Privacy Policy

1. About This Privacy Policy

Datastub US LLC (“Datastub,” “we,” “us,” or “our”) is a limited liability company formed in Wyoming, with offices at 205 Van Buren Street, Suite 120, Herndon, VA 20170. We provide outsourced accounting, bookkeeping, payroll, tax, and CFO services to businesses across the United States and Canada.

This Privacy Policy explains what information we collect through our website at datastub.us, how we use it, who we share it with, and the choices you have. It applies to visitors to our website, people who contact us, and people who receive business outreach from us.

What This Privacy Policy Does Not Cover

This policy does not govern client engagement data. If you are a Datastub client, how we handle your books, payroll records, financial statements, and tax information is governed by your signed engagement letter, our professional obligations, and any separate written consents you provide. Where this policy and your engagement letter differ with respect to client data, the engagement letter controls.

2. Information We Collect

2.1 Information You Provide to Us

We collect information you give us directly, including:

• Contact and consultation forms: your name, business email address, phone number, company name, industry, and the content of your message.
• Consultation scheduling: when you book a call through Calendly, your name, email address, time zone, and any answers you provide to booking questions.
• Correspondence: information contained in emails, phone calls, and messages you send us.
• Proposal and onboarding discussions: business details you share so we can scope and price services, such as transaction volume, accounting software in use, and number of employees.

2.2 Information Collected Automatically

When you visit datastub.us, we and our analytics providers automatically collect:

• IP address (truncated or anonymized by Google Analytics 4).
• Device type, operating system, browser type and version, and screen size.
• Pages viewed, time spent on pages, scroll depth, links and buttons clicked, and the site or search that referred you.
• Approximate geographic location at the city or region level, derived from IP address.
• Cookies and similar technologies, described in our Cookie Policy.

2.3 Session Recording and Heatmaps

We use Microsoft Clarity to understand how visitors use our website. Clarity records interactions with our pages, including mouse movement, clicks, scrolling, and navigation between pages, and reconstructs them as a playback of your visit. It also produces aggregated heatmaps showing where visitors click and how far they scroll.

We configure Clarity to mask text entered into form fields. We do not use session recording to capture what you type into our contact form, and we do not use it to collect passwords, payment details, or financial account information.

You can decline session recording through the cookie banner when you first visit, or through the Cookie Settings link in our website footer at any time.

2.4 Information We Obtain from Third-Party Sources

We use Apollo.io, a business contact database, to identify companies and professionals who may benefit from our services. Through Apollo.io we obtain business contact information, which may include name, job title, business email address, business phone number, employer name, company size, industry, and publicly available professional profile information.

This information is compiled by Apollo.io from public sources and its own licensed datasets. It is not derived from your activity on our website.

If you received an email or call from Datastub and had not previously contacted us, this is most likely how we obtained your business contact details. You can ask us to stop contacting you and to delete your information at any time by emailing [email protected]. We will honor the request without requiring a reason.

3. How We Use Information

We use the information described above for the following purposes:

We do not use your information to make automated decisions that produce legal or similarly significant effects about you.

4. We Do Not Sell Your Personal Information

Datastub does not sell personal information. We do not rent, trade, or otherwise disclose personal information to third parties for their own marketing purposes, and we do not share personal information for cross-context behavioral advertising or targeted advertising as those terms are defined under United States state privacy laws.

We do not run advertising cookies or advertising pixels on datastub.us.

5. Who We Share Information With

We share information with service providers who help us operate our business. Each is contractually required to protect the information and to use it only for the purposes we specify.

We may also disclose information to our professional advisors, including attorneys, accountants, and insurers; to comply with law, regulation, subpoena, or a lawful government request; to enforce our agreements or protect our rights, property, or safety; and in connection with a merger, acquisition, financing, or sale of assets, in which case we will require the recipient to honor this policy.

6. Work Performed Outside the United States

Datastub US LLC works with an affiliated company located in Ahmedabad, India, which supports our United States operations. That company is a separate legal entity under common ownership with Datastub US LLC, and it acts as our contracted service provider. Personnel there perform accounting, bookkeeping, payroll, and support work under our direction.

What This Means for Website Visitors

Information you submit through our website, including your name, contact details, and the content of your inquiry, may be accessed by personnel in India for the purpose of responding to you, scoping services, and preparing proposals.

Safeguards

• A written services agreement requires confidentiality and information security measures at least as protective as our own.
• Access is limited to personnel who need the information to do their work.
• Systems, accounts, and access controls are administered by Datastub US LLC.
• Personnel are bound by individual confidentiality agreements.

Tax Return Information

Tax return information is subject to additional restrictions under Section 7216 of the Internal Revenue Code and its regulations. Where those rules apply, we obtain specific written consent from the taxpayer before disclosing tax return information to a preparer located outside the United States, on the terms and with the limitations those rules require. This consent is handled separately from this policy, as part of your engagement.

If you are located in Canada or the European Economic Area, note that information processed by Datastub may be stored in or accessed from the United States and India, which may not provide the same level of legal protection as your home jurisdiction. By submitting information to us, you understand that it will be handled as described in this policy.

7. How Long We Keep Information

8. How We Protect Information

We maintain administrative, technical, and physical safeguards designed to protect the information we hold. These include encryption of data in transit, role-based access controls, multi-factor authentication on business systems, least-privilege access, background screening of personnel, and periodic review of our service providers.

Because Datastub prepares tax returns and handles financial records, we are treated as a financial institution under the Gramm-Leach-Bliley Act and are subject to the Federal Trade Commission Safeguards Rule. We maintain a written information security program as that rule requires.

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. If you believe your interaction with us is no longer secure, contact us at [email protected].

9. Your Privacy Rights

9.1 Everyone

Regardless of where you live, you can email [email protected] to ask us to:

• Tell you what information we hold about you.
• Correct information that is inaccurate.
• Delete your information.
• Stop contacting you for marketing purposes.

We will respond to reasonable requests. There is no charge, and we will not treat you differently for making one.

9.2 United States State Privacy Rights

If you are a resident of California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, Rhode Island, or another state with a comprehensive consumer privacy law, you may have the following rights, subject to the conditions and exceptions in your state law:

• Confirm whether we process your personal data and access it.
• Correct inaccuracies.
• Delete personal data you provided or we obtained.
• Obtain a portable copy of your data.
• Opt out of the sale of personal data, targeted advertising, and certain profiling. As noted in Section 4, we do not engage in these activities.
• Not be discriminated against for exercising these rights.

To exercise these rights, email [email protected] with the subject line “Privacy Request.” We will verify your identity by matching the information you provide against our records, and we may ask for additional information if we cannot verify you. An authorized agent may submit a request on your behalf with written authorization.

Timing and appeals. We will respond within 45 days, and may extend by an additional 45 days where reasonably necessary, in which case we will tell you why. If we decline your request, you may appeal by replying to our response or emailing [email protected] with the subject line “Privacy Appeal.” We will respond to an appeal within 60 days. If your appeal is denied, you may contact your state Attorney General.

9.3 California Residents

In the past 12 months, we have collected the following categories of personal information as defined by the California Consumer Privacy Act:

We have not sold or shared personal information in the past 12 months, and we do not knowingly sell or share the personal information of consumers under 16 years of age. We do not collect sensitive personal information through our website for the purpose of inferring characteristics about you.

Global Privacy Control. We honor the Global Privacy Control and similar universal opt-out signals transmitted by your browser as a valid opt-out request where required by law.

9.4 Canadian Residents

If you are in Canada, the Personal Information Protection and Electronic Documents Act (PIPEDA) or a substantially similar provincial law may apply to our handling of your personal information. You have the right to access the personal information we hold about you, to request correction of inaccuracies, and to withdraw your consent to our use of it, subject to legal and contractual restrictions and reasonable notice.

To exercise these rights, email [email protected]. If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca, or with your provincial privacy commissioner.

10. Cookies

We use cookies and similar technologies on datastub.us. Our Cookie Policy explains which cookies we use, what each one does, how long it lasts, and how to control them. You can change your cookie preferences at any time using the Cookie Settings link in our website footer.

11. Children’s Privacy

Our website and services are directed to businesses and business owners, not to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, email [email protected] and we will delete it.

12. Links to Other Websites

Our website links to third-party sites and tools, including accounting software providers, our scheduling tool, and social media platforms. We are not responsible for the privacy practices of those sites. Review their privacy policies before providing information to them.

13. Changes to This Privacy Policy

We may update this policy to reflect changes in our practices, our technology, or the law. When we do, we will revise the “Last updated” date at the top of this page. If the changes are material, we will provide additional notice, such as a banner on our website or an email to clients. We encourage you to review this page periodically.

14. Contact Datastub About Privacy

If you have questions about this Privacy Policy or how we handle your information, contact us: