1. Introduction

Gaincents ("Gaincents", "we", "us", "our") provides outsourced accounting, bookkeeping, tax preparation, payroll, CFO advisory and related financial services to businesses and CPA firms in the USA, UK, Canada, Australia, UAE and Singapore.

This Privacy Policy applies to information we collect through gaincents.com (the "Website"), through our communications with you, and in the course of delivering our services. By using the Website or engaging our services, you acknowledge the practices described here.

2. Information we collect

Information you give us

• Contact details: name, business name, email address, phone number and country when you fill in a form, request a quote, book a call or write to us.
• Engagement details: job title, company size, industry, services of interest and the content of your messages.
• Client onboarding information: business registration details, tax identifiers, bank and card statements, invoices, payroll records, and access to accounting software (for example QuickBooks or Xero) as needed to perform the services.
• Billing information: invoicing details and payment records.
• Recruitment information: CV, work history and contact details if you apply for a role with us.

Information collected automatically

• IP address, browser type, device type and operating system.
• Pages viewed, time spent, referring website and general location derived from the IP address.
• Cookie and similar-technology data (see Section 5).

3. How we use information

• To respond to enquiries, prepare quotes and set up your engagement.
• To deliver bookkeeping, tax, payroll, reporting and advisory services.
• To issue invoices, process payments and manage our client relationship.
• To meet legal, tax, audit and regulatory obligations.
• To improve the Website, our services and our security, and to detect and prevent fraud or misuse.
• To send service updates and, where permitted, relevant news or offers. You can opt out of marketing at any time.
• To assess job applications.

4. Client financial data

When you engage us, we process your financial records on your behalf and on your instructions. In that context:

• You remain the owner of your data; we act as a service provider/processor.
• We use your financial data only to perform the agreed services.
• Access is limited to team members who need it, and all staff are bound by written confidentiality obligations.
• Where we work through a CPA firm, we handle the firm's clients' data under the firm's instructions and our agreement with the firm.
• On termination of the engagement, we return or securely delete your data as set out in our agreement and applicable law.

5. Cookies & tracking

The Website uses cookies and similar technologies to keep pages working, remember preferences and understand how visitors use the site.

• Essential cookies: required for security and basic functionality.
• Analytics cookies: help us measure traffic and improve content.
• Marketing cookies: used, where you consent, to measure and improve advertising.

You can control or delete cookies through your browser settings. Blocking some cookies may affect how the Website works.

6. Sharing your information

We do not sell your personal information. We share it only in these situations:

• Service providers that help us operate, such as cloud hosting, accounting and payroll software, email, communication tools, analytics and payment processors, under confidentiality and data-protection terms.
• Professional advisers such as auditors, lawyers and insurers where needed.
• Authorities when required by law, court order or to protect our rights and safety.
• Business transfers in the event of a merger, acquisition or sale of assets, with continued protection of your data.
• With your consent or at your direction.

7. International transfers

Gaincents is based in Mumbai, India, and serves clients worldwide. Your information may therefore be processed in India and other countries where we or our providers operate. Where required, we use appropriate safeguards such as standard contractual clauses and equivalent contractual protections so your data stays protected wherever it is processed.

8. Data security

We apply administrative, technical and physical safeguards appropriate to the sensitivity of the data, including:

• Encryption of data in transit and, where appropriate, at rest.
• Role-based access controls and multi-factor authentication.
• Confidentiality agreements with all personnel.
• Regular reviews of access rights and systems.
• Incident response procedures, with notification of affected parties as required by law.

No method of transmission or storage is completely secure, but we work continuously to protect your information.

9. Data retention

We keep personal information only as long as needed for the purposes described in this policy, including to satisfy legal, tax, accounting and audit requirements. Enquiry data is typically retained while the conversation is active and for a reasonable period afterwards. Client records are retained for the engagement and any period required by law or contract, then deleted or anonymised.

10. Your rights

Depending on where you live (for example under the GDPR/UK GDPR, CCPA/CPRA, PIPEDA or India's DPDP Act), you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of your information, subject to legal retention duties.
• Restrict or object to certain processing.
• Receive your data in a portable format.
• Withdraw consent at any time, including opting out of marketing.
• Lodge a complaint with your local data-protection authority.

To exercise any of these rights, contact us using the details in Section 14. We may need to verify your identity before acting on a request, and we will respond within the time required by applicable law. We do not discriminate against anyone for exercising their privacy rights.

11. Children's privacy

Our Website and services are intended for businesses and are not directed at anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us data, please contact us and we will delete it.

12. Third-party links

The Website may link to third-party sites, including accounting software, social media and partner websites. We are not responsible for their privacy practices and encourage you to read their policies.

13. Changes to this policy

We may update this policy from time to time. When we do, we will change the effective date at the top of this page and, for material changes, take reasonable steps to notify you. Continued use of the Website after an update means you accept the revised policy.

14. Contact us

Questions about this policy or how we handle your information? We are happy to help.