Privacy Policy

Effective October 14, 2026

RBM Accounting is the bookkeeping and accounting system that RBM Business Holdings Inc. ("RBM," "we," "us") uses to keep the books of the businesses it serves ("clients"). This policy explains what information the system holds, how we use it, who we share it with, and the choices you have.

Who this policy covers

Our clients and the people who work for them, including anyone who connects a bank or card account to the system.
People whose details appear in a client's records, such as the client's customers and vendors.
Anyone given access to view a client's records.

Information we hold

Business and financial records: the client's chart of accounts, journal entries, invoices, bills, payments, credit notes, quotes, statements, reports and the business's tax identification numbers.
Contact details: names, email addresses, phone numbers and mailing addresses of the client and of the client's customers and vendors, as entered into the records.
Bank and card information: when a client connects an account through Plaid, we receive the account name, type and last four digits, and the account's posted transactions (date, amount and the bank's description). We do not receive or store your online banking username or password. Bank statements a client gives us as files hold the same kind of information.
Sign-in information: the email address and security settings of people who can sign in, and a session cookie that keeps you signed in.
Technical information: our hosting provider records basic request information, such as IP address, browser type and the pages requested, to run and secure the service.

How we use it

To keep each client's books: recording and categorizing transactions, reconciling accounts, invoicing, paying bills and preparing reports.
To prepare filings the client asks us to prepare, such as year-end 1099 forms.
To send emails the client asks us to send, such as invoices, statements and payment reminders to the client's customers.
To secure the service, prevent misuse and keep an audit trail of every change.
To meet legal, tax and recordkeeping obligations.

We do not sell personal information, and we do not use it for advertising.

Connecting bank accounts with Plaid

We use Plaid Inc. ("Plaid") to connect bank and card accounts. When you connect an account, you sign in to your bank through Plaid, and Plaid's handling of your information is governed by the Plaid End User Privacy Policy. By connecting an account you allow Plaid to share that account's information with us as described above. The connection is used only to bring posted transactions into the client's books. You can disconnect an account at any time; new transactions then stop coming in, and the lines already imported stay in the books.

Who we share it with

We share information only as needed to run the service, with providers that process it on our behalf:

Vercel Inc.: hosting, and private storage of backups.
Neon: the database.
Plaid Inc.: bank and card connections.
Microsoft Corporation: delivery of emails we send through Microsoft 365.

We may also disclose information when the law requires it, to protect our rights or the safety of others, or as part of a sale or reorganization of our business, in which case this policy continues to apply to it. Each client's records are kept separate, and one client cannot see another client's information.

Cookies

We use one essential cookie to keep you signed in. It expires after 12 hours. We do not use advertising or analytics cookies, and we do not track you across other websites.

How long we keep it

Accounting records are kept for as long as we serve the client and afterwards for as long as tax and recordkeeping laws require, generally at least seven years. Accounting entries are never edited or erased; mistakes are corrected with new, offsetting entries, so the history stays complete. Daily backups are kept for 35 days and monthly backups for seven years. When the retention period ends, we delete the information or keep it in a form that no longer identifies anyone.

Security

Information is encrypted in transit. Sign-in requires a password and an authenticator code. Bank connection credentials from Plaid are stored encrypted, each client's records are isolated in the database, and every change is logged. No system is perfectly secure, but we work to protect your information and will notify affected people of a breach as the law requires.

Your choices

You can ask us what information we hold about you, ask us to correct it, or ask us to delete it. We will do so unless we must keep the information to meet a legal or tax obligation or to keep a client's books complete. Corrections to accounting records are made with new entries rather than by changing past ones. To make a request, email privacy@rbmbusinessholdingsinc.com.

Children

The service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children.

Changes to this policy

If we change this policy, we will post the new version here with a new effective date, and tell clients about significant changes.

Contact

RBM Business Holdings Inc.
privacy@rbmbusinessholdingsinc.com