Privacy policy

This policy was last updated on November 11, 2026. It sets out the information AccrueNest gathers, the reasons, who can see it and the requests you may make of us. Questions go to sales@accruenest.com.

Who this policy covers

AccrueNest is software for the front of a US accounting firm of 1 to 10 people: calls, texts, organizers, e-signed letters and invoices, together with a website and the marketing that brings clients in, for one fixed price per month. In this policy “we” and “us” mean AccrueNest, and “your firm” means an accounting firm on one of our plans.

Two kinds of information pass through us, and they are handled differently. The first is information about the firms we work with and the people who visit accruenest.com or ask us for a demo. We decide how that is used, and this policy says how. The second is what a firm puts into its account about its own clients and prospects: their calls, texts, documents, proposals, signed letters and payments. That belongs to the firm. We process it for the firm, on its instructions, and the firm decides who it reaches and why.

If you are a client of an accounting firm that uses AccrueNest, your firm's own privacy notice governs how it uses your information. This policy covers what we do while holding it for them.

What we collect from firms and visitors

A demo request or an email to us leaves us with whatever it contains: a name, the firm it comes from, an email address and phone number, the headcount that would sign in, and any detail about the firm shared along the way.

Once a firm joins, we hold the account details the plan depends on: each user's name, email address and role, their sign-in history, the chosen plan and who receives our invoices. Our own fee is charged by card through a payment processor, and we see only enough of the card to recognize it, never the full number.

When anyone visits accruenest.com, our servers and analytics note the pages viewed, the address that sent the visitor, the device and browser, a rough location from the IP address, and the time of the visit.

What your firm puts in

Inside its account, a firm keeps records about the people it serves and the people who contact it. Depending on what the firm uses, that can include contact names, numbers and email addresses, notes and pipeline stages, call recordings, transcripts and summaries, texts and emails, consultation bookings, organizer answers, uploaded documents such as W-2s, 1099s, K-1s and bank statements, the firm's proposals, each signed engagement letter, invoices and payment records, and review requests.

What clients upload or tell your firm is encrypted, used only to serve your firm and not sold to anyone.

Nothing we build, from forms and organizers to the AI receptionist's script, requests a client's SSN or bank account details. A document a client chooses to upload may still carry one, which is why the whole account is protected as described below.

How we use information

We use what we collect from firms and visitors to answer demo requests, open and run accounts, bill for the plan, send service notices, give support, keep the service safe and working, and follow the law.

We use what a firm puts in only to provide the service to that firm. That means storing it, showing it to the firm's own users by their role, sending the calls, texts, emails, organizers, proposals and invoices the firm sets up, and building the reports the firm sees.

Our staff design and write the site, configure the software, run the ads and carry out every edit you ask for. That is the only reason our people open a firm's account: to set it up, to help when something breaks, or to make a change the firm requested.

What we never do

We never sell a firm's data or its clients' data. It is not rented, traded or passed on to anyone for their own marketing. We never share callers, prospects or clients between firms. We never use one firm's client list to reach people for another firm or for ourselves.

We do not buy lists of people for a firm, and we do not send messages for a firm to anyone who has not contacted it.

Phone calls and recordings

A firm's lines can record calls, and each recorded line plays a notice before the conversation starts. Recordings, transcripts and call summaries are kept in the firm's account for its users to review.

Our AI receptionist answers the phone around the clock and speaks both English and Spanish. It can tell a caller your hours and what documents to bring, put a consultation on the calendar and ring you straight away when a call cannot wait. Each call opens with a plain statement that the caller has reached the firm's AI helper, not a staff member. It leaves every tax question to the firm's staff. What the caller says is turned into text and a summary by outside speech and language services that work on our behalf, and the result goes to the firm's account.

It only takes incoming calls and never dials out.

Text messages

Our texts and AI messages go to people who gave your firm their number and agreed to be contacted, and to no one else.

Every form on a firm's site carries two separate consent boxes. One covers service texts, like a document still missing, a booked time or a reminder. The other covers promotional texts. A client can tick neither box and still hire the firm. Message frequency depends on the firm and the work. Carrier charges for messages and data can apply.

Anyone can stop texts by replying STOP to any message, and reply HELP for help. A stop request is honored and no further texts go to that number from that firm. Phone numbers and text consent stay with the firm and are never passed to outside companies to promote anything. Texts from AccrueNest itself follow the same rule: no mobile number or text opt-in we collect is ever shared with or sold to third parties or affiliates for their marketing. Every detail of how texting works sits on the page for text messages.

Tax return information

What a client gives an accounting firm for a return, their name and contact details included, is tax return information under section 7216 of the Internal Revenue Code. The duties that come with it are the firm's, and it is the firm, not AccrueNest, that settles what its clients are asked to consent to.

Newsletters and reminders go only to people your firm chooses, and a list that sells more than return preparation follows your firm's own consent rules for tax return information.

When a firm runs ads with us, Google and Meta are told that a consultation was booked, or that a new client who consented signed on. They never receive a client's contact details or anything about their return. Ad tags and tracking pixels are kept off organizer, request-form and portal pages.

When information leaves us

Outside companies receive information from us only when they help run the service, and each gets just the part its job needs. They host the software and its files, carry calls and texts, send email, turn speech into text, process card payments and handle support tickets. Each works on our instructions.

Information also leaves the account where the firm asks for it to. Payments taken through AccrueNest are recorded in the firm's QuickBooks Online when the firm connects it. Google and Meta receive what is described in the section above, through ad accounts the firm owns.

We hand information to a court or government body only when legally compelled, and we question requests that reach further than they should. If AccrueNest is sold or merged, the information moves with the business under this policy, and we tell firms first.

Cookies and analytics

Small files called cookies, and tools like them, keep you signed in to accruenest.com, remember your choices and count visits. Google Analytics tells us which pages get read and what brought each visitor.

On the firm website our team builds, the public pages count visits, phone calls, chats and form entries. Pages where clients fill in organizers, upload documents or sign in to the portal carry no ad tags or tracking pixels.

Your browser lets you refuse or clear cookies. Signing in needs them, so it fails once they are blocked.

Keeping and protecting data

Accounts are protected by encryption, two-step sign-in, user roles that limit what each person can open, and a log of who changed what.

A firm's data remains in its account until the firm leaves. When a firm leaves, a spreadsheet of all its contacts comes to it, and we then delete the account's data within a reasonable time, apart from what the law or our billing records require us to keep. Demo requests from firms that never sign up are deleted when they stop being useful to the conversation.

No system can promise that nothing will ever go wrong. If we find that someone without permission got into a firm's data, we let that firm know quickly and help with any notices it may owe its clients.

Requests, changes and contact

Firms and visitors can ask us to show, correct or delete what we hold about them, or to stop sending them marketing email. Every marketing email we send carries an unsubscribe link.

If you are a client of a firm on AccrueNest, send your request to the firm. We help the firm answer it, and if you write to us we pass the request to them.

AccrueNest is for businesses, and we do not knowingly collect information from children.

When this policy changes, the date in the first line changes and we tell firms by email before a change that affects their data takes effect. The rest of how the service works is in the rules for using AccrueNest. Privacy questions of any kind go to sales@accruenest.com.