Privacy Policy
Effective October 18, 2026 · Quorum Close LLC · hello@quorumclose.com
Bookkeeping runs on trust and on records, so it is worth being explicit about which records I hold, which ones I refuse to hold, and what my own tooling is allowed to touch. That is what this page is.
The short version
- This website sets no cookies and runs no trackers, pixels, or third-party scripts.
- I do not sell or trade data about you. Not to advertisers, not to anyone.
- Engagements run on read-only bank feeds and aggregate billing totals. Patient and client records are never part of the work.
- An internal automation tool of mine reads and files my own business mailbox. It cannot send mail, and it shares nothing with anyone.
Who I am
Quorum Close LLC ("Quorum Close", "I", "me") is a New York limited liability company based in New York City that provides bookkeeping and financial reporting services to therapy and psychology practices. Quorum Close is not a licensed CPA or public accounting firm; it does not prepare or file tax returns and does not perform audits, reviews, or compilations. For anything on this page, write to hello@quorumclose.com.
What this policy covers
- This website, quorumclose.com.
- Engagements - the bookkeeping and reporting work I do for client practices.
- My own operations - the internal tooling I use to run my business mailbox and my books, including the Google account access described below.
This website
- No cookies, no tracking, no third-party scripts. No advertising pixels, no analytics tags, no third-party web fonts or content networks. The page you are reading is plain HTML and CSS served as-is.
- No account, no login, no signup form, so there is no profile of you to store or leak.
- Hosting. The site is served through Cloudflare, which necessarily processes the IP address, user agent, and requested URL of each request in order to deliver the page, and keeps ordinary server logs for security and availability.
- Booking a call. The "Book an intro call" links open Calendly. Calendly is a separate service with its own privacy policy, and it collects what you enter in its form.
- Emailing me. Your message and address land in my Google Workspace mailbox. That is covered by the Google section below.
What I collect in an engagement
The rule I work to: I need your books, not your clients' records. Concretely, that means:
- Read-only access to business bank and credit card accounts, wherever the institution offers a view-only option. I ask for view-only even when edit access is available.
- Reports and exports from your billing or practice system (SimplePractice, Jane, TherapyNotes, or similar), in totals form.
- Payroll and contractor records where your plan includes payroll review.
- Your prior-year file and the QuickBooks Online accountant's copy for the periods I am closing.
What I do not want, and will not accept: patient or client names, session notes, diagnoses, individually identifiable insurance remittances, or any record that identifies a person receiving care. That material is outside the scope of my engagements.
If a file you are about to send me contains names, say so and I will ask for the totals version instead. If your practice bills insurance panels directly, that work is outside my scope, and I will tell you before we sign anything.
Credentials
Bank and portal logins you grant me are stored only in an encrypted password vault - never in email, never in a spreadsheet, never in a document. Accounts carrying your data are behind multi-factor authentication, with hardware keys wherever the provider supports them. Read-only access is preferred everywhere it exists.
How I use engagement data
To do the work you hired me for: categorize transactions, reconcile accounts, close the period, and produce your statements and reports. That is the whole list.
I do not use engagement data for marketing, do not sell, rent, or trade it, and do not use it to train machine-learning models. I do not disclose it to anyone outside the service providers listed below, except where the law requires it or where you ask me to.
Service providers I rely on
| Provider | What it does here |
|---|---|
| Intuit QuickBooks Online | The ledger where engagement work lives |
| Google Workspace | Business email for quorumclose.com |
| Cloudflare | Serves this website |
| Calendly | Books intro calls |
| Encrypted password vault & encrypted cloud storage | Credentials, and archival copies of work-product |
Each provider is bound by its own terms, and I do not authorize any of them to use your data for their own marketing.
Google user data, and my internal mail automation
I run an internal automation tool, Hermes Agent, to help me manage the Quorum Close business mailbox - a Google Workspace account at greg@quorumclose.com, with hello@quorumclose.com as an alias on the same mailbox.
What it can reach
- Gmail read access and label management (the gmail.readonly and gmail.modify scopes): reading messages, applying and removing labels, and marking messages read or unread.
What it cannot do
- Send mail. The gmail.send scope is deliberately not requested, so the tool has no technical ability to send from that account. That is enforced by the authorization itself, not only by policy.
What it is for
- Reading and filing mail in that one mailbox, so I can answer prospective clients and keep business correspondence in order. Nothing else.
Sharing and use limits
- Google user data is not sold, rented, transferred, or disclosed to third parties.
- It is not used for advertising, is not used to determine creditworthiness or for lending purposes, and is not used to train machine-learning models.
- No one besides me reads it, apart from a service provider acting on my instructions or a disclosure required by law.
Storage
- Message contents and the summaries derived from them are processed on infrastructure I control, and the tool's access tokens are stored there in encrypted form.
Limited Use
Quorum Close's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Revoking access
Access can be removed at any time from the Google Account permissions page, which ends the tool's access immediately and invalidates its stored token.
Client material that arrives in that mailbox is confidential and handled under the rest of this policy. Patient records do not enter it by design.
Retention and deletion
- Work-product (statements, reconciliations, supporting schedules) is retained for seven years, then securely deleted. Financial records have a long tail, and your future accountant, lender, or auditor may need the history.
- Email is kept while the working relationship is active, and pruned or deleted afterwards as the records-retention rules allow.
- Credentials are deleted when the engagement ends or when you tell me to remove access - whichever comes first.
- If you ask me to delete something sooner and no law or engagement obligation requires me to keep it, I delete it.
Security
Multi-factor authentication on every account that carries client data, hardware security keys where supported, credentials in an encrypted vault, full-disk encryption on the devices I work from, encrypted storage and encrypted delivery for reports, and a written information-security program aligned with the FTC Safeguards Rule. There is a documented incident-response plan, including notification duties where a breach triggers them. I will share the one-page program summary before you sign anything.
Your choices
Write to hello@quorumclose.com to ask what I hold about you, to correct it, or to have it deleted. Records I am required to keep for engagement or legal reasons are the one exception, and I will tell you specifically what those are rather than answering vaguely.
Changes to this policy
If this policy changes in a way that matters, I will update the effective date at the top and, where the change affects an active engagement, tell you directly by email. The current version always lives at this URL.
Contact
Quorum Close LLC · New York, New York, United States · hello@quorumclose.com
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