Privacy Policy

At Kapwa Services, we take your privacy seriously. This policy explains what information we collect, how we use it, and how we protect it.

Information We Collect

Information you give us.
When you contact us, sign up for services, or use our website, we may collect:

Your name and business name
Email address, phone number, and physical address
Payment information (processed securely through our payment providers)
Financial information needed to perform our services (bank statements, receipts, invoices, accounting software access)

Information we collect automatically
When you visit our website, we may collect:

IP address and browser type
Pages visited and time spent on our site
Referring website (how you found us)
Device information

We use this information to improve our website and understand how visitors find us.

How We Use Your Information

We use your information to:

Provide bookkeeping, financial operations, and back office services you request
Communicate with you about your account and our services
Send invoices and process payments
Improve our website and services
Comply with legal and regulatory requirements

Sharing Your Information

We do not sell your personal information to anyone.

We may share your information with:

Our team members and contractors who need access to perform services for you. All team members sign confidentiality agreements.
Our contracted CPA partner (Cristina Van Osten, CVO Tax and Accounting) for tax filing services if you request tax filing.
Our contracted HR partner (Makeila Reyes) for HR documentation services if you request those services.
Payment processors to handle transactions securely.
Legal authorities if required by law.

Data Security

We take reasonable measures to protect your information. This includes encrypted connections (SSL), secure passwords on all accounting software, access controls limited to team members who need the data, and regular backups.

No system is 100% secure. While we do our best, we cannot guarantee absolute security.

Data Retention

We keep your data as long as you are an active client. After termination, we retain your financial records for seven years to comply with IRS record keeping requirements. After seven years, your data is permanently deleted.

You may request a copy of your data at any time. We will provide it in a standard export format within 14 days.

Your Rights

You have the right to:

Know what personal information we hold about you
Request a copy of your data
Request corrections to inaccurate data
Request deletion of your data (subject to legal retention requirements)
Opt out of marketing communications

To exercise these rights, contact us at hello@kapwaservices.com.

Cookies and Tracking

Our website uses cookies. Cookies are small files stored on your browser that help us understand how you use our site. You can disable cookies in your browser settings, but some features of the site may not work properly.

We use cookies for:

Essential site functions (like navigating between pages)
Analytics to understand which pages are most visited
Remembering your preferences

Third Party Links

Our website may contain links to other sites. We are not responsible for the privacy practices of those sites. Read their privacy policies separately.

Children's Privacy

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

SMS and Email Marketing Consent

When you provide your phone number or email address to Kapwa Services, you consent to receive communications from us. These may include:

Service updates and account notifications
Responses to your inquiries
Invoices and payment reminders
Occasional marketing messages about our services

You can opt out at any time.

For emails: Click the unsubscribe link at the bottom of any marketing email.
For text messages: Reply STOP to any marketing text message.

Opting out of marketing messages does not affect transactional messages like invoices, account updates, or responses to your questions.

We do not share your phone number or email address with third parties for their own marketing purposes. Message and data rates may apply for text messages. Frequency of messages varies.

California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA).

These rights include:

The right to know what personal information we collect about you
The right to request deletion of your personal information
The right to opt out of the sale of your personal information (we do not sell your data)
The right to non discrimination for exercising your privacy rights

To exercise your California privacy rights, contact us at hello@kapwaservices.com. We will respond within 45 days as required by law.

GDPR Rights for European Users

If you are located in the European Economic Area (EEA) or the United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR).

Legal basis for processing

We process your personal information based on:

Contractual necessity: to provide services you have requested
Legal obligation: to comply with tax and record keeping laws
Legitimate interests: to improve our services and communicate with you
Consent: for marketing communications where required

Your GDPR rights include:

The right to access your personal data
The right to rectification (correct inaccurate data)
The right to erasure (right to be forgotten), subject to legal retention requirements
The right to restrict processing
The right to data portability (receive your data in a transferable format)
The right to object to processing based on legitimate interests
The right to withdraw consent at any time

International data transfers.
Kapwa Services is based in the United States. If you are in the EEA or UK, your information will be transferred to and stored in the US. We rely on standard contractual clauses approved by the European Commission to ensure adequate protection for your data.

Supervisory authority.
You have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights. We hope you will contact us first so we can resolve any issue directly.

To exercise your GDPR rights, contact us at hello@kapwaservices.com.

Changes to This Policy

We may update this privacy policy from time to time. The current version will always be posted on this page. If we make material changes, we will notify you by email or through a notice on our website.

If you have questions about this privacy policy or how we handle your data, reach out to us at:

Kapwa Services (A DBA of MCNERGY LLC)
Email: hello@kapwaservices.com
Phone: +1 (949) 990-4450

Effective Date: April 2026