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Data Security, Confidentiality & Privacy Policies

Who We Are

Alpha Omega Accounting, LLC provides accounting, tax, advisory, and compliance services to individuals, businesses, nonprofits, and veteran‑owned organizations. Protecting your information is central to our work and our professional ethics.

What Personal Data We Collect

We collect only the information necessary to provide services, comply with legal requirements, and maintain secure communication with our clients. This may include:

  • Name and contact information
  • Business information and organizational details
  • Financial records, tax documents, and supporting materials
  • Identification documents when required for compliance
  • Communications sent to us by email, our website, or secure upload portals

We do not collect unnecessary data, and we do not sell or share your information with third parties for marketing.

How We Use Your Information

Your information is used solely for:

  • Preparing tax returns, financial statements, and compliance filings
  • Providing advisory and bookkeeping services
  • Maintaining accurate client records
  • Communicating with you about your account, deadlines, or required documents
  • Meeting federal, state, and professional regulatory obligations
  • Securing and verifying access to our systems

We do not use your information for any purpose unrelated to your engagement with us.

Regulatory & Professional Standards We Follow

We adhere to the security, confidentiality, and privacy requirements outlined in:

These frameworks guide how we protect, store, and manage your information.

Data Security Practices

We take data security seriously and use multiple layers of protection, including:

  • Encrypted email and secure document‑exchange portals
  • Encrypted storage for digital files
  • Physical safeguards for paper records
  • Access controls limiting data to authorized personnel
  • Routine monitoring for unauthorized access attempts
  • Industry‑standard cybersecurity tools and threat‑prevention systems

We continuously review and update our security measures to meet evolving standards and regulatory requirements.

Secure Communication & Document Exchange

To protect sensitive information, we use:

  • Secure upload portals for document exchange
  • Encrypted email for messages containing confidential data
  • Password‑protected files when required
  • Multi‑factor authentication on systems that store client information

We ask clients not to send Social Security numbers, tax documents, financial records, or any sensitive information through unencrypted or informal communication channels, including standard email, text messages, or social media messaging platforms (such as Facebook Messenger). These methods are not secure! Please use our secure upload portal or encrypted email when sending confidential documents.

Third‑Party Service Providers

We use trusted third‑party vendors to support our operations, including:

  • Accounting and bookkeeping platforms
  • Secure cloud storage providers
  • E‑signature services
  • Payment processors
  • Website hosting and security tools

These providers may process data on our behalf, but only under strict confidentiality and security agreements. Each provider maintains its own privacy and security policies, which we review for compliance.

Where Your Data Is Stored

We use secure, U.S.-based cloud services for document storage, communication, and backup. This includes trusted third‑party providers, such as Xero and Gusto, which both store U.S. customer data on Amazon Web Services (AWS) servers located in the United States. Data may be stored in encrypted cloud environments, on encrypted local devices, or in secure physical archives.

We do not intentionally store client data outside the United States, and we select service providers that maintain U.S.-based data centers for our region.

Confidentiality

As accounting professionals, we are bound by strict confidentiality rules. We do not disclose your information to anyone unless:

  • You authorize the disclosure in writing
  • Disclosure is required by law or regulation
  • Disclosure is necessary to protect against fraud or unauthorized activity
  • We are working with trusted service providers who support our operations

We never disclose client information for marketing or promotional purposes.

Document Return & Destruction

Upon request, we will provide copies of your records. Original documents provided to us will be returned when the engagement is complete unless otherwise agreed.

At the end of our retention period, we securely destroy documents using industry‑standard destruction methods, including:

  • Shredding of physical documents
  • Secure deletion of digital files

How Long We Retain Your Data

We retain client records for the period required by law and professional standards, typically 7 years, unless a longer retention period is required for regulatory or legal reasons.

Cookies & Website Analytics

Our website may use cookies or analytics tools to improve functionality and security. These tools may collect non‑identifying technical information such as:

  • Browser type
  • IP address
  • Device information
  • Pages visited

This information is used only to maintain website performance and security.

Third‑Party Links & Embedded Content

Our website may include links to software providers, tax tools, or educational resources. These third‑party sites may collect data according to their own privacy policies. We encourage you to review their policies before providing information.

Affiliate Disclosure

Alpha Omega Accounting, LLC may recommend software, tools, or services that we use ourselves or believe can genuinely help our clients. Some of the links on this page may be affiliate links, which means we may earn a small commission or compensation if you choose to purchase through them. There is no additional cost to you, and we only recommend products we trust and find valuable for business owners, nonprofits, and veteran‑owned organizations.

These considerations help support the resources we provide, but they never influence our professional judgment or the guidance we offer.

Your Rights

Depending on your jurisdiction, you may have the right to:

  • Request access to the personal data we hold about you
  • Request corrections to inaccurate information
  • Request deletion of information when legally permissible
  • Request a copy of your records
  • Withdraw consent for optional data uses

Some data must be retained to comply with tax, legal, or regulatory requirements.

Breach Notification

If we ever believe your data may have been accessed without authorization, we will notify you promptly and follow all applicable legal requirements.

Changes to This Policy

If we update this policy due to legal, regulatory, or operational changes, we will post the updated version on our website with a revised effective date.

Contact Us

If you have questions about this policy, need to request access to your data, or want to report a concern, you may contact us at:

Alpha Omega Accounting, LLC
P.O. Box 412 Milliken Colorado 80543
Office Phone: 970-344-7298
Email: [email protected]