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Rubric Financial

Privacy & Data Policy

Last updated: October 13, 2026

1. Introduction

Rubric Associates LLC, DBA Rubric Financial (“we,” “us,” or “our”) provides bookkeeping, accounting, payroll, tax, fractional CFO, business valuation, and related professional services to small businesses and individuals. This Privacy & Data Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at www.rubricfinancial.com or engage our services.

By accessing our website or using our services you agree to the practices described in this policy. If you do not agree, please do not use our website or services.

2. Information We Collect

2.1 Information You Provide

  • Contact information: name, email address, phone number, and company name when you book a consultation, submit a form, or email us.
  • Financial information: accounting records, financial statements, tax documents, payroll records, and related data you provide in connection with our professional services.
  • Account credentials: login information for third-party accounting platforms (QuickBooks, Xero, Zoho Books) shared with us as part of an engagement.

2.2 Information Collected Automatically

  • Usage data: pages visited, time spent on pages, referring URLs, and general browsing behavior.
  • Device information: browser type, operating system, device type, and IP address.
  • Cookies & tracking technologies: we use cookies and similar technologies for site functionality and analytics (see Section 5).

3. How We Use Your Information

We use the information we collect to:

  • Deliver and manage our professional services.
  • Communicate with you about your account, engagements, and service updates.
  • Process scheduling requests and consultation bookings.
  • Improve our website, services, and user experience.
  • Comply with legal and regulatory obligations, including tax filing and reporting requirements.

4. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

  • Service providers: trusted third parties that help us operate our business (e.g., cloud hosting, scheduling, analytics, accounting platforms).
  • Professional obligations: when required to fulfill our accounting, tax, or consulting services on your behalf (e.g., filing with the IRS, state agencies, or foreign tax authorities for cross-border matters).
  • Legal requirements: when required by law, regulation, subpoena, or other legal process.
  • Business transfers: in connection with a merger, acquisition, or sale of assets, with notice to affected clients.

5. Cookies & Tracking

Our website uses cookies and similar technologies for the following purposes:

  • Essential cookies: required for site functionality.
  • Persistent visitor ID (vid cookie): a random UUID set on first visit, persists 12 months. Used internally to recognize returning visitors across home, office, and mobile networks. Not linked to any personal identifier; not shared with third parties.
  • Session ID (sid cookie): a random ID that ends when you close your browser, used to group the pages you view in one visit.
  • First-touch attribution (ft cookie): records how you first arrived (referring site, campaign tags, and landing page) for 90 days, so that if you contact us we know which channel brought you.
  • Analytics: to understand how visitors use our site and improve the experience. We capture: pages visited, referrer, basic user-agent, country/region (via IP), and scroll depth + clicks on outbound links. We also enrich some IPs via ipapi.is (with IPinfo as a fallback) to identify the visitor's organization (B2B context only, never the individual). This data is aggregated, stored in our analytics database, and used by our team for service and content decisions. Not sold or shared with advertisers.
  • Third-party analytics: we use Google Analytics 4, Vercel Analytics, and Vercel Speed Insights for traffic measurement and performance monitoring.

Your choice

On your first visit you're shown a notice with Accept and Decline options. If you decline, we do not set the vid, sid, or ft cookies, and our visitor capture and engagement tracking are disabled for your browser. To change your choice later, use the buttons below or clear the cookie_consent cookie.

Currently: no choice recorded (default capture applies)

You can also control cookies through your browser settings. Declining analytics does not affect essential site functionality.

Note: third-party tools (Google Analytics, Vercel) have their own cookies that are not currently gated by our consent banner. To opt out of these, use your browser's tracking-protection settings or the Google Analytics opt-out browser add-on.

6. Data Security

We implement industry-standard administrative, technical, and physical safeguards to protect your information, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Where Your Data Is Stored and Processed

The financial and personal information you share with us to deliver our services, including your books, payroll records, and tax documents, is stored and processed on US-based cloud servers and US-based software. We do not copy or store it outside the United States, except where you ask us to file with a foreign tax authority on a cross-border matter (see Section 4).

  • Hosting and databases run in US data centers.
  • Tax return information is used and disclosed only as permitted by Section 7216 of the Internal Revenue Code, with your written consent where the law requires it.

The website analytics and scheduling tools described in Section 5 are operated by third parties under their own privacy policies.

8. Data Retention

We retain personal and financial information for as long as necessary to provide our services and comply with legal, tax, and regulatory retention requirements (typically a minimum of seven years for tax-related records). When information is no longer needed, we securely delete or anonymize it.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal information we hold about you.
  • Request correction of inaccurate information.
  • Request deletion of your personal information, subject to legal and regulatory retention obligations.
  • Opt out of marketing communications at any time.

To exercise any of these rights, contact us at info@rubricfinancial.com.

10. Sister Brands

Rubric Associates LLC also operates StartupCFO.AI (“StartupCFO”), a separate brand serving venture-scale startups. StartupCFO has its own Privacy & Data Policy that governs use of StartupCFO.AI. If you are a client of both, the same legal entity (Rubric Associates LLC) holds your information.

11. Third-Party Links

Our website contains links to third-party sites (e.g., Cal.com, LinkedIn). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

12. Children’s Privacy

Our services are designed for businesses and adults, not individuals under 18. We do not knowingly collect information from children.

13. Changes to This Policy

We may update this Privacy & Data Policy from time to time. Changes will be posted on this page with an updated “Last updated” date. Continued use of our website or services after changes constitutes acceptance of the revised policy.

14. Contact Us

If you have questions about this Privacy & Data Policy or our data practices, please contact us:

Also see our Terms of Service.