PRIVACY POLICY
GreenOak Accounting LLC
Last Updated: April 15, 2026
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This Privacy Policy ("Policy") is designed to inform you about how GreenOak Accounting LLC ("the Firm," "we," "our," or "us") collects, uses, and safeguards your personal information. This Policy applies to our website and all related services provided by the Firm. By accessing or using our website and services, you consent to the practices described in this Policy.
Important: We strongly discourage submitting sensitive personally identifiable information (PII) — such as Social Security numbers, tax identification numbers, bank account details, or financial records — through this website or via unencrypted email. If you are an existing client, please use the secure file-sharing and communication channels provided to you through our client onboarding process.
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1. Information We Collect
We may collect the following types of personal information from you:
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1.1. Contact Information
We may collect your name, email address, postal address, and phone number when you provide this information voluntarily, such as when you contact us via our website or sign up for our services.
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1.2. Financial Information
When you engage our accounting services, we may collect financial information, including but not limited to bank account details, tax identification numbers, and other financial data necessary for providing our services. This information should never be submitted through this website or via unencrypted email. All sensitive financial data must be shared exclusively through our secure, designated client portals and communication channels.
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1.3. Sensitive Information
This website is not designed to collect, transmit, or store protected health information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA), nor any other sensitive personally identifiable information (PII). Please do not submit PHI, PII, or any sensitive information through this website or its contact forms, or via unencrypted email. If you are a GreenOak Accounting client receiving accounting services, any PII required for your engagement will be collected and handled through our secure client intake and service processes — not through this website.
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1.4. Usage Information
We may collect information about your interactions with our website, such as your IP address, browser type, and the pages you visit. This information helps us improve our website and services.
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1.5. SMS/Text Messaging Information
If you opt in to receive SMS or text messages from us, we will collect your mobile phone number and your consent to receive such communications. This information is used solely to send you the communications you have agreed to receive.
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2. How We Use Your Information
We use your personal information for the following purposes:
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2.1. Providing Services
We use your information to provide you with accounting and financial services as requested, including tax preparation, financial planning, and other related services.
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2.2. Communication
We may use your contact information to communicate with you, respond to your inquiries, and provide updates about our services.
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2.3. Compliance
This website does not collect protected health information (PHI) or sensitive personally identifiable information (PII). Clients are strongly discouraged from submitting any such information through this website or via unencrypted email. Any PHI or sensitive PII shared with GreenOak Accounting in connection with our services is handled exclusively through our secure, HIPAA-compliant service channels.
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2.4. Website Analytics
We may use usage information to analyze and improve the performance of our website and enhance user experience.
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3. Disclosure of Your Information
We do not sell, trade, or rent your personal information to third parties. However, we may share your information with the following:
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3.1. Service Providers
We may share your information with third-party service providers who assist us in providing our services, maintaining our website, and conducting our business operations.
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3.2. Legal Compliance
We may disclose your information when required by law, such as in response to a subpoena, court order, or other legal processes.
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3.3. SMS Consent and Opt-In Data
We will not share, sell, rent, or disclose your SMS opt-in consent or phone number to any third party for marketing or promotional purposes. SMS consent and opt-in data are never transferred to affiliates, partners, or third-party marketers. This restriction applies regardless of any other data-sharing arrangements described in this Policy.
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4. SMS/Text Messaging Communications
If you provide your mobile phone number and consent to receive SMS or text messages from GreenOak Accounting LLC, the following terms apply:
• You may opt out at any time by replying STOP to any message you receive from us.
• For help, reply HELP or contact us directly at the information provided in Section 11.
• Message and data rates may apply depending on your mobile carrier and plan.
• Message frequency will vary based on your service needs and communications preferences.
• We will not share your SMS opt-in data or phone number with any third party for marketing or promotional purposes.
5. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Policy, comply with our legal obligations, resolve disputes, and enforce our agreements. Specifically:
• Client financial and tax records are retained in accordance with applicable federal and state recordkeeping requirements, which may require retention for a minimum of seven (7) years.
• Health information subject to HIPAA is retained in accordance with HIPAA's medical records retention standards.
• Contact and communication data is retained for as long as you remain a client or active subscriber, plus a reasonable period thereafter.
• You may request deletion of your personal information at any time, subject to our legal retention obligations, by contacting us using the information in Section 11.
6. Security Measures
We take reasonable measures to safeguard your personal information from unauthorized access and disclosure. However, please be aware that no method of data transmission over the internet or electronic storage is completely secure. Email, in particular, is not a secure channel for transmitting sensitive information. We therefore strongly discourage clients from sending sensitive PII, financial data, or PHI via email or through this website. Please use only the secure, encrypted channels we provide for sharing sensitive information.
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7. Your Rights
You have certain rights regarding your personal information, including the right to access, correct, or delete your information. To exercise these rights, please submit a written request to us using the contact information in Section 11. We will respond to your request within a reasonable timeframe, and in any case within 30 days. Please note that some information may be exempt from deletion requests where we are required to retain it by law.
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8. Changes to this Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting an updated version on our website. Your continued use of our website and services after such updates constitutes your acceptance of the revised Privacy Policy.
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9. Cookies
This website uses cookies. Cookies are small files that a site or its service provider transfers to your computer's hard drive through your web browser (if you allow) that enable the site's or service provider's systems to recognize your browser and capture and remember certain information. We use cookies to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.
We use cookies to:
• Understand and save user preferences for future visits.
• Track aggregate, anonymized site traffic and usage patterns.
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies through your browser settings. Please refer to your browser's Help menu for instructions on how to modify your cookie settings. Note that disabling cookies may cause some features of our website to not function properly.
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Hotjar: We use Hotjar, a behavior analytics service provided by Hotjar Ltd., to better understand how visitors interact with our website. Hotjar may collect information such as your IP address (anonymized), browser type, device type, pages visited, time spent on pages, mouse movements, clicks, and scroll behavior. This information helps us improve the usability and performance of our website. Hotjar uses cookies and similar tracking technologies to collect this data. For more information, see Hotjar's Privacy Policy at https://www.hotjar.com/legal/policies/privacy/. To opt out of Hotjar's data collection, visit https://www.hotjar.com/legal/compliance/opt-out.
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10. Third-Party Links
Occasionally, at our discretion, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
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11. CAN-SPAM Act
The CAN-SPAM Act sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to stop receiving emails, and spells out penalties for violations.
We collect your email address in order to:
• Send information, respond to inquiries, and/or address other requests or questions.
• Market to our mailing list or continue to send emails to our clients after the original transaction has occurred.
To be in accordance with CAN-SPAM, we agree to the following:
• Not use false or misleading subjects or email addresses.
• Identify the message as an advertisement in some reasonable way.
• Include the physical address of our business or site headquarters.
• Monitor third-party email marketing services for compliance, if one is used.
• Honor opt-out/unsubscribe requests promptly.
• Allow users to unsubscribe by using the link at the bottom of each email.
If at any time you would like to unsubscribe from receiving future emails, you can email us at info@greenoakaccounting.com and we will promptly remove you from all correspondence.
12. Contact Us
If you have any questions or concerns about this Privacy Policy or the handling of your personal information, please contact us at:
GreenOak Accounting LLC
8140 Ashton Ave, Suite 108
Manassas, VA 20109
Phone: 571-208-2065
Email: info@greenoakaccounting.com
By using our website and services, you acknowledge that you have read, understood, and agreed to this Privacy Policy. If you do not agree with any part of this Policy, please do not use our website or services.