Best Decision Bookkeeping LLC, doing business as Best Decision Business ("BDB," "we," "us," or "our"), operates the BDB Project Tools platform and the website at bestdecisionbusiness.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.
By accessing or using BDB Project Tools, you agree to the terms of this Privacy Policy. If you do not agree with the terms of this policy, please do not access or use our services.
1. Information We Collect
Personal Information
We may collect personally identifiable information that you voluntarily provide to us when you register for an account, subscribe to our services, or contact us. This includes:
- Name, email address, and phone number
- Company name and business information
- Billing address and payment information (processed securely through Stripe)
- Employee and crew member information you enter into the platform
- Client and customer information you manage through BDB Project Tools
Usage Data
We automatically collect certain information when you access and use BDB Project Tools, including:
- Device information (browser type, operating system, device type)
- IP address and general location data
- Pages visited, features used, and time spent on the platform
- GPS location data when employees use the Timekeeper clock-in/clock-out feature (only when actively using the feature)
- Photos, voice memos, and documents uploaded through Receipt Capture, Job Photos, and Field Estimating tools
Cookies and Tracking Technologies
BDB Project Tools uses cookies and similar technologies for the following purposes:
- Essential cookies: Required for the platform to function (session management, authentication, security). These cannot be disabled.
- Preference cookies: Remember your settings and preferences across sessions.
- Analytics cookies: Help us understand how users interact with the platform so we can improve it. These cookies collect aggregated, anonymized data.
- Marketing cookies: If enabled, these support advertising measurement (such as the Facebook Pixel). Marketing cookies are not active by default.
You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent the platform from functioning properly. BDB does not use cookies to track you across third-party websites.
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain BDB Project Tools and all associated services
- Process your subscription payments and manage your account
- Process AI transcription of receipts and voice memos on BDB's servers (using locally hosted AI models -- your data does not leave BDB's infrastructure for AI processing)
- Classify and organize job photos using AI running on BDB's servers
- Sync your financial data to QuickBooks Online when you initiate the review-and-push process
- Generate reports, dashboards, and financial insights through the CFO Dashboard
- Send push notifications (clock-out reminders, schedule updates) when you have opted in
- Communicate with you about your account, service updates, and support requests
- Improve our platform, develop new features, and analyze usage patterns
- Comply with legal obligations
- Compress photos and videos uploaded to the platform to manage storage capacity and maintain platform performance
3. Data Sharing
We do not sell, rent, or trade your personal information to third parties. This is a core commitment, not a formality.
We may share your information only in the following limited circumstances:
- QuickBooks Online: When you initiate a sync, we transmit relevant financial data (invoices, expenses, customers, items) to your connected QuickBooks Online account. This sync is always manual and deliberate -- never automatic.
- Stripe: Payment processing is handled through Stripe. Your payment card and bank account information is transmitted directly to Stripe and is not stored on BDB's servers. Stripe's privacy policy governs their handling of your payment data.
- Service providers: We may share data with trusted service providers who assist us in operating the platform (e.g., email delivery, web hosting), subject to confidentiality agreements.
- Legal requirements: We may disclose information if required by law, regulation, legal process, or governmental request.
- Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
4. Data Security
We take the security of your data seriously and implement appropriate technical and organizational measures to protect it, including:
- Encrypted data transmission (TLS/SSL) between your browser and BDB's servers
- Secure authentication with role-based access controls (six-role authorization system)
- AI processing performed entirely on BDB's servers -- your data does not leave our infrastructure for transcription, classification, or analysis
- Regular local and offsite backups maintained by BDB
- Per-company data isolation in our multi-tenant architecture
While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
Data Breach Notification
In the event of a security breach that results in unauthorized access to your personal information, BDB will notify affected users via email as promptly as possible and without unreasonable delay, consistent with the requirements of applicable state law (including Kentucky Revised Statutes § 365.732). Notification will include a description of the incident, the types of information involved, steps BDB is taking to address the breach, and recommendations for protecting yourself.
BDB will also notify any applicable regulatory authorities as required by law.
5. Third-Party Services
BDB Project Tools integrates with the following third-party services. Each has its own privacy policy governing their use of your data:
- QuickBooks Online (Intuit): Financial data synchronization for invoices, expenses, customers, and items. Data is pushed to QBO only when you initiate the review-and-sync process.
- Stripe: Payment processing for subscriptions and client invoicing (credit card and ACH payments). Stripe Connect is configured per company.
- Web Analytics: We may use analytics tools to understand usage patterns and improve the platform. These tools may collect anonymized usage data.
We encourage you to review the privacy policies of these third-party services.
6. Your Rights
You have the following rights regarding your personal information:
- Access: You may request a copy of the personal data we hold about you.
- Correction: You may request that we correct inaccurate or incomplete personal data.
- Deletion: You may request that we delete your personal data, subject to our data retention obligations and any legal requirements.
- Data Export: You may export your data from BDB Project Tools at any time while your subscription is active or during the 25-month post-cancellation retention period.
- Opt-out: You may opt out of non-essential communications and push notifications at any time through your account settings.
To exercise any of these rights, contact us at legal@bestdecisionbusiness.com.
7. State Privacy Laws
BDB respects the privacy rights granted by state laws, including the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), and similar state laws. If you are a resident of a state with applicable consumer privacy legislation:
- You may request to know what personal information BDB has collected about you.
- You may request deletion of your personal information, subject to legal retention requirements.
- You may request a copy of your personal information in a portable format.
- BDB does not sell personal information, as defined under the CCPA or any applicable state privacy law.
- BDB does not use personal information for targeted advertising based on cross-context behavioral tracking.
To exercise any of these rights, contact us at legal@bestdecisionbusiness.com. We will respond within the timeframes required by applicable law (typically 45 days).
To the extent BDB processes personal information on your behalf as a "service provider" (under the CCPA) or "processor" (under other state laws), BDB will process such data solely as directed by you and consistent with the purposes described in this Privacy Policy.
8. Data Retention
We retain your data for as long as your subscription is active. If you cancel your subscription:
- Your data is retained for 25 months after cancellation, giving you time to export or reactivate.
- After the 25-month retention period, your data will be permanently deleted from BDB's servers and backups.
- You may request earlier deletion by contacting us, subject to any legal retention requirements.
Before permanently deleting your data, BDB will send email notifications at 90 days, 60 days, 30 days, and 7 days prior to the scheduled deletion date. Each notice will include instructions for exporting your data or reactivating your subscription.
Please note that photos and videos stored on BDB's servers may be compressed at any time during your subscription or during the post-cancellation retention period. If you require original-resolution files, we recommend downloading them while your subscription is active.
9. Children's Privacy
BDB Project Tools is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information promptly. If you believe a child under 13 has provided us with personal data, please contact us at legal@bestdecisionbusiness.com.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically. Continued use of BDB Project Tools after changes are posted constitutes your acceptance of the revised policy.