This Privacy Policy explains how Charlesworth Financial Group LLC collects, uses, shares and protects personal information in the course of running its counting house for computer systems design and integrated bookkeeping. The firm is set up by Charlesworth Financial, and the policy you are reading describes the standards that developer and the wider team hold themselves to when handling client records, website enquiries and the working papers that pass across the desk every day.
Charlesworth Financial Group LLC operates from 3108 N 1075 W, Pleasant View - 84414-1776, United States (US). Where this policy refers to the firm, the counting house, the desk or we, it means Charlesworth Financial Group LLC. Where it refers to you or the client, it means the person or organisation whose information we handle. Please read the whole document before you send us records, because it sets out the choices you have and the steps we take to keep your figures safe.
Table of Contents
- Scope of This Policy
- Information We Collect
- How We Use Information
- Legal Bases for Processing
- Financial and Bookkeeping Records
- Cookies and Website Analytics
- How We Share Information
- Service Providers and Processors
- Data Security
- How Long We Keep Information
- Your Privacy Rights
- Privacy for Children
- International Transfers
- Third Party Links and Tools
- Changes to This Policy
- How to Contact Us
1. Scope of This Policy
This Privacy Policy governs personal information that Charlesworth Financial Group LLC collects through the website at the Pleasant View address and through the professional services delivered by the counting house. It applies to visitors who browse the website, to prospective clients who send an enquiry, to clients who engage the desk for folio sheet bays, reconciliation runs, client letter desks, filing windows, audit review rounds or consult sittings, and to any other person whose information reaches us in connection with the services we provide.
The policy does not apply to information that is held by third parties whose websites or tools you reach from our pages. When you follow a link away from this site, the privacy policy of the destination site will govern what happens to your information there. We encourage you to review those policies before you provide personal details to any other service.
The policy also does not apply to anonymised or aggregated information that can no longer be associated with an identifiable person. Where we combine information so that it cannot reasonably be linked back to you, we treat the result as non personal information and may use it to improve the way the counting house works.
2. Information We Collect
We collect information in three broad ways: information you give us directly, information that the website records automatically, and information that arrives through a third party who is authorised to share it with us. Each category is described below so that you can see exactly what reaches the desk.
Information You Provide Directly
When you use the contact form, send an email to enquiries@charlesworthfinancial.autos, call +17302132927 or sit with us at the counting house, you may provide your name, email address, telephone number, business name, postal address and the content of your message. If you engage the desk, you may also provide financial statements, invoices, receipts, bank records, tax documents and the working correspondence that belongs to the engagement. We ask for only what the work requires, and we will tell you when a particular document is optional.
Information Collected Automatically
When you visit the website, the hosting service may record technical information such as your internet protocol address, browser type, device type, the pages you view and the time of your visit. This information is used to keep the site running, to protect it from abuse and to understand in broad terms which pages are useful. We do not use this information to build a personal profile of you, and we do not combine it with the records held for an engagement.
Information from Other Sources
Where you have asked a colleague, an adviser or a former bookkeeper to pass records to the counting house, we may receive information about you from that person. We may also receive limited information from payment processors, accountants or regulators when it is necessary to deliver the service you have requested. We ask the people who share information with us to do so only where they have a lawful basis to share it, and we treat everything they send with the same care as information you provide directly.
3. How We Use Information
Charlesworth Financial Group LLC uses personal information for the following purposes, each of which is tied to a specific piece of work at the desk.
- To answer enquiries that arrive through the contact form, by email or by telephone, and to arrange consult sittings.
- To open folio sheet bays and to record the statements and documents that enter an engagement.
- To perform reconciliation runs and to prepare the reconciliation notes that sit beside each folio sheet.
- To draft and send client letters that explain the figures for a cycle in plain language.
- To operate filing windows, so that records can be located quickly and handed over cleanly when required.
- To carry out audit review rounds and to sign the review memos that accompany each closed cycle.
- To design, test and maintain the computer systems that support the bookkeeping work.
- To send service notices and administrative messages about an engagement you have with us.
- To meet legal, tax and professional obligations that apply to a counting house of this kind.
- To detect and prevent fraud, misuse of the website and unauthorised access to client records.
We do not sell personal information. We do not rent contact lists. We do not use the content of client ledgers to advertise products to you or to anyone else. Every use of information at the desk is connected to the reason the information was entrusted to us in the first place, and if we ever need to use it for a new purpose we will explain that purpose before we proceed.
4. Legal Bases for Processing
Where privacy law requires a legal basis for the handling of personal information, Charlesworth Financial Group LLC relies on the following grounds.
Performance of a Contract
Most of the work at the counting house is delivered under an agreement with a client. We process names, contact details and financial records because that processing is necessary to prepare the folio sheets, run the reconciliations, write the client letters and carry out the review rounds that the engagement requires.
Legitimate Interests
We process limited information to keep the website secure, to answer prospective client questions before a contract exists and to improve the efficiency of the desk. We weigh these interests against your rights and take steps to limit the information we use for this purpose.
Legal Obligation
We may process and retain records where a law, a regulation or a professional standard requires us to do so. This includes the retention of accounting evidence and the production of records to a regulator when we are lawfully compelled.
Consent
Where we ask for your consent, for example before sending optional updates or before using a non essential feature of the website, we will explain what consent covers and you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing that took place before you withdrew it.
5. Financial and Bookkeeping Records
A bookkeeping engagement involves some of the most sensitive records a business holds. Charlesworth Financial Group LLC treats those records with the highest level of care and limits access to the people who need them to deliver the work. Within the counting house, access is granted by role: the bookkeeper who opens a folio sheet can read the sheet, the second reader in an audit review round can read the evidence behind it, and the desk lead can review any record when quality or a client question requires it.
We do not disclose the content of a client ledger to another client or to a third party without the instruction of the client or a lawful requirement. Where systems are shared between accounts, the data of each account is kept in a separate area so that a reconciliation run for one client never touches the records of another. When a document is imported from a bank feed or an external system, we check the import against the folio sheet before it is posted, and we record the origin of the file so that a later reader can verify where the figures came from.
Some engagements include the design of a small internal tool for the client. Where that tool processes personal information, we design it to collect only the fields that are needed, to store the data in a fixed and documented way, and to leave a written trail of any change. If the tool is later handed to the client, the client becomes responsible for it, and we provide the notes that describe what the tool does so that responsibility can be carried with confidence.
8. Service Providers and Processors
Charlesworth Financial Group LLC uses a small number of service providers to keep the counting house running. These providers may process personal information on our behalf in roles such as website hosting, email delivery, secure file transfer, bookkeeping software and payment processing. Each provider is chosen for its reliability and for its security practice, and each is bound by a written agreement that limits its use of the information to the service it provides to us.
We do not permit a service provider to use client information for its own marketing, to sell it on, or to combine it with records from other customers. Where a provider operates outside the United States, we take steps to ensure that the transfer is protected by appropriate safeguards, as described in the section on international transfers below.
When a provider is no longer needed, we end the arrangement and take reasonable steps to have the information returned or deleted, so that the data held on the account is limited to the providers that are actively serving the desk.
9. Data Security
The counting house holds some of the most important records a business keeps, and we treat the security of those records as a core part of the service rather than an afterthought. We use a combination of technical measures, documented procedures and human review to protect personal information against loss, misuse, unauthorised access and accidental disclosure.
Technical Measures
Access to client records is protected by individual accounts with strong passwords and multi factor authentication where the system supports it. Files are transferred over encrypted connections, and records held at rest are kept in systems that encrypt the underlying storage. Regular backups are taken so that a record can be restored if a system fails, and the restore process is tested so that it works when it is needed.
Organisational Measures
Colleagues are trained on confidentiality and on the handling of financial records. Access to a client account is granted by role and reviewed periodically, so that a person who no longer needs access loses it promptly. Working papers are kept in fixed locations, and changes to a record are logged with a time and an author so that the history of a folio sheet can be read backwards.
Incident Response
If a security incident occurs, we follow a written response plan: we contain the incident, assess its scope, notify affected clients and the relevant authorities where the law requires it, and record what happened so that the same weakness is closed. We will not describe a record as safe unless we have verified that it is, and we will be honest with clients about what occurred.
No method of transmission or storage is completely secure. For that reason, we encourage clients to send records through the secure channel the desk provides and to avoid sending sensitive documents in the body of an ordinary email where the channel is not protected.
10. How Long We Keep Information
We keep personal information for as long as it is needed for the purpose that brought it to the desk, and for as long afterwards as a law, a regulation or a professional standard requires. The retention period for a bookkeeping engagement is normally set by the period the client and the firm have agreed for working papers, together with the statutory periods that apply to accounting evidence in the State of Utah and in the jurisdictions where the client operates.
At the end of the retention period, records are deleted or anonymised in a way that cannot be reversed. Where a record must be kept for a legal claim or an open investigation, we keep it until the matter is closed and only those who need it can reach it. Where a client asks us to return records, we return them in a readable format wherever the system allows, and we confirm the return in writing.
Records that were sent to the desk only to answer an enquiry that did not lead to an engagement are kept for a shorter period and are deleted once the correspondence has been resolved. A client who wishes to know which records we hold can ask through the contact details at the end of this policy.
11. Your Privacy Rights
Depending on where you live, you may have some or all of the rights described below. Charlesworth Financial Group LLC honours these rights for every person who asks, regardless of where the request is made, subject to the lawful exceptions described in this policy.
Right to Access
You may ask whether we hold personal information about you and request a copy of that information. We will confirm what we hold and explain the purpose for which it is kept.
Right to Correct
You may ask us to correct information that is inaccurate or incomplete. Where a record is part of a closed working paper, we will keep a note of the correction alongside the original rather than erase the history.
Right to Delete
You may ask us to delete personal information. We will do so where the law permits. We may need to keep some records for a statutory retention period or to defend a legal claim, and we will explain when that applies.
Right to Restrict or Object
You may ask us to restrict certain processing or to object to processing that relies on legitimate interests. We will consider the request and respond with the reason for the outcome.
Right to Data Portability
You may ask for a copy of information you provided to us in a structured, commonly used and machine readable format. We will provide it where the law requires it and where the system holding the data can export it in that form.
Right to Withdraw Consent
Where we rely on your consent, you may withdraw it at any time by writing to the desk. Withdrawal does not affect processing that took place before you withdrew it.
How to Exercise Your Rights
Send your request to enquiries@charlesworthfinancial.autos or call +17302132927. We will acknowledge your request within a reasonable time and will respond as soon as we have verified your identity and reviewed the records involved. We do not charge a fee for a reasonable request.
12. Privacy for Children
The services of Charlesworth Financial Group LLC are intended for businesses and for adults acting in a professional capacity. The website is not directed at children, and we do not knowingly collect personal information from a person under the age of sixteen. If you believe that a child has sent personal information to the counting house, please contact us at enquiries@charlesworthfinancial.autos so that we can review the record and delete it where appropriate.
Where a client engagement happens to involve information about a child, for example a dependent named on a tax document, that information is handled only as part of the engagement, is limited to what the document requires, and is protected by the same security measures as any other client record.
13. International Transfers
The counting house is based at 3108 N 1075 W, Pleasant View - 84414-1776, United States (US), and most of the records we hold stay in the United States. Some of the service providers that support the desk operate in other countries, and information may therefore be processed outside the state of Utah.
Where we transfer personal information to a country other than the one in which it was collected, we take steps to ensure that the transfer is protected. These steps may include contractual terms that require the recipient to apply data protection standards equivalent to the ones we apply, a review of the recipient security practice, and a limit on the categories of information that are transferred. We do not transfer an entire client ledger to a provider that does not need to read it.
14. Third Party Links and Tools
The website may contain links to third party websites, and a client engagement may involve a third party tool such as a bank portal or an accounting application. Those services are governed by their own terms and privacy policies, and Charlesworth Financial Group LLC is not responsible for the way they handle information. We encourage you to review the privacy policy of any external service before you provide personal details to it.
Where we recommend a third party tool to a client, we recommend it on the basis of the work it can do and the security it offers at the time of the recommendation. A client remains in control of the accounts it holds with that tool, and access granted to the desk can be withdrawn by the client at any time.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect a change in the way the counting house works, a change in the law, or an improvement in the way we describe our practice. When we make a material change, we will update the effective date at the top of the page and, where the change affects an active engagement, we will tell the client in a client letter.
We encourage you to read this policy again when it changes. The version that applies to a particular engagement is the version that was current when the engagement began, unless the client agrees to an updated version later. If you have a question about a change, write to the desk and we will explain it in plain language.
16. How to Contact Us
If you have a question about this Privacy Policy, about the information we hold, or about any of the choices described above, please contact Charlesworth Financial Group LLC through any of the channels below. We will read your note at the desk and reply in the same plain language we use for client letters.
By email: enquiries@charlesworthfinancial.autos
By telephone: +17302132927
By post: Charlesworth Financial Group LLC, 3108 N 1075 W, Pleasant View - 84414-1776, United States (US)
If you are not satisfied with the answer you receive, you may ask the desk lead to review the matter. Where local law gives you the right to complain to a privacy regulator, you may also raise the matter with that regulator, and we will cooperate with any lawful enquiry that follows.