Privacy notice
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Effective October 1, 2026
Clock Out Books ("we", "us") does bookkeeping, job costing, and financial reporting for HVAC, plumbing, electrical, and other trade contractors. That means you trust us with financial data. This notice explains, in plain language, what we collect, what we do with it, and how we protect it.
What we collect
- What you type into our forms. Your name, company, email, phone, city and state, number of techs, the software you use, and anything you tell us about your business.
- Business financial data you choose to share. For example, job reports from your field software, QuickBooks data, bank and credit card transactions, receipts, and vendor or subcontractor details needed for 1099s.
- Messages. Emails, texts, and call notes between you and us.
- Basic site data. Our host may log standard technical data such as IP address and browser type to keep the site running and secure. We don't run advertising trackers on this site.
How we use it
- To answer your request and run your free books review call.
- To do the bookkeeping, job costing, and reporting you hire us for.
- To send you your reports and the weekly numbers text, if you sign up for it.
- To bill you and keep our own business records.
We don't use your financial data for anything else.
Read-only access
For the free books review, you share your screen on a video call and we look together. We don't ask for logins, file uploads, or exports, and we don't record the call unless you agree first. When you hire us for ongoing work, we ask you to add us as our own user in your software, with only the permissions the work needs. We'll never ask for your personal login or password.
We don't sell your data
We do not sell, rent, or trade your personal or business information. Ever. We don't share it with advertisers.
Who else may see it
We share data only when we need to do the work, or when required:
- Service providers we use to run the business, such as our website host, form service, email, file storage, and the bookkeeping software you already use. They may only use the data to provide their service to us.
- People you tell us to share with, such as whoever files your taxes.
- When the law requires it, such as a valid subpoena.
How we protect it
- Multi-factor sign-in on every account that holds client data.
- Least access: we request only the permissions the work needs, read-only wherever possible.
- Encrypted connections for our site and file transfers, and encrypted storage for client files.
- Client data stays on business systems, not personal devices or personal email.
- We remove our access to your systems when our work together ends, and we ask you to confirm it's removed on your side too.
No system is perfectly secure. If we learn of a breach that affects your data, we'll tell you promptly and follow the notice laws that apply.
How long we keep it
Form submissions from people who don't become clients are deleted within 12 months. Client records are kept as long as needed to do the work and for any period the law requires, then deleted.
Your choices
You can ask us to show you, correct, or delete the information we hold about you, subject to records we must keep by law. Email kyle@clockoutbooks.com.
Kids
This site and our services are for businesses. We don't knowingly collect information from children under 13.
Changes
If we change this notice, we'll update the date at the top. If a change is significant, we'll tell current clients directly.
Contact
Clock Out Books
kyle@clockoutbooks.com