The Vitals Group.

Privacy Policy

Effective September 17, 2026 (first published September 4, 2026)

We are a family accounting practice. Our whole business runs on being trusted with private financial documents, and we treat everything you send us that way. This page says in plain language what we collect, why, and what we will never do with it.

What we collect

• What you send us. When you use the statement form or email us, we receive what you provide: your name, business name, type of business, estimated revenue range, email, phone number, and the bank or card statements you attach. You can black out account numbers or anything else before sending. We never ask for bank logins or passwords.
• Booking a call. Calls are scheduled through Cal.com, which handles the details you enter there under its own privacy policy.
• Ordinary website data. Our hosting provider keeps standard server logs (IP address, pages requested). If we run advertising, Google and Meta measurement tags on this site may use cookies to tell us that an ad led to a visit or a form submission. They do not see your statements.

Connecting a bank account

If you choose to, you can connect a business bank account so we receive your transactions and statements automatically instead of you sending them each month. We use Plaid Inc. to make that connection. You authorize it yourself, either at your bank's own login page or inside Plaid's secure window; your bank username and password are never shown to us and never stored by us. Through the connection we receive only what you approve: account names and last four digits, balances, transaction history, and where your bank offers it, the PDF statements your bank issues. We use that data solely to do your bookkeeping. Plaid's own handling of your information is described in the Plaid End User Privacy Policy. You can disconnect at any time by emailing us, or through your bank's connected-apps settings, and we will remove the connection on our side within 30 days of your request or the end of our engagement.

How we use it

To prepare your report, deliver the monthly service, and contact you about it. That is the whole list. We do not sell your information, rent it, trade it, or share it with anyone for their marketing.

Who else touches it

Only the service providers that run our systems: our hosting and database provider (Render), our file storage (Cloudflare), our email delivery service (Resend), Plaid for bank connections you authorize, an AI model provider (Anthropic) that helps read statements after account numbers have been masked, and Cal.com for scheduling. Each one processes data on our behalf so we can serve you, nothing more, and none of them may use it for their own purposes. Within the practice, access is limited to the people doing your work, and every staff login to our systems requires a password plus a second verification code.

How it is protected

Everything you submit travels over an encrypted connection and is stored in our practice systems in the United States. Your statements are handled with the same confidentiality we owe every tax client.

How long we keep it, and how we get rid of it

We keep your information only as long as we need it to serve you and to meet the record-keeping rules that apply to accountants and tax preparers:

• Prospects. If you send us statements and we never prepare anything for you, we delete them within 90 days of our last contact, or sooner if you ask.
• Clients. Bookkeeping records, statements and the reports we prepare are kept for the engagement plus seven years, which is what tax authorities can look back on. Then they are deleted.
• Bank connections. Removed within 30 days of your request or the end of our engagement. Transactions already received stay part of your books under the client rule above.
• Everything else (emails, booking details, website logs) is kept only as long as it is useful and no longer than our providers' standard retention.

When the time is up, data is deleted from our systems and our providers' storage, and paper is shredded. Our written Data Retention and Disposal Policy has the full schedule. To ask for deletion sooner, email sumit@thevitalsgroup.com and say the word.

Your choices

• Ask for a copy of what we hold about you.
• Ask us to correct or delete it.
• Tell us to stop emailing you, any time.

Depending on where you live, state privacy laws may give you additional rights. Email us and we will honor any request the law provides.

Everything else

This site is for business owners, not children under 13, and we do not knowingly collect information from them. If we change this policy we will update the date at the top; a material change will be noted plainly.

Questions

Email sumit@thevitalsgroup.com. A person answers.