Secure Document Upload & Data Handling Policy

Last updated: 11/24/2025

At Functional Business Solutions LLC, your financial information is treated with the highest level of care and confidentiality. This page explains how we handle documents you upload or share with us, what systems we use, and what you can expect regarding security and privacy.

1. How We Protect Your Documents

We use secure, industry-standard platforms to receive, store, and manage your documents. Depending on your service package or engagement, this may include:

• Encrypted cloud storage

• Password-protected portals

• Secure email or file-sharing tools

• Multifactor authentication (MFA) where available

We do not store financial documents on unsecured devices or send sensitive files over unencrypted channels.

2. Types of Documents You May Upload

Clients may upload documents such as:

• Bank statements

• Credit card statements

• Receipts

• Payroll reports

• Vendor invoices

• Loan documents

• Financial reports

• Tax forms (for bookkeeping purposes only)

We do not request or store Social Security Numbers unless absolutely necessary and only when relevant to your bookkeeping work.

3. What We Do Not Accept Through Uploads

For your safety, please do not upload:

• Editable tax returns intended for filing

• Your personal login credentials for banks or financial accounts

• Files containing unrelated personal data (medical records, family information, etc.)

If we need access to view transactions, we will guide you to connect your account securely through read-only methods when available.

4. How We Use Your Uploaded Documents

We use your documents strictly to:

• Perform bookkeeping work

• Organize financial records

• Prepare reports

• Communicate concerns or discrepancies

• Maintain accurate and compliant books

We do not sell, share, or use your documents for any purpose other than providing bookkeeping services.

5. How Long We Keep Your Documents

Document retention varies by engagement, but generally:

• Documents are securely stored during the active client relationship

• After termination, files may be retained for a reasonable period for recordkeeping

• Documents not required for compliance or historical reference may be deleted securely

• You may request deletion of documents at any time (subject to legal requirements)

6. How to Send Documents Safely

To protect your information, we strongly recommend:

• Using only the upload tools or secure links we provide

• Avoiding standard email attachments for sensitive files

• Not sending passwords or financial credentials in messages

• Asking us if you’re unsure whether a file is safe to send

We will always provide a secure method for transferring sensitive documents.

7. Client Responsibilities

To maintain secure communication and documentation, clients agree to:

• Use only approved upload methods

• Refrain from sending sensitive data through unsecure channels

• Keep their own devices and accounts protected with strong passwords

• Notify us immediately of any suspected unauthorized access

Security is a partnership, and we work together to protect your information.

8. Third-Party Tools

We may use third-party platforms for secure storage or transfer. These providers may have their own security and privacy policies. We only use reputable services with strong protection measures.

Examples may include:

• Google Workspace

• Dropbox Business

• OneDrive

• Intuit QuickBooks document tools

• Encrypted email services

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9. Questions or Concerns

If you have questions about document handling or want to verify upload instructions, contact us anytime:

Functional Business Solutions LLC
functionalbusinesssolutions@yahoo.com

507-935-0393

Cleveland, MN