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.