privacy and confidentiality of the information entrusted to us. This Privacy Policy explains how we collect, use, disclose, protect, and retain information in connection with our bookkeeping and financial-operations services, website, communications, and authorized integrations with third-party platforms, including QuickBooks Online.

By using our website, engaging Alcorn Financial for services, communicating with us, or authorizing an integration, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

Depending on the services provided and your interactions with Alcorn Financial, we may collect or receive information including:

• Business names, addresses, contact information, and organizational information;
• Names, email addresses, telephone numbers, and other contact information;
• Accounting and bookkeeping records;
• Bank, credit-card, payroll, vendor, customer, transaction, account, class, location, and financial-reporting information;
• Invoices, receipts, statements, reports, spreadsheets, and other financial or supporting documents;
• Information contained in communications with clients and authorized representatives;
• Information made available through QuickBooks Online or other third-party services that a client authorizes Alcorn Financial to access;
• Authentication, authorization, connection, and integration information, including information necessary to maintain authorized connections;
• Website and technical information such as IP address, browser type, device information, referring pages, and basic usage or security logs; and
• Other information voluntarily provided to Alcorn Financial or reasonably necessary to perform authorized services.

The particular information we access or process depends on the services being provided and the systems a client authorizes us to use.

2. How We Use Information

Alcorn Financial may use information to:

• Provide bookkeeping and financial-operations services;
• Maintain and review accounting records;
• Prepare, classify, reconcile, organize, or validate financial transactions and supporting information;
• Support payroll-accounting and related financial workflows;
• Prepare financial reports and bookkeeping deliverables;
• Research historical transactions and accounting treatment;
• Maintain supporting documentation;
• Communicate with clients and authorized representatives;
• Operate and improve recurring financial processes;
• Connect with and use authorized third-party platforms, including QuickBooks Online;
• Develop, operate, test, validate, and improve internal workflows and systems used to provide authorized services;
• Detect errors, discrepancies, security issues, or unauthorized activity;
• Maintain business records and audit trails;
• Respond to inquiries and service requests;
• Comply with legal, regulatory, contractual, or professional obligations; and
• Protect the rights, property, systems, clients, and operations of Alcorn Financial.

We seek to use information only for legitimate business purposes associated with providing, supporting, securing, or improving authorized services.

3. QuickBooks Online and Intuit Integration

When a client authorizes Alcorn Financial to connect with QuickBooks Online, Alcorn Financial may access QuickBooks information made available through the authorized integration.

Depending on the services authorized and the technical configuration of the integration, this information may include company information, accounts, transactions, vendors, customers, classes, locations, reports, attachments, and other accounting information reasonably necessary to perform authorized services.

Alcorn Financial limits integration access and functionality to what is reasonably necessary for authorized services and operational requirements. Certain deployments or stages of an integration may be configured as read-only, while other authorized implementations may support limited write functionality.

Alcorn Financial will not intentionally use QuickBooks information obtained through an authorized integration for unrelated advertising or sell client financial information obtained through the integration.

A client may revoke Alcorn Financial's QuickBooks authorization through available Intuit or QuickBooks account controls. Revoking authorization may prevent Alcorn Financial from performing services that depend on the integration.

QuickBooks and Intuit are third-party services governed by their own terms, privacy practices, security practices, and availability.

4. Authorization and Access

Clients are responsible for ensuring that they have authority to provide information to Alcorn Financial and to authorize Alcorn Financial to access systems, accounts, documents, and financial information used in connection with the services.

Alcorn Financial seeks to limit access to personnel, systems, service providers, and integrations that reasonably require access to perform authorized business functions.

We may use authentication and authorization technologies, including OAuth or similar mechanisms, when supported by third-party platforms.

We do not request that clients provide passwords when an appropriate secure authorization mechanism is available.

5. Documents and Communications

Information may be received through email, accounting platforms, file-storage services, payroll systems, financial institutions, client portals, shared folders, spreadsheets, documents, and other authorized business systems.

Clients should avoid transmitting unnecessary sensitive personal information and should use secure transmission methods where appropriate.

Communications with Alcorn Financial may be retained when reasonably necessary to perform services, document instructions, resolve questions, maintain business records, or comply with legal or contractual obligations.

6. Automated and AI-Assisted Processing

Alcorn Financial may use software, automation tools, machine-learning systems, or artificial-intelligence-assisted tools as part of internal workflows used to organize, extract, classify, compare, transform, validate, research, or otherwise assist with information used in providing services.

These technologies are operational tools and do not eliminate Alcorn Financial's responsibility for the services it provides.

We seek to apply appropriate human review, accounting controls, validation procedures, and exception handling where warranted by the nature and risk of the work.

We do not represent that automated systems are infallible, and material or unusual accounting matters may require additional human review.

When third-party technology providers process information on our behalf, their access is subject to applicable contractual, technical, and organizational controls.

7. How We Share Information

Alcorn Financial may disclose information when reasonably necessary to:

• Employees, owners, contractors, or authorized personnel who require the information to perform services or operate the business;
• Technology, hosting, cloud-storage, communication, security, accounting, integration, automation, and other service providers supporting Alcorn Financial's operations;
• Third-party platforms authorized by the client;
• Professional advisers such as attorneys, accountants, insurers, or consultants when reasonably necessary;
• Government authorities, regulators, courts, or other parties when required by applicable law, legal process, or valid governmental request;
• Protect the rights, property, safety, security, or legal interests of Alcorn Financial, its clients, or others; or
• A successor or potential successor in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to appropriate confidentiality protections where applicable.

Alcorn Financial does not sell client financial information to data brokers, advertisers, or other third parties for their independent marketing purposes.

We do not disclose client information merely because it may have commercial value.

8. Service Providers

Alcorn Financial relies on third-party service providers and technology platforms to operate its business and provide services.

These may include providers of accounting software, cloud infrastructure, email and communications, document storage, security, authentication, productivity software, automation, artificial intelligence, analytics, website hosting, and related business technology.

We seek to use reputable providers and to limit information shared with them to what is reasonably necessary for the applicable function.

Third-party services may maintain their own privacy policies and contractual terms.

9. Security

Alcorn Financial uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Depending on the system and circumstances, safeguards may include:

• Access controls;
• Multi-factor authentication;
• Secure authentication and authorization mechanisms;
• Encryption provided by applicable platforms;
• Restricted permissions;
• Separation of business and personal systems;
• Secure credential-management practices;
• Software and system updates;
• Logging, validation, and review procedures; and
• Backup and recovery practices where appropriate.

No method of electronic transmission, storage, or processing is completely secure. Accordingly, Alcorn Financial cannot guarantee absolute security.

10. Data Retention

Alcorn Financial retains information for as long as reasonably necessary to:

• Provide and document services;
• Maintain accounting and business records;
• Support historical research and continuity of service;
• Resolve disputes or questions;
• Maintain security and audit records;
• Satisfy contractual requirements; and
• Comply with applicable legal, tax, regulatory, or professional obligations.

Retention periods may vary depending on the type of information, client engagement, applicable system, and business or legal requirements.

When information is no longer reasonably required, Alcorn Financial may delete, archive, anonymize, or otherwise dispose of it consistent with applicable obligations and technical capabilities.

Disconnecting an integration does not necessarily require immediate deletion of all information previously obtained or created during an authorized engagement when continued retention is reasonably necessary for legitimate business, legal, accounting, security, or recordkeeping purposes.

11. Client Requests

Clients may contact Alcorn Financial regarding information maintained in connection with their relationship with us.

Subject to applicable law, contractual obligations, technical limitations, and legitimate business or recordkeeping requirements, Alcorn Financial may assist with reasonable requests to review, correct, export, restrict, or delete information.

We may need to verify the identity and authority of the person making a request before acting on it.

Some records may need to be retained despite a deletion request where retention is reasonably necessary or legally required.

12. Confidentiality

Alcorn Financial treats client financial and business information as confidential and uses it for purposes reasonably related to authorized services and legitimate business operations.

Nothing in this Privacy Policy replaces or limits any additional confidentiality obligations contained in an applicable engagement letter, service agreement, nondisclosure agreement, or other written agreement between Alcorn Financial and a client.

13. Third-Party Services and Links

Our website, services, or workflows may interact with or contain links to third-party websites, applications, platforms, or services.

Alcorn Financial does not control the independent privacy, security, or operational practices of third parties.

Clients should review the applicable terms and privacy policies of third-party services they choose to use or authorize.

14. Sensitive Information

Bookkeeping and financial records may contain sensitive business or personal information.

Clients should provide only information reasonably necessary for the services being performed and should notify Alcorn Financial before intentionally providing categories of highly sensitive information that may require special legal, contractual, or security treatment.

Alcorn Financial does not represent through this Privacy Policy that its ordinary bookkeeping systems or services are designed for every category of regulated data.

In particular, nothing in this Privacy Policy constitutes a representation that Alcorn Financial is acting as a HIPAA-covered entity, HIPAA business associate, or provider of HIPAA-compliant services unless such obligations have been separately evaluated, agreed to in writing, and appropriately implemented.

15. Children's Privacy

Alcorn Financial's website and services are intended for businesses and adults acting in a business or professional capacity.

We do not knowingly offer services directly to children or intentionally collect personal information from children through our website.

16. Changes to This Privacy Policy

Alcorn Financial may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices, legal requirements, or third-party integrations.

When we make changes, we may update the effective date displayed at the top of this page.

Material changes may also be communicated through other reasonable means when appropriate.

Continued use of our website, integrations, or services following an update is subject to the updated Privacy Policy, to the extent permitted by applicable law and contractual obligations.

17. Contact Us

Questions or requests regarding this Privacy Policy or Alcorn Financial's information practices may be directed to:

Alcorn Financial, LLC
Email: robert@alcornfinancial.com