Privacy Policy

1. Information We Collect

When you use this portal, we may collect the following categories of information:

• Identity information: Name, Social Security Number, Taxpayer Identification Number, date of birth
• Financial information: Income documents (W-2s, 1099s), bank account information, investment records, business financial statements
• Contact information: Email address, phone number, mailing address
• Portal account information: Username, password (stored encrypted), login activity
• Uploaded documents: Any files you submit through this portal
• Technical information: IP address, browser type, and access timestamps (retained in audit logs)

2. How We Use Your Information

We use your information solely for the following purposes:

• Preparing, reviewing, and filing your federal and state tax returns
• Communicating with you about your tax matters
• Complying with IRS requirements and applicable federal and state law
• Sending portal notifications (file upload confirmations, account alerts)
• Maintaining audit logs as required by the FTC Safeguards Rule

We do not use your information for marketing, advertising, or any purpose unrelated to your tax preparation services.

3. How We Protect Your Information

We maintain a Written Information Security Plan (WISP) as required by the IRS and FTC Safeguards Rule. Our technical safeguards include:

• AES-256 server-side encryption for all files stored on our portal
• TLS 1.3 encryption for all data transmitted to and from the portal
• Multi-factor authentication required for all staff accounts
• Access controls limiting data access to authorized personnel only
• Automated daily encrypted backups stored offsite
• Audit logging of all file access, uploads, and account activity
• Regular security patching and vulnerability monitoring

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

• With your consent: When you authorize us to share information with a third party (e.g., your lender or financial advisor)
• Legal requirement: When required by law, court order, or government authority, including the IRS
• Service providers: With trusted third-party service providers who assist in operating our portal, subject to confidentiality agreements. Current providers include our cloud hosting provider and email delivery service. These providers do not have access to your tax documents.

5. Data Retention

We retain your tax records and associated documents for a minimum of seven (7) years in accordance with IRS guidelines and applicable state law. Portal account data is retained for as long as you maintain an active client relationship with our firm. You may request deletion of your portal account at any time, subject to our legal retention obligations.

6. Your Rights

You have the right to:

• Request a copy of the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your portal account (subject to legal retention requirements)
• Opt out of non-essential communications
• File a complaint with the FTC if you believe your rights have been violated

To exercise any of these rights, contact us using the information below.

7. Cookies and Tracking

Our portal uses session cookies solely to maintain your login session. We do not use tracking cookies, advertising cookies, or any third-party analytics. Session cookies are automatically deleted when you close your browser.

8. Children's Privacy

Our portal is intended for use by adults. We do not knowingly collect personal information from individuals under the age of 18 except as required for the preparation of tax returns for minor dependents, which is handled solely through the authorized parent or guardian's account.

9. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will notify active portal users of material changes by email. The effective date at the top of this page will be updated accordingly. Continued use of the portal after notification constitutes acceptance of the updated policy.

10. Regulatory Compliance

This Privacy Policy and our data security practices are designed to comply with:

• IRS Publication 4557 — Safeguarding Taxpayer Data
• FTC Safeguards Rule (16 CFR Part 314) under the Gramm-Leach-Bliley Act
• IRS Publication 5293 — Data Security Resource Guide for Tax Professionals
• Applicable Utah state privacy laws