Who we are
Kikai Outsourcing (“Kikai”, “we”, “us”) provides outsourced accounting, bookkeeping and accounting software migration services to accounting firms and businesses in the United States, United Kingdom, Australia, Canada and other countries. Our team is based in India. This policy explains how we collect, use, store and protect personal information when you visit kikaioutsourcing.com, contact us or become a client.
Information we collect
- Contact and enquiry details: your name, work email, company, country, phone or WhatsApp number and anything you write in our forms, emails or messages.
- Client financial records: when you engage us, we may process bank and card statements, invoices, bills, payroll reports, ledgers, tax workings and similar records, which can contain personal information about you, your employees, customers and suppliers.
- Access credentials: user access you grant us to accounting software or cloud storage. We never ask for your banking passwords.
- Website usage data: basic technical information such as IP address, browser type, pages visited and the time of your visit, collected by our hosting provider for security and performance.
How we use your information
- To reply to enquiries and prepare quotes.
- To deliver the services you engage us for, including bookkeeping, reporting, payroll, tax preparation support and software migration.
- To communicate with you about your work, invoices and service updates.
- To meet our legal, regulatory, accounting and record-keeping obligations.
- To keep our website and systems secure and working properly.
We do not sell, rent or trade your personal information, and we do not use client financial data for marketing.
Legal basis for processing
Where data protection laws such as the UK GDPR or EU GDPR apply, we process personal information because it is necessary to perform a contract with you or take steps before entering one, to comply with legal obligations, for our legitimate interests in running and securing our business, or with your consent where consent is required. When we process client records on your behalf, you remain the data controller and we act as your data processor, following your documented instructions.
How we protect your information
- A signed non-disclosure agreement before we receive client documents.
- Work inside your own accounting software with access you control, or on our licensed software when you do not have a subscription.
- Two-factor authentication on every system used for client work.
- Secure cloud storage with access limited to the team assigned to your account. Client files are never kept on personal devices.
- Access removed promptly when an engagement ends.
No method of transmission or storage is completely secure, but we take reasonable technical and organisational steps to protect your information against loss, misuse and unauthorised access.
Sharing your information
We share personal information only where needed to provide our services, with:
- Service providers that support our business, such as website hosting, email, cloud storage, communication tools and accounting software providers, under appropriate confidentiality and data protection terms.
- Professional advisers, regulators, courts or authorities where the law requires it.
We never share your information with third parties for their own marketing.
International transfers
We are based in India, so personal information you send us is transferred to and processed in India. Where the law requires it, for example under the UK GDPR, EU GDPR, Australian Privacy Principles or Canadian privacy law, we put appropriate safeguards in place, such as contractual commitments on confidentiality and data protection. Contact us if you would like more information about these safeguards.
How long we keep information
Enquiry information is kept for up to 24 months if you do not become a client. Client records are kept for the duration of the engagement and afterwards only as long as needed for legal, tax or professional record-keeping requirements, after which they are securely deleted or returned to you on request.
Your rights
Depending on where you live, you may have the right to access the personal information we hold about you, correct it, ask us to delete it, restrict or object to how we use it, receive a copy in a portable format, or withdraw consent at any time.
- United Kingdom and EU: rights under the UK GDPR and EU GDPR, and the right to complain to the Information Commissioner’s Office (ICO) or your local supervisory authority.
- United States: where state privacy laws such as the California Consumer Privacy Act apply, the right to know, delete and correct personal information. We do not sell or share personal information as defined by those laws.
- Australia: rights under the Privacy Act 1988 and the Australian Privacy Principles, including complaints to the Office of the Australian Information Commissioner (OAIC).
- Canada: rights under PIPEDA and applicable provincial laws, including complaints to the Office of the Privacy Commissioner of Canada.
- India: rights under the Digital Personal Data Protection Act, 2023.
To use any of these rights, email us. We will respond within the time the applicable law requires.
Cookies
Our website does not use advertising or tracking cookies. Our hosting provider may use strictly necessary technical cookies or logs to keep the site secure and running. If we add analytics in future, we will update this policy and ask for consent where required.
Third-party links
Our website may link to other websites, such as WhatsApp. We are not responsible for the privacy practices of those websites, so please read their policies.
Children
Our services are for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 18.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
Contact us
For any privacy question or request, contact Kikai Outsourcing.
Email: connect@kikai.in
WhatsApp: +91 90793 72334