ClientHub Privacy Policy
Effective Date: June 9, 2025
This Privacy Policy applies to users (“Client,” “you”) who access the ClientHub platform operated by CountingWorks, Inc. (“CountingWorks,” “we,” “our,” or “us”), and governs how we collect, use, disclose, and safeguard your information.
By using ClientHub, you consent to the practices described in this Policy.
1. Scope
ClientHub is a platform that enables Clients to interact with their selected tax, accounting, or advisory firm (“Firm”).
CountingWorks is a technology provider only and does not provide tax, legal, or financial advice. All such services are delivered by the Firm, under a separate engagement agreement between you and the Firm.
2. Information We Collect
We collect and process the following types of information:
- a. Information You Provide
- Documents, forms, and data uploaded through ClientHub
- Messages and chat communications
- Responses to intake forms, checklists, or engagement letters
- Electronic signatures and signed documents
- b. Automatically Collected Data
- Device information (browser type, IP address, operating system)
- Usage data (page views, access times, feature use)
- Cookies and tracking technologies (for session and security purposes only)
3. How We Use Your Information
We use your information to:
- Operate and maintain the ClientHub platform
- Facilitate secure communication between you and your Firm
- Support workflow automation, form population, and task tracking
- Enable MAX AI to analyze data to support the Firm’s service delivery (e.g., planning strategies, document summaries, reminders, etc.)
- Improve our platform experience through aggregate analytics
CountingWorks does not provide advice or interpret your data for decision-making. That responsibility belongs solely to your Firm.
4. AI Processing and Contextual Data Use
Information you upload may be processed by our proprietary AI engine,
MAX, to:
- Power engagement tools and advisory playbooks used by the Firm
- Detect missing information, automate follow-ups, or assist with planning
- Improve Firm responsiveness and service delivery
Your data may be indexed within MAX’s context engine only for Firm-authorized use cases. MAX does not independently initiate services or advice and is never used to sell or market third-party products to you.
5. Sharing and Disclosure
We do
not sell your personal data. However, we may share your information under the following conditions:
- a. With Your Firm
All uploaded data, messages, and signed documents are shared with the Firm providing you services via ClientHub.
- b. With Authorized Service Providers
We use third-party vendors to support infrastructure and features, including:
- Cloud storage and hosting
- Email and notification systems
- E-signature technology
- Authentication and security services
These vendors are contractually required to protect your data and are granted access only as needed to perform services.
- c. As Required by Law
We may disclose information if legally compelled (e.g., subpoena, court order) or to protect our legal rights, users, or platform security.
6. Data Security
We maintain administrative, technical, and physical safeguards to protect your information, including:
- End-to-end encryption
- Role-based access controls
- Secure cloud infrastructure
- Ongoing monitoring and vulnerability scanning
However, no platform can guarantee absolute security. You acknowledge the inherent risks of internet-based communication and assume responsibility for using secure networks when accessing ClientHub.
7. Your Responsibilities
You agree to:
- Use ClientHub only for lawful and professional purposes
- Avoid uploading viruses, malware, illegal content, or unrelated personal data
- Keep your login credentials secure and notify us of any unauthorized access
8. Data Retention
We retain your information only for as long as needed to fulfill the purposes described above or as required by law. Your Firm may request the deletion or archival of data after engagement ends.
9. Your Rights
Depending on your jurisdiction, you may have rights to:
- Access or correct personal information
- Request deletion (subject to Firm compliance obligations)
- Withdraw consent to data processing (which may limit your use of ClientHub)
Please contact your Firm for service-related data requests. For platform-related privacy questions, contact us below.
10. International Users
ClientHub is operated from the United States. If you access it from outside the U.S., you consent to transferring and processing your data in the U.S., where privacy laws may differ.
11. Updates to This Policy
We may update this Privacy Policy periodically. Material changes will be communicated via email or platform notice. Continued use of ClientHub after updates constitutes acceptance of the revised Policy.
12. Contact Us
