Unified Policy: Security, Privacy, and Terms of Service

1. Security Policy

1.1 Commitment to Data Protection

We maintain strict administrative, technical, and physical safeguards to protect client information in accordance with federal regulations (IRS, FTC, GLBA) and applicable state privacy and datasecurity laws.

1.2 Secure Technology & Infrastructure

We implement industrystandard security practices, including:

  • Encrypted data transmission (TLS/SSL)
  • Encrypted data storage where applicable
  • Multifactor authentication for all internal systems
  • Rolebased access controls
  • Secure client portals for document exchange
  • Regular vulnerability assessments and system monitoring

1.3 MultiState Compliance

We adhere to relevant statelevel data protection requirements, including but not limited to:

  • California Consumer Privacy Act (CCPA/CPRA)
  • Texas Identity Theft Enforcement and Protection Act
  • New York SHIELD Act
  • Virginia Consumer Data Protection Act (VCDPA)
  • Colorado Privacy Act (CPA)
  • Other statespecific data breach notification laws

Where state laws differ, we apply the most conservative standard to ensure compliance.

1.4 Employee Training & Access Controls

  • All staff undergo annual security, confidentiality, and compliance training
  • Access to client data is granted only on a needtoknow basis
  • All devices used for firm operations must meet security standards (encryption, password protection, secure networks)

1.5 Incident Response & Breach Notification

In the event of a suspected or confirmed breach:

  • We immediately initiate our incident response protocol
  • We investigate, contain, and mitigate the issue
  • We notify affected clients and authorities as required by federal and state law
  • We document all actions taken for compliance purposes

2. Privacy Policy

2.1 Information We Collect

We collect information necessary to provide tax preparation, planning, advisory, and compliance services. This may include:

  • Personal identification information
  • Financial and tax documents
  • Business entity information
  • Communications and correspondence
  • Information required by federal or state tax authorities

2.2 How We Use Your Information

Your information is used solely for:

  • Tax preparation and advisory services
  • Compliance with IRS, state, and regulatory requirements
  • Internal recordkeeping and quality assurance
  • Communication regarding your services or account

We do not sell, rent, or share your information for marketing purposes.

2.3 Information Sharing

We may share information only with:

  • Authorized employees and contractors
  • Thirdparty service providers (secure portals, esignature platforms, software vendors)
  • Legal, financial, or banking professionals at your direction
  • Federal and state tax authorities when required by law

All thirdparty providers must maintain confidentiality and security standards.

2.4 MultiState Privacy Rights

Depending on your state of residence, you may have additional rights, including:

  • Right to access your personal information
  • Right to request corrections
  • Right to request deletion (subject to IRS retention rules)
  • Right to opt out of certain data uses
  • Right to receive disclosures about data collection and sharing

We comply with applicable state privacy laws and will respond to valid requests within required timelines.

2.5 Data Retention & Destruction

We retain records in accordance with IRS Circular 230, state regulations, and professional standards. When records are no longer required, they are securely destroyed using approved methods.

2.6 Children’s Privacy

We do not knowingly collect information from individuals under the age of 13.

3. Terms of Service

3.1 Scope of Services

Services are defined in your engagement letter and may include tax preparation, planning, advisory, and consulting. Services begin only after both parties sign the engagement agreement.

3.2 Client Responsibilities

Clients agree to:

  • Provide accurate, complete, and timely information
  • Respond promptly to requests for documentation
  • Review all prepared documents before submission
  • Maintain responsibility for final tax filings and decisions

3.3 Professional Judgment & Limitations

We rely on the information you provide. We are not responsible for errors resulting from incomplete, inaccurate, or delayed information.
We do not provide legal or investment advice.

3.4 MultiState Tax Considerations

Our services may involve federal, state, and local tax filings. Clients are responsible for informing us of:

  • Residency changes
  • Multistate income
  • Outofstate business activities
  • Nexuscreating events

We are not responsible for unreported state filing requirements unless explicitly engaged to evaluate them.

3.5 Limitation of Liability

To the fullest extent permitted by law:

  • Our liability is limited to the fees paid for the services in question
  • We are not responsible for consequential, indirect, or punitive damages
  • We are not liable for actions taken by thirdparty providers

3.6 ThirdParty Platforms

We may use secure thirdparty platforms for document exchange, signatures, or communication. Use of these platforms is subject to their respective terms and privacy policies.

3.7 Termination of Services

Either party may terminate services with written notice. Fees for work already performed remain due.

3.8 No Guarantee of Outcomes

Tax outcomes depend on IRS and state agency review. We do not guarantee refunds, credits, or specific tax results.

3.9 Governing Law

These terms are governed by the laws of the state of Texas.

4. Updates to This Policy

We may update this policy to reflect changes in regulations, technology, or firm practices. The most current version will always be available on our website.