Privacy Policy
Grumbee’s Bookkeeping LLC (“we,” “us,” “our”) provides bookkeeping services to small businesses. This policy explains what information we collect through this site and in the course of providing services, how we store and protect it, and how we use AI tools in our process, since that is part of how we work.
Information we collect
Through the website:
- Contact form submissions: your name, email address, and the answers you choose to give about your business and books.
- Free guide: your email address.
- Books Health Quiz: your email address and your answers. The quiz asks for your email before it shows you your score, and it emails you a copy of the result. Your score and the list of what came up are kept in your browser tab only from the moment you send the email form until the results page shows them, and then they are cleared.
- Booking a consult: the calendar asks for your name, email address, phone number, and what kind of business you run and how it is set up.
- How you found us: if you reach the Books Health Quiz or the free guide from one of our ads, the form you send notes that. A consult booked on one of our two bookkeeping ad landing pages carries a label saying it came from our Google ads, and that label goes to Calendly with the booking. Both tell us which ads are worth paying for. The label travels in the web address itself. We don’t set a cookie for it, and it stores nothing on your device.
- Cookies and tracking: seven pages on this site carry Google’s advertising tag: our two bookkeeping ad landing pages (one for Colorado, one for New Mexico), the Books Health Quiz results page, our Contact page, where the booking calendar sits, the page you land on after sending us a message, the sign-up page for our free guide, and the page you land on after asking for that guide. Those seven place Google cookies and save a small Google entry in your browser’s storage, and they exist so we can tell whether the ads we pay for bring anyone in. Every other page on this site sets no cookies, runs no analytics, and uses no ad pixels. Some of the outside services we use do place cookies of their own. They’re listed under “Services we use” below.
Through the bookkeeping engagement:
- Financial records: bank and credit card transaction data, receipts, invoices, plus related business information you or your financial institutions provide, typically through QuickBooks Online.
- Contact and billing information needed to invoice and communicate with you.
- Your signed engagement agreement: your name, business name, email address, and signature, entered on a Jotform signing page.
How we use your information
We use the information above to respond to inquiries and provide the free guide, quiz results, or consultation you requested; to perform bookkeeping services under a signed engagement agreement or, for a one-time purchase, under our short terms, including reconciliation, categorization, financial reporting, and related work; and to send you communications related to your engagement, such as invoices, reports, or requests for information.
We do not sell your information to anyone, for any reason.
How we use AI, and why we built it this way
We use AI as a working tool in our process. We’re upfront about it because we think how AI is used with your information matters to you.
Our AI assistant is not a bookkeeping-AI platform that pools data across many firms’ clients. It runs on Anthropic’s Claude, through a paid Claude subscription, and it works from files kept on our own computer. Where its memory is stored: a private folder that lives locally on our own computer, a computer that requires a password to access, on a drive that is fully encrypted. That folder does not sync to any cloud server.
Your information does not live only on that computer, though. Your books live in QuickBooks Online, our email account is hosted by Porkbun, and the outside services listed below hold whatever you send through them. When the assistant works on something, what it reads and writes is sent to Anthropic’s servers to be processed, and Anthropic keeps a copy for a while, as the next paragraph explains. The difference in our setup comes down to two things: the assistant’s memory stays on our own encrypted computer, and what the AI produces does not reach you unchecked.
Our AI provider does not use these conversations to train its AI models (we keep that setting turned off in our account). Anthropic decides how long it keeps them. Its data usage page for Claude Code, the tool our assistant runs in, gives a 30-day retention period when that setting is off. Its page on how long it stores data says it can keep a conversation longer in some cases, including up to 2 years if its automated safety systems find that a conversation breaks its usage rules, 5 years for anything sent to it as feedback, and whatever the law requires or a dispute needs.
What stays true, regardless:
A human reviews everything
Nothing the AI drafts, calculates, or prepares (a report, an invoice, a categorization) goes to a client until we’ve personally reviewed it. We do not let AI output go out the door unchecked, ever.
No model training
Your financial data is not used to train our AI provider’s models.
Yours alone
Your data is not shared with, or accessible to, any other business, client, or firm using the same AI tools we do.
If you have any questions about how AI fits into how we handle your books, ask. We’re glad to walk through it in plain terms.
How we store and protect your information
QuickBooks Online
Where your financial data primarily lives. Intuit hosts it and maintains bank-level security standards for its platform.
Our own files
Working files and notes, including the AI assistant’s memory, are kept in a local folder on a password-protected, fully encrypted computer. That folder doesn’t sync to any cloud storage or shared service. Anything the AI works on also goes to Anthropic, as described above.
Handled through a business email account. We use your email address to answer you, to send what you asked for, and to keep our own business records. If you ask for the free guide or take the quiz, we also send you one follow-up email. We don’t sell it, and we don’t add you to a mailing list unless you ask.
Access
Limited to the people directly performing your bookkeeping services.
Services we use
In the course of providing services, the following third parties may process your information. Each has its own privacy policy governing how it handles data on its platform.
Intuit QuickBooks Online
Hosts your financial records and books, and processes payment if you buy the Books Health Check or the Clean Start Setup.
Payroll software
If your service includes payroll, the payroll provider processes pay, filings and year-end forms under its own privacy policy.
Anthropic (Claude)
Our AI provider, used as described above.
Calendly
Runs the booking calendar on our Contact page and on our two bookkeeping ad landing pages. The calendar loads when you open any of those three pages, whether or not you book anything, and it brings Calendly’s own tools with it. When we checked in September 2026, those included tracking tools from Google and Facebook, among others, plus payment tools from Stripe. Calendly places cookies. If you’d prefer to skip the calendar, email or phone us and we’ll set up a time that way.
Stripe
A payment company that Calendly uses. It loads with the booking calendar on those three pages and places a cookie that lasts a little over a year.
Zoom
Used for screen-share calls when you ask for one.
Google Ads
Runs our search ads. Its tag sits on exactly seven pages: our two bookkeeping ad landing pages (one for Colorado, one for New Mexico), the Books Health Quiz results page, our Contact page, where the booking calendar sits, the page you land on after sending us a message, the sign-up page for our free guide, and the page you land on after asking for that guide. It lets us see whether an ad click turned into somebody booking a consult, finishing the quiz, asking for the guide, or writing in, which is the only way to know if the advertising is worth paying for. It places Google cookies, and a small entry in your browser’s storage, on those seven pages and nowhere else on this site. Nothing you type is sent to Google. The tag only reports that something happened. Your email address, your message, and your quiz answers stay out of it.
FormSubmit
Delivers website contact and opt-in form submissions to us by email. FormSubmit says it keeps form submissions for 30 days.
Google reCAPTCHA
Google’s “I’m not a robot” check. When you send our contact form, the free guide form, or the quiz, FormSubmit shows it on FormSubmit’s own page before your message goes through. It also loads inside the booking calendar on our Contact page and our two bookkeeping ad landing pages. Google says the check sets a cookie it needs to tell people from bots. Your browser loads it from Google, so Google receives your IP address.
Jotform
Hosts the page where you sign our engagement agreement. It keeps what you enter there (your name, business name, email address, and signature) along with the signed agreement, and it emails you a signed copy. Jotform says form data is stored on servers in the United States.
Porkbun
Hosts this website and the email account your messages arrive in.
Google Fonts
Supplies the lettering this site is displayed in. Your browser loads it from Google, so Google receives your IP address.
Data retention
We retain client financial records for as long as the engagement is active and as needed to comply with applicable tax and recordkeeping laws after termination. Website form submissions, meaning contact messages and sign-ups for the guide or the quiz, are kept in our business email account, and we keep a short list of the addresses we have already followed up with, so nobody gets the same follow-up twice. FormSubmit, which delivers them, keeps its own copy for 30 days. If you ask us to delete yours, we will.
Your rights
You may ask us at any time to tell you what information we hold about you, correct inaccurate information, or delete your information, except where we’re required to retain it by law (e.g., tax records). To make a request, contact us at bookkeeping@grumbees.com.
Changes to this policy
We may update this policy as our practices evolve. The “Last updated” date above reflects the most recent revision. Material changes are noted here.
October 18, 2026: added Jotform and Google’s robot check to the services we use, added what booking a consult collects, and corrected how long our AI provider keeps conversations and where our files are kept.
October 18, 2026: noted that one-time purchases run under our short terms.
Questions about this policy
Grumbee’s Bookkeeping LLC · Bayfield, Colorado
bookkeeping@grumbees.com ·
(970) 317-9921