Privacy policy
This policy explains what information Cypher Outsourcing ("Cypher", "we", "us") collects, how we use it, who we share it with and the choices you have. Cypher is a trade name of Unified Markets LLC, a Wyoming limited liability company. It applies to this website, our emails and the bookkeeping services we provide.
1. Information we collect
When you ask for a quote: your name, company name, email address, the accounting software you use, your approximate monthly transaction volume, the services you're interested in and how far behind your books are.
When you become a client: business contact details; access to your accounting system (QuickBooks Online or Xero) through an accountant invitation or connection you approve; and documents you send us, such as bills, receipts and bank or card statements. These can contain names, addresses, amounts and partial account numbers of your business, your customers and your vendors.
Payment information: card and bank payments are handled by Stripe. We see the payment status, amount and the last digits of the card, but we never receive or store full card or bank account numbers.
Identity verification: before we start work for a new client, we confirm the identity of the person signing up, using Stripe Identity. You either photograph a government ID and take a selfie, or (US residents) give your name, date of birth and Social Security number. Stripe collects and holds these details; we receive only the result (verified or not), the date and Stripe's reference number. We do this to protect your financial records and to guard against identity theft and business identity fraud.
Emails and messages you send us, and comments or messages on our social media pages.
Technical information: our hosting provider keeps standard server logs (such as IP address and browser type) for security and reliability. The public pages of this website use the Meta Pixel, which lets Meta (Facebook and Instagram) set cookies and tell us, in aggregate, whether our ads lead to visits, quote requests and call bookings, and show our ads to people who visited the site. We do not send Meta your name, email address or anything you type into the quote form. The client portal does not use the Meta Pixel or any other advertising tracker. If your browser sends a Global Privacy Control signal we do not load the pixel at all; you can also limit ad tracking in your Meta ad settings or by blocking third-party cookies in your browser.
2. How we use it
- To prepare your quote and reply to your questions.
- To deliver the services you sign up for: bookkeeping, month-end close, bills preparation, collections reminders, reports and related work.
- To bill you and manage your subscription.
- To verify who we are working for before we access your financial records.
- To send service emails and, if you asked for a quote, a small number of follow-up emails. Every marketing email has an unsubscribe link.
- To keep our systems secure, detect misuse, and meet legal, tax and record-keeping duties.
3. Automation and AI
Much of our routine work runs on automated workflows. Some steps use AI models to read documents (for example, extracting the amount and date from a bill), suggest how a transaction should be categorised, or sort and draft replies to enquiries from people who are not yet clients. Emails from existing clients are read and answered by a person. A person reviews anything the system isn't confident about, and no payment is ever released by automation: you approve and release every payment yourself.
We use AI providers under business API terms that do not allow them to use the data we send to train their models. Client financial documents and records are processed only with Anthropic. General enquiries and marketing content may be processed with Groq.
4. Who we share it with
We share information only with service providers that help us run Cypher, only as much as they need, and under their contractual confidentiality and security obligations:
| Provider | What they do for us |
|---|---|
| n8n | Runs our automated workflows and stores working records (such as leads, client settings and task logs) |
| Intuit (QuickBooks Online) / Xero | Your accounting system, which stays in your name |
| Stripe | Payment processing, subscription billing and identity verification (Stripe Identity) |
| Gusto | Your payroll account, if you use our payroll service; it stays in your name |
| Anthropic | AI processing of client financial documents and records |
| Groq | AI processing of general enquiries and marketing drafts |
| Network Solutions | Our business email |
| Website fonts | |
| Netlify | Website hosting |
| Meta | Our Facebook and Instagram pages, if you interact with them, and the Meta Pixel on our public web pages (ad measurement) |
| Our LinkedIn pages, if you interact with them |
We also disclose information if the law requires it, to protect our rights or someone's safety, or to a buyer if our business is sold (under this policy). We do not sell or rent personal information, and we do not share it for cross-context behavioural advertising.
For client businesses, our Data Processing Agreement sets out in more detail how we handle the data in your books, which providers process it and what we do if something goes wrong.
5. How we protect it
- Access to client accounting systems is through accountant invitations or approved connections, never by asking for your password.
- Data is encrypted in transit (HTTPS/TLS) between our website, our providers and us.
- Access keys are stored in our providers' encrypted credential stores, not in emails or documents.
- Our workflows cannot move money out of your accounts.
No system is perfectly secure. If we become aware of a breach that affects your information, we will tell you without undue delay and as required by law.
6. How long we keep it
Quote requests that don't become clients are kept for up to 24 months, then deleted. For clients, we keep records for as long as you use our services and afterwards only as long as we need to for legal, tax and dispute purposes (usually up to 7 years for billing records). When you leave, we remove our access to your accounting system within 30 days; your books remain yours.
7. Your choices and rights
You can ask us to tell you what personal information we hold about you, correct it, give you a copy, or delete it, and you can opt out of marketing emails at any time. Depending on your state (for example California, Colorado, Virginia and others), you may have additional rights under state privacy law; we will honour them where they apply. We won't treat you differently for using these rights.
To make a request, email information@cypheroutsourcing.com. We may need to confirm your identity before acting, and we'll reply within 45 days. Where we hold information on behalf of a client business (for example, the client's customer records), we will refer your request to that business.
8. Where data is processed
Cypher serves US businesses. Our providers may store or process data in the United States and in other countries, including the European Union, under their own security and data-transfer safeguards.
9. Children
Our services are for businesses. We do not knowingly collect information from children under 13.
10. Changes
If we change this policy we'll update the date at the top, and for material changes we'll tell clients by email before they take effect.
11. Contact
Unified Markets LLC (Cypher Outsourcing), 30 N Gould St Ste N, Sheridan, WY 82801. Email information@cypheroutsourcing.com.