Cash Flow Copilot Privacy Policy: Data Collection and Use

Effective date: October 2, 2026

Who We Are: Cash Flow Copilot and Boyd Executive Consulting LLC

Cash Flow Copilot is a fractional CFO and bookkeeping firm for service businesses. Cash Flow Copilot is a trade name of Boyd Executive Consulting LLC, a Florida limited liability company. In this policy, "we," "us," and "our" mean Boyd Executive Consulting LLC, doing business as Cash Flow Copilot, and the people who work with us.

This policy covers yourcashflowcopilot.com, our questionnaires, pricing estimator, calculators and other free tools, Altitude Academy, our emails and calls, and the internal systems we use to run the firm. If you hire us, you'll also sign an engagement letter. If the engagement letter and this policy ever differ on how we handle your financial records, the engagement letter controls.

What we collect

We collect what you choose to give us and what we need to do the work.

• Questionnaires and the pricing estimator. Your name, email, company, phone number, and whether it's OK to call you, plus your answers about your business, such as revenue range, transaction volume, number of employees, the software you use, and what kind of help you're looking for. We also keep the estimate the tool gives you.
• Calculators and free tools. The numbers you enter (for example, a loan amount, rate, and term in an amortization calculator) and, if you ask for a copy of your results, your email address.
• Booking a call. Your name, email, and the time you pick.
• Calls and meetings. We may record and transcribe calls and video meetings so we can take accurate notes and follow up. We'll tell you at the start of a call if it's being recorded, and you're welcome to say no.
• Contact forms and email. Whatever you choose to send us.
• Altitude Academy. Your name, email, and course progress if you sign up for a course.
• Client work. If you hire us, we get access to your financial records, which can include your accounting software, payroll reports, bank and credit card statements, bills and invoices, and documents you share with us. Some of these records may contain personal information about your employees, vendors, or customers.
• Basic site data. Like most websites, ours may automatically record your browser type, device, pages visited, the site that referred you, and a general location based on your IP address.

We don't ask for Social Security numbers, bank account numbers, or credit card numbers through our website, questionnaires, or free tools. Please don't enter them there.

How we use it

• To give you your estimate, calculator results, or tool report, and to answer your questions.
• To follow up with you if you asked us to or said it was OK to call.
• To send a short series of emails related to what you looked at, plus our newsletter. Every marketing email and newsletter has an unsubscribe link.
• To schedule and hold calls, and to keep accurate notes from them.
• To do the bookkeeping, CFO, accounts payable, and project work you hire us for, and to report back to you on your numbers.
• To run our own firm, including pricing our services, tracking our team's time, and measuring how the firm is doing.
• To keep our website and systems working and secure, and to meet our legal and tax obligations.

The numbers you put into a calculator or questionnaire are used to give you a result and to understand what kind of help you might need. We don't use them for anything else, and we don't build profiles to sell advertising.

Who we share it with

We don't sell or rent your information, and we don't share the information you give us with anyone for their own marketing.

We use service providers to run the firm, and each one only gets what it needs to do its part. These include:

• Our customer management, proposal, and invoicing software
• Email and newsletter software
• Online scheduling and video meeting tools, including call recording and note-taking tools
• Tools that move information between our systems when you submit a form
• Cloud file storage, email, spreadsheets, and team messaging
• Time tracking and project management tools
• Website hosting and analytics
• For client work, the accounting, payroll, bill pay, and banking tools you already use

Some of our team members and contractors work outside the United States, so your information may be accessed from other countries. They follow the same confidentiality rules as the rest of our team.

Some of these providers include AI features, for example to transcribe calls or summarize notes. We use them to do our work for you and run the firm, not for any unrelated purpose.

Partner referrals. We recommend tools like QuickBooks, Gusto, and Ramp when we think they fit your business, and we may receive a referral fee when you sign up. If you ask us to help you get set up with one of these partners, we'll share only the information needed for the signup, and only with your OK.

Other situations. We may share information if the law requires it, to protect our rights or the safety of others, or as part of selling or merging the business. If the business is ever sold or merged, this policy still applies to the information we collected under it.

Client financial data

When you hire us, we treat your financial records as confidential. Access is limited to the team members and contractors who need it to do your work, and we use your records only to do the work described in your engagement letter. When the engagement ends, we disconnect our access to your systems.

We connect to accounting and other software through secure sign-in (OAuth) or user accounts you create for us, rather than by asking for your passwords, wherever the software allows it.

Google and other connected apps

We run an internal reporting dashboard for our own firm. It's a Google Apps Script web app that connects to Cash Flow Copilot's own Google, QuickBooks, and Timely accounts to report on the firm's revenue, hours, and costs. It's used only by our team, it isn't offered to the public, and it doesn't ask clients or website visitors to sign in with Google.

What the dashboard uses. The dashboard reads and writes its own Google Sheet, connects to QuickBooks and Timely to pull the firm's data, runs a nightly scheduled update, and shows a dashboard menu inside that Sheet.

What our maintenance tools use. The tools we use to maintain the dashboard sign in through the same Google Cloud project. They use the team member's basic Google profile (name and email address) to confirm who is signed in. They can manage and publish the dashboard's Apps Script project, manage its Google Cloud project settings, and read its error logs.

Together, that means the dashboard and its tools use Google Sheets and limited Drive access to the dashboard's own files. They can open and change only files they create or open, and they can see file names and details, but not the contents, of other files. They don't access Gmail, contacts, calendar, or any other Google data.

How it's stored and shared. Google data stays in our Google account and our dashboard. Sign-in credentials for these connections are stored securely, with access limited to our team, and we can disconnect them at any time. We don't share Google user data with anyone outside the firm except the service providers that host the dashboard, or where the law requires it.

Our use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We don't use Google user data for advertising, we don't sell it, we don't use it to develop or train AI models, and we don't allow people to read it except with the user's permission, where it's needed for security, or where the law requires it.

You can remove the dashboard's access to your Google account at any time from your Google Account settings under Security, then Third-party apps with account access.

Emails and your choices

If you use a questionnaire, the estimator, or a free tool, we'll send you your result and a few follow-up emails, then our newsletter. Your estimate or result may come directly from a member of our team. Our follow-up emails and newsletter include an unsubscribe link, and you can also reply to any email from us and ask to be taken off our list. Either way, we'll stop within 10 business days. If you book a call or ask us to reach out, a person will follow up with you. Current clients don't receive our prospect email series.

Cookies and analytics

Our website may use cookies and similar tools to keep the site working, remember your form entries, and understand which pages people visit. We may use analytics tools, such as Google Analytics, that collect this information on our behalf. You can block or delete cookies in your browser settings. The site will still work, though some forms may ask you to fill them in again.

How long we keep it

We keep client records for as long as the engagement runs and afterward for as long as tax, legal, and professional record rules require. We keep prospect and lead records, including questionnaire and estimator answers, for up to three years after our last contact, unless you ask us to delete them sooner. Call recordings and transcripts are kept only as long as they're useful for the work.

How we protect it

We limit access to the people who need it, use two-step verification where our main providers offer it, and work with established providers that encrypt data in transit. No system is perfectly secure, so we can't promise that information will never be accessed without permission. If we learn of a breach that affects your personal information, we'll notify you as required by Florida law and any other law that applies.

Your rights

You can ask us to tell you what personal information we hold about you, to correct it, or to delete it. Email us and we'll respond within 30 days. We may need to keep some records the law requires us to keep, and we'll tell you if that applies.

Our website and services are meant for businesses and the people who run them. They're not meant for children, and we don't knowingly collect information from anyone under 16.

Changes to this policy

If we change this policy, we'll post the new version here and update the date at the top. For a significant change, we'll also email our clients directly.

Contact us

Questions about this policy or your information can go to:

Cash Flow Copilot (Boyd Executive Consulting LLC)

4342 SW 9th Pl, Cape Coral, FL 33914

justin@yourcashflowcopilot.com

This policy is governed by the laws of the State of Florida.