1. Our Role
CountingWorks may process information in different capacities depending on how our Services are being used.
When you interact directly with CountingWorks, such as by visiting our website, requesting information, purchasing a subscription, or communicating with our team, CountingWorks generally determines how that information is used.
When a professional firm uses CountingWorks PRO to collect, store, manage, analyze, communicate about, or otherwise process information relating to its clients, prospects, employees, or other individuals, CountingWorks generally processes that information on behalf of and at the direction of the professional firm.
The professional firm is responsible for determining what information it places into the Services, obtaining any notices, permissions, or consents required by applicable law, and determining how it uses information and outputs provided through the Services.
2. Information We Collect
Depending on how you interact with the Services, we may collect or process the following categories of information.
Account and Business Information
This may include:
- name;
- business or firm name;
- business address;
- email address;
- telephone number;
- account credentials;
- subscription and plan information;
- authorized users and team members;
- billing and transaction information;
- communications with CountingWorks;
- support requests; and
- account preferences and settings.
Website and Usage Information
When you visit or use our websites or Services, we may automatically collect information such as:
- IP address;
- browser and device information;
- operating system;
- pages and features accessed;
- referring URLs;
- dates and times of activity;
- approximate geographic information derived from an IP address;
- performance and diagnostic information;
- website traffic information; and
- interactions with our Services.
We may use cookies and similar technologies for security, authentication, functionality, analytics, performance measurement, and improving the Services.
Customer-Provided Data
Professional firms may provide information to CountingWorks through the Services, including information concerning their clients, prospects, employees, contacts, and business operations.
Depending on the features used, Customer Data may include:
- names and contact information;
- client and prospect records;
- communications;
- documents and files;
- tax and financial information;
- accounting information;
- engagement information;
- appointment information;
- questionnaire and intake responses;
- transaction and payment-related information;
- CRM information;
- notes;
- emails;
- uploaded content; and
- information obtained from authorized integrations or connected services.
We refer to this information collectively as "Customer Data."
As between CountingWorks and the customer, customers retain their rights in their Customer Data. Customers authorize CountingWorks to process Customer Data as reasonably necessary to provide, secure, support, maintain, and improve the Services, subject to applicable agreements and law.
3. MAX, Artificial Intelligence, and AI Context Data
CountingWorks provides artificial intelligence functionality through MAX and may introduce additional AI-powered capabilities throughout the Services.
When MAX or another AI-powered feature is enabled, the Services may access, retrieve, analyze, classify, summarize, organize, index, transform, or otherwise process Customer Data and other information authorized by the customer.
This may include creating contextual representations, indexes, metadata, classifications, summaries, relationships, or other derived information that enables MAX to understand and retrieve relevant context. We refer to this as "AI Context Data."
AI Context Data may be used to:
- answer authorized user questions;
- retrieve relevant information;
- analyze documents and communications;
- identify patterns or potential opportunities;
- organize client or prospect information;
- draft content or communications;
- provide recommendations;
- automate or assist with workflows;
- operate MAX Skills and other AI-powered functionality; and
- improve the usefulness, security, reliability, and performance of the customer's experience.
MAX and other AI features are designed to assist professionals. They are not intended to replace professional judgment or independently make legally significant or consequential decisions about individuals.
Additional information about MAX, AI processing, connected services, AI models, human oversight, and customer responsibilities is provided in our MAX AI & Data Use Notice.
4. Connected Services, Integrations, and MCP Connections
CountingWorks may allow customers to connect the Services to third-party applications, platforms, data sources, APIs, Model Context Protocol ("MCP") servers, or other external services ("Connected Services").
Connected Services may include email providers, accounting systems, document storage services, payroll systems, customer relationship management systems, financial applications, productivity platforms, and other services.
When a customer enables a Connected Service, the customer authorizes CountingWorks and, where applicable, MAX to access and process information made available through that connection according to the permissions granted by the customer.
Customers are responsible for:
- selecting the Connected Services they enable;
- determining whether they are authorized to connect those services;
- reviewing the permissions and scopes granted;
- maintaining appropriate access controls;
- understanding the third party's privacy, security, retention, and data-use practices; and
- disconnecting services that should no longer have access.
Third-party Connected Services are operated by third parties and may be subject to their own terms, privacy policies, security practices, and data-handling requirements.
CountingWorks does not control the independent practices of third-party Connected Services.
Customers should use particular care when connecting systems containing sensitive, confidential, financial, tax, employee, or client information and should grant only the permissions reasonably necessary for the intended use.
5. How We Use Information
Depending on the circumstances, CountingWorks may use information to:
- provide and operate the Services;
- authenticate users and maintain accounts;
- process subscriptions and transactions;
- provide customer support;
- communicate about the Services;
- operate websites and customer-facing experiences;
- provide MAX and other AI functionality;
- provide customer-authorized integrations;
- analyze and improve performance;
- maintain security and prevent fraud or abuse;
- troubleshoot technical issues;
- develop new features;
- comply with legal obligations;
- enforce our agreements; and
- protect CountingWorks, our customers, users, and others.
We may also use aggregated or de-identified information for analytics, benchmarking, research, product improvement, security, and understanding how our Services are used, provided that such information is not used to identify an individual where prohibited by applicable law.
6. AI Model Training and Customer Data
CountingWorks does not sell Customer Data for the purpose of training public or third-party foundation AI models.
CountingWorks does not authorize third-party AI model providers to train their public foundation models using Customer Data submitted through MAX, except where a customer independently chooses or configures a third-party service in a manner that permits such use.
CountingWorks may use appropriately aggregated, de-identified, operational, diagnostic, feedback, or performance information to improve the Services, subject to applicable law and contractual obligations.
Where third-party AI providers or infrastructure providers process Customer Data on our behalf, we seek to use contractual, technical, and organizational safeguards appropriate to the nature of the processing.
7. How We Disclose Information
We may disclose information to service providers and subprocessors that help us operate the Services, including providers of:
- cloud hosting and infrastructure;
- security and authentication;
- payment processing;
- communications;
- analytics;
- customer support;
- artificial intelligence and machine learning infrastructure;
- document processing;
- data storage;
- software development and monitoring; and
- other operational services.
These providers may process information only as permitted by applicable agreements and law.
We may also disclose information:
- at a customer's direction;
- when a customer enables an integration or Connected Service;
- to comply with applicable law, regulation, subpoena, court order, or legal process;
- to investigate fraud, abuse, security threats, or violations of our agreements;
- to protect the rights, safety, or property of CountingWorks, our customers, or others;
- in connection with a merger, acquisition, financing, restructuring, sale of assets, or similar corporate transaction; or
- with consent or as otherwise disclosed at the time information is collected.
8. Sale and Sharing of Personal Information
CountingWorks does not sell Customer Data as a data broker.
CountingWorks does not sell client tax, financial, accounting, or confidential professional information provided by customers through the Services.
Where applicable privacy laws define terms such as "sell," "share," or "targeted advertising" more broadly than their ordinary meaning, CountingWorks will provide any notices and choices required by applicable law based on the actual technologies and processing activities used by CountingWorks.
For additional information and available privacy controls, visit Your Privacy Choices.
9. Sensitive Information
Certain Services may process information considered sensitive under applicable law, including financial information, tax information, account credentials, government identifiers, or other confidential information.
Customers should provide sensitive information only when reasonably necessary to use the applicable Services.
We apply administrative, technical, and organizational safeguards designed to protect information based on the nature and sensitivity of the information and the Services involved.
10. Security
CountingWorks maintains administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, loss, or destruction.
No internet-based service or information system can be guaranteed to be completely secure. Customers are also responsible for protecting account credentials, configuring access appropriately, maintaining appropriate security within their own organizations, and promptly notifying CountingWorks of suspected unauthorized access.
Additional information about our security practices is available through the CountingWorks PRO Security Center.
11. Data Retention
We retain information for as long as reasonably necessary to:
- provide the Services;
- maintain customer accounts;
- satisfy contractual obligations;
- comply with applicable laws;
- resolve disputes;
- maintain security;
- prevent fraud and abuse; and
- enforce our agreements.
Retention periods may vary depending on the type of information, the Services used, customer instructions, contractual requirements, and legal obligations.
When information is no longer required, we may delete, anonymize, aggregate, or otherwise dispose of it in accordance with applicable requirements and our data-retention practices.
12. Customer Responsibility for Client and Third-Party Data
Customers are responsible for ensuring that they have the rights and authority necessary to provide Customer Data to CountingWorks and to authorize its processing through the Services.
This includes responsibility for providing any required notices and obtaining any required authorizations or consents from clients, prospects, employees, or other individuals.
Customers are also responsible for determining whether their use of MAX, Connected Services, MCP connections, automated workflows, or other features is appropriate for the information involved and consistent with their professional, ethical, contractual, and legal obligations.
13. Professional and Financial Information
CountingWorks provides technology to tax, accounting, financial, and other professional firms.
CountingWorks does not become the tax preparer, accountant, financial advisor, attorney, employer, or other professional service provider merely because information is processed through our Services.
Professional firms remain responsible for their professional services, client relationships, regulatory obligations, professional judgment, and use of information or outputs generated through the Services.
14. Children's Privacy
The Services are intended primarily for businesses and professionals and are not directed to children.
We do not knowingly collect personal information directly from children through our business Services except where information is provided by an authorized customer for a legitimate professional purpose and processed on that customer's behalf.
15. Privacy Rights
Depending on where you live and applicable law, you may have rights concerning your personal information, which may include rights to:
- request access to personal information;
- request information about how personal information is processed;
- request correction;
- request deletion;
- obtain a portable copy of certain information;
- opt out of certain sales, sharing, targeted advertising, or profiling activities where applicable;
- limit certain uses of sensitive personal information where applicable; and
- appeal certain privacy decisions where required by law.
CountingWorks will not unlawfully discriminate against an individual for exercising applicable privacy rights.
To exercise available rights, visit Your Privacy Choices or contact us using the information below.
Where CountingWorks processes information solely on behalf of a professional firm, we may direct the request to that firm or assist the firm in responding to the request as appropriate.
16. California Privacy
California residents may have additional rights under the California Consumer Privacy Act ("CCPA"), as amended by the California Privacy Rights Act ("CPRA"), where those laws apply.
Depending on the circumstances, these may include rights to know, access, correct, delete, and obtain information regarding certain disclosures of personal information, as well as rights concerning certain sales or sharing of personal information and certain uses of sensitive personal information.
CountingWorks will provide California-specific notices and mechanisms when required based on applicable law and our processing activities.
California residents can learn more or submit applicable requests through Your Privacy Choices.
17. Other U.S. State Privacy Rights
Residents of certain other U.S. states may have additional rights under applicable comprehensive privacy laws.
Where such laws apply to CountingWorks' processing, we will honor applicable rights and provide required appeal mechanisms or other state-specific processes.
Our goal is to provide a consistent privacy experience rather than requiring users to navigate a separate privacy process for every state.
18. International Users
CountingWorks is based in the United States, and information may be processed or stored in the United States or other jurisdictions where CountingWorks or its service providers operate.
Where legally required, we use appropriate mechanisms for international transfers of personal information.
Customers requiring specific data-processing terms may review our Data Processing Addendum or contact us.
19. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our Services, technology, business practices, legal requirements, or privacy practices.
When we make material changes, we will provide notice as required by applicable law, which may include updating the effective date, providing an in-product notice, or contacting account holders.
20. Contact Us
Questions about this Privacy Policy or our privacy practices may be directed to:
CountingWorks, Inc.
2549 Eastbluff Drive #448
Newport Beach, CA 92660
Email: legal@countingworkspro.com
Privacy requests may also be submitted through Your Privacy Choices.
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