Privacy policy

This site is run by X INFIN Consultants Pvt Ltd. If you have a question about anything on this page, email hello@booksandtrucks.com. Our mailing address is X INFIN Consultants Pvt Ltd, 1401 Pennsylvania Ave, STE 105 Box1936, Wilmington, DE 19806.

This policy covers three separate things: people who read this website, people who contact us or ask for a free look at their books, and the business records we handle for clients who have hired us. We treat them differently, so they are set out separately below.

Reading this website

We use Vercel Web Analytics to count visits. It sets no cookies. It records which pages are viewed, which of our buttons are clicked, how far down a page people scroll, the country and the type of device, and it does not tell us who you are. We do not build a profile of you from your visit. We also use Vercel Speed Insights to measure how quickly our pages load and respond. It sets no cookies either; it records the page, the load timings, the country and the type of device, not who you are. Fonts are served from this site.

We use the Google tag, from Google LLC, to measure our ads on Google Search. It sets cookies in your browser and sends Google the pages you view and whether you click the button to book a call, open WhatsApp, tap to call us or send our enquiry form, and whether you scroll halfway down a page, together with technical details of your browser. Google may link this to a Google account you are signed in to, under Google’s own privacy policy. You can turn off personalized ads in your Google account’s ad settings, or block third-party cookies in your browser. When you send the enquiry form, the Google tag also sends Google a one-way coded version (a SHA-256 hash) of the email address you typed, never the address itself, so Google can tell us that the form came from one of our ads. Google uses it to match and count that visit.

We also use the Meta Pixel, from Meta Platforms, Inc., to measure our ads on Facebook and Instagram and to show those ads to people who have visited this site. It sets cookies in your browser and sends Meta the pages you view and which of our buttons you click, together with technical details of your browser. Meta may link this to a Facebook or Instagram account you are signed in to, under Meta’s own privacy policy. You can turn off ads based on your activity in your Facebook or Instagram ad settings, or block third-party cookies in your browser.

We also use Microsoft Clarity, from Microsoft Corporation, to see how visitors use our pages so we can make them easier to use. It records how you scroll, move and click on this site, together with technical details of your browser, and it sets cookies in your browser. Anything you type into our forms is hidden from these recordings. Microsoft handles this data under its own privacy statement. You can block cookies for clarity.ms in your browser.

Some guides show one of our YouTube videos. Until you press play, the page shows only a picture from this site and nothing loads from YouTube. When you press play, the video loads from YouTube, from Google LLC, in its privacy-enhanced mode (youtube-nocookie.com), and Google handles what it receives under its own privacy policy.

Our host keeps standard server logs, which include your IP address, so the site can be delivered and protected from abuse. We do not use those logs for marketing.

Contacting us, the enquiry form, or booking a call

If you email us, send the enquiry form on this site or book a call, we receive what you send: your name, your email address, your phone number and company if you give them, which software you use, and whatever you write. That arrives in our Microsoft 365 mailbox and calendar. Form enquiries are also stored in our internal client system, together with the page you sent it from and, if you came from one of our ads, which ad it was. The free look form has two steps: once you press “Get my free look”, we receive your name and email even if you leave before the optional second step.

We use it to reply to you and to keep a record of the conversation. We do not sell it. We do not add you to a mailing list unless you ask us to.

The free look at your books

If you ask for a free look at your books, we email you to set up read-only access. That is usually your QuickBooks Online file, and ServiceTitan as well if you run it. We only look at your records. We do not change anything in them.

We use that access to see how far behind your books are and what it would take to bring them up to date, and we tell you within three business days. If you then start monthly bookkeeping with us, we use the same notes to set the scope of your clean-up in writing before you sign. We do not use what we see for anything else.

You can remove our access at any time from your own QuickBooks or ServiceTitan account, for example as soon as you have our answer. If you do not become a client, the notes we made about your books are kept with your enquiry and deleted after two years, like any other enquiry. You can ask us to delete them sooner.

Client accounting records

When you hire us, we process your business records on your instructions: transactions, customer invoices, supplier bills, payroll information and bank data. That information stays yours. We act on your behalf, and we do not use it for any purpose other than the work you have asked us to do.

Your data sits in these places:

• Your own QuickBooks Online and ServiceTitan accounts, which you own and control. We work inside them with the access you grant, and you can withdraw it at any time.
• Your payroll provider, which is Gusto, QuickBooks Payroll, ADP or Paychex, depending on which one you use.
• The X INFIN portal at xinfin.app, which we build and run. It holds the figures behind your dashboard and the supplier invoices our software reads.
• Microsoft 365, for the email and files that go with the work.

We do not sell client data, and we do not give it to anyone outside that list unless you tell us to or the law requires it.

Our team works outside the United States. Your data is accessed from where the team works, and the tools listed above store it on their own infrastructure, which is mainly in the United States.

Our social media accounts and the tool that posts to them

We publish our own posts and short videos to the Books and Trucks accounts on Facebook, Instagram, TikTok and YouTube from our internal portal at internal.xinfin.app. Only our own team can sign in to that portal, and it connects only to our own accounts. No post goes out until a member of our team approves it.

YouTube. The portal uses YouTube API Services to upload videos to our own YouTube channel and to read that channel’s ID, name and picture, so we can see which channel is connected. When a member of our team connects the channel, Google asks them to approve two permissions: uploading videos and viewing the YouTube account. The portal stores the channel’s ID, name and picture address, the access tokens Google returns, which are encrypted, and the ID of each video it uploads. It does not read or store anything about people who watch our videos. By using our YouTube integration you agree to be bound by the YouTube Terms of Service. Google’s own handling of data is covered by the Google Privacy Policy.

Disconnecting the channel in the portal revokes the access with Google and deletes the stored tokens and channel details straight away. Access can also be removed at any time on the Google security settings page; if that happens, we delete the stored tokens and channel details within seven days.

TikTok. The portal uses TikTok’s Login Kit and Content Posting API to send our own videos to our TikTok account as drafts, which a member of our team then finishes and posts in the TikTok app. It stores the account’s TikTok ID, display name and picture address and the access tokens TikTok returns, which are encrypted. Disconnecting the account in the portal revokes the access with TikTok and deletes them. Access can also be removed in the TikTok app, under Settings and privacy, Security, Manage app permissions.

Messages and comments on our Facebook and Instagram accounts

When you send a message to the Books and Trucks Facebook Page or Instagram account, or comment on one of our posts, our internal portal reads it through Meta’s APIs, using the access Meta gives us to our own Page and Instagram account. The portal stores what you wrote, your name or username, the ID Meta uses for you in conversations with our account, the time, and the reply we sent. It does not read anything you post or send anywhere else.

Some messages and comments are answered by our AI assistant on behalf of our team. It uses Claude, from Anthropic, PBC, which receives your message and the recent messages in the same conversation so it can write a reply, pass the conversation to a person on our team, or set aside spam. In a private conversation it says that it is the Books and Trucks assistant. A person on our team reads every conversation, and if you ask for a person, one of us answers you. Under Anthropic’s commercial terms, what it receives is not used to train its models.

We use these messages and comments only to answer you and to follow up on what you asked us. We do not sell them. They are kept with our other enquiries and deleted after two years.

Deleting your data. To have us delete your messages, comments and everything the portal stored about you, email hello@booksandtrucks.com with your Instagram username or Facebook name, or ask us in a message to our account. We delete it and confirm by reply within five business days. Deleting a message in Instagram or Messenger removes it from Meta, but not from our copy, so please ask us as well.

How long we keep things

Enquiries that do not become work are deleted after two years. Client accounting records are kept while you are a client and for seven years after the engagement ends, which is the normal period for accounting records, or longer if the law requires it. At the end of an engagement we hand your records back in a usable form.

Keeping it safe

We reach client systems through accounts you grant us, not through shared passwords, and we ask for read-only access wherever the work allows it. Access is limited to the people doing your work and is removed when they stop working on your account or when the engagement ends.

What you can ask us to do

You can ask what personal information we hold about you, ask for a copy, ask us to correct it, or ask us to delete it. Email hello@booksandtrucks.com and we will reply within five business days.

Changes to this policy

If we change how we handle information, we update this page and change the date at the top. Where a change matters to current clients, we tell them directly rather than relying on this page.