1. Information We Collect

1.1 Personal Information You Provide to Us

We collect information you provide directly, including:

• Contact information: name, mailing address, email address, phone number

• Preferences:  communication preferences (e.g., language preference, preferred contact method, appointment reminders)

• Communications:  records of calls, emails, and text messages between you and our team

The information you provide is used to process transactions, send periodic emails, and improve the service we provide. We do share your informatioin with trusted third parties who assist us in operating our website, conducting our business and servicing clients and visiotrs. These trusted third parties agree to keep this information confidential. Your personal information will never be shared with unrelated third parties. 

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1.2 Information Collected Automatically

When you visit our website or interact with our online tools, we may automatically collect:

• Cookies and tracking technologies — small data files stored on your device to remember preferences, keep you logged in, and understand site usage

• Log files and site interaction data — pages visited, time spent on pages, links clicked, referring/exit pages, device type, browser type, operating system, and IP address

• Approximate location — general geographic location inferred from your IP address (not precise GPS location)

• You can control cookies through your browser settings. Disabling cookies may limit some site functionality.

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2. How and Why We Use Your Information

We use the information we collect to:

• Book and manage appointments — scheduling, confirming, and sending reminders for consultations and filing appointments

• Communicate with you — responding to inquiries, sending status updates on your tax return or bookkeeping engagement, and sending service-related notifications by phone, email, or SMS

• Prepare and file tax returns / provide bookkeeping services — the core professional services you've engaged us for, including submitting information to the IRS and state tax agencies on your behalf where authorized

• Process payments — billing for services rendered

• Improve and analyze our services — understanding how clients use our website and services so we can improve them

• Meet legal and regulatory obligations — including IRS recordkeeping requirements, Circular 230 obligations, and other applicable tax preparer regulations

• Protect against fraud and unauthorized access — verifying identity and monitoring for suspicious activity involving your account or tax data

• We do not sell your personal information.

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3. Third-Party Sources and Service Providers

We work with the following categories of third parties, who may receive or process your information solely to help us deliver our services:

• Social media platforms — if you interact with us through social media (e.g., messaging us on Facebook or Instagram), those platforms process your data according to their own privacy policies

• Payment processors — QuickBooks and Clover process payment information when you pay for services; we do not store full payment card numbers

• Client information and practice management platforms — Financial Cents and Intuit QuickBooks are used to manage client records, case notes, and bookkeeping data securely

• Communications platforms — our phone and SMS system (Nextiva) is used to manage calls, appointment reminders, and text communications

• IRS and state tax authorities — where legally required or authorized by you, we transmit tax information to the IRS, Comptroller of Maryland, Virginia Department of Taxation, and other relevant agencies

• Each of these providers is contractually or legally obligated to safeguard your data and may only use it to provide services to us — not for their own independent marketing purposes.

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4. Sensitive Data

We do not intentionally collect sensitive personal information, such as racial or ethnic origin, health information, or similar categories of data, unless it is required by law (for example, certain tax credit eligibility documentation) or you provide it to us with your explicit consent.

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5. Data Security

We take reasonable administrative, technical, and physical safeguards to protect your information, consistent with our obligations under the Gramm-Leach-Bliley Act (GLBA) Safeguards Rule and IRS data security guidance for tax preparers. These measures include restricting access to client data to authorized staff, using secure systems for storing tax and financial records, and requiring secure methods for transmitting sensitive documents.

No method of electronic storage or transmission is 100% secure. While we work to protect your information, we cannot guarantee absolute security.

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6. Data Retention

We retain client tax and financial records for as long as required by IRS recordkeeping rules and applicable state law (generally a minimum of three years, though certain records may be retained longer). Website analytics and log data are retained only as long as necessary to support the purposes described in this policy.

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7. Your Choices and Rights

• Text messages — you may opt out of SMS communications at any time by replying STOP. Reply HELP for assistance.

• Email — you may unsubscribe from non-essential email communications using the link provided in those emails. You will still receive essential service-related communications about your active engagement with us.

• Access and correction — you may request access to, or correction of, the personal information we hold about you by contacting us using the information below.

• Cookies — you may disable cookies through your browser settings.

• Certain information — such as tax records required by law — cannot be deleted upon request while we remain subject to IRS or other regulatory recordkeeping obligations.

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8. Children's Data

Our services are not intended for, and are not directed at, individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child under 18, we will delete it promptly.

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9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last Updated" date at the top of this page will reflect the most recent revision. We encourage you to review this page periodically.

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10. Contact Us

If you have questions about this Privacy Policy or how we handle your information, contact us at:

T-A-X Services LLC: 7505 New Hampshire Ave STE 300 Takoma Park, MD 20912 Phone: 301-408-1040 Email: tax@info1040.com