Privacy & Document Security Policy

Your financial records, payroll data, and business documents are trusted to us. This policy explains what we collect, how we use it, and how we keep it protected.

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Encrypted Storage

Client files are encrypted with AES-256 both in transit and at rest.

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Secure Portal

Exchange documents with us through a private, login-protected client portal.

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Limited Access

Only SBS staff working on your account can view your information.

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Never Sold

We never sell, rent, or trade your information to anyone.

1Our Commitment

Sedgwick Business Solutions LLC (“SBS,” “we,” “us”) provides bookkeeping, payroll, and administrative support services. Doing that work means handling sensitive information about your business, your employees, and your finances. We treat that information as confidential and use it only to deliver the services you have engaged us for.

This policy applies to information we receive from clients and prospective clients, whether through our secure client portal, our website, email, phone, or in person at our DuBois and Clarion offices.

2Information We Collect

  • Business details: legal and trade names, EIN, entity type, addresses, and owner/officer contacts
  • Financial records: bank and credit card statements, receipts, invoices, and accounting files
  • Payroll and employee data: names, addresses, Social Security numbers, pay rates, tax withholding forms, and direct deposit information
  • Tax and government filings, notices, and correspondence
  • Information you submit through our website contact form or newsletter signup

3How We Use It

  • Perform bookkeeping, reconciliation, and financial reporting
  • Process payroll, direct deposits, and contractor payments
  • Prepare and file payroll tax returns, W-2s, 1099s, and state filings on your behalf
  • Communicate with you about your account and requested services
  • Send our newsletter, The Business Advisor, if you have subscribed
  • Meet our legal, regulatory, and recordkeeping obligations

4How We Protect Your Documents

SBS stores and manages client documents in Basil, a practice management and file platform built for accounting firms by CoralTree, Inc. Basil’s security includes:

  • Bank-level AES-256 encryption for files and data, both in transit and at rest
  • Hosting on Amazon Web Services (AWS) infrastructure with encrypted cloud storage
  • Multi-factor authentication (MFA) to protect account logins
  • 24/7 infrastructure monitoring to detect and block suspicious activity
  • Regular security testing of the software and recurring audits by an independent security firm

Inside our firm, access to client files is limited to the SBS staff members who need it to serve your account. Company computers are used for business purposes only, run approved software, and are kept updated.

5Our Secure Client Portal

Every client can be given a private, login-protected portal for working with us. Instead of sending sensitive documents by regular email, you can use the portal to:

  • Upload statements, receipts, payroll changes, and other documents directly to your SBS folder
  • Download reports, payroll summaries, and completed filings we prepare for you
  • Send secure messages to our team about your account
  • Review and electronically sign documents
  • Always work from the latest version of a shared file

Your portal shows only your own company’s folders. Portal access is set up by SBS, and we remove access for any user you tell us should no longer have it.

6How You Can Help Keep Your Information Safe

  • Use the secure portal — not regular email or text — for Social Security numbers, bank account numbers, and tax documents
  • Turn on multi-factor authentication for your portal login and do not share your login with others
  • When possible, give SBS its own accountant or user access to your bank and software accounts rather than sharing your personal passwords
  • Let us know right away when an employee or owner who has portal access leaves your business
  • Be cautious of emails or calls asking for payment or login details in our name — when in doubt, call our office directly

SBS will never ask you to send passwords or full account numbers by unencrypted email.

7When We Share Information

We share your information only as needed to provide your services, with:

  • The software providers we use to deliver services, such as our accounting, payroll, and document platforms, which are required to protect it
  • The IRS, state, and local tax agencies when filing returns and reports on your behalf
  • Banks and payment processors to complete payroll and payments you authorize
  • Others you direct us to share with, or as required by law

8Retention & Disposal

We keep client records for as long as needed to provide our services and to meet IRS, state, and other legal recordkeeping requirements. When records are no longer needed, they are securely deleted from our systems, and paper documents are shredded.

When you end your services with SBS, we will work with you to return or transfer your records and then close your portal access.

9Our Website & Email

Information you enter in our website contact form is used only to respond to your inquiry. If you subscribe to our newsletter, your email address is used to send it, and every issue includes an unsubscribe link. Our website may use standard cookies needed for it to function properly.

10If an Incident Occurs

If we learn that your information may have been accessed without authorization, we will act promptly to contain it, notify you as required by Pennsylvania and federal law, and work with you on next steps.

11Changes to This Policy

We may update this policy as our services, software, or legal requirements change. The effective date at the bottom of this page shows when it was last revised.

Questions About Your Privacy?

Call us at 814-496-8576 or visit our Contact Us page.

DuBois Office: 103 Beaver Dr, DuBois, PA 15801  |  Clarion Office: 238 Toby St, Clarion, PA

Effective November 1, 2026

Basil is a product of CoralTree, Inc. Security features described are provided by the platform vendor.