Privacy Policy

Effective Date: October 9, 2025

1. Introduction

Arizona Tax Accounting and Consulting Services, LLC (“AZTACS,” “we,” “us,” or “our”) is committed to protecting your privacy and safeguarding your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our tax preparation, bookkeeping, and financial consulting services.

2. Information We Collect

We collect information that you provide to us directly and through your use of our services:

Personal Information:

• Full name, address, and contact details
• Social Security Number or Employer Identification Number
• Date of birth
• Driver’s license or state ID information
• Spouse and dependent information
• Phone numbers (optional – never required for service)

Financial Information:

• Income statements (W-2s, 1099s, K-1s)
• Bank account information
• Investment and retirement account details
• Business revenue and expense records
• Property and asset information
• Previous tax returns

Business Information:

• Business structure and formation documents
• QuickBooks or other accounting software data
• Payroll records
• Business banking information
• Vendor and customer information

Communication Preferences:

• Email communication consent
• Text messaging consent (separated by service and marketing messages)
• Preferred contact methods

3. How We Use Your Information

We use your information strictly for the following purposes:

• Prepare and file tax returns
• Provide bookkeeping and accounting services
• Offer financial planning and consulting advice
• Communicate with you about our services
• Send appointment reminders and service notifications
• Process payments for our services
• Comply with legal and regulatory requirements
• Improve our services and client experience

We DO NOT share, sell, rent, or trade your personal information with affiliates, third parties, or any other organizations for their marketing purposes.

4. Legal Basis for Processing

We process your information based on:

• Your explicit consent when you engage our services
• Contractual necessity to provide the services you request
• Legal obligations under tax law and regulations
• Our legitimate interests in operating our business and providing quality services

5. Information Sharing and Disclosure

We DO NOT share your information with affiliates or third parties for marketing purposes.

We maintain strict confidentiality and only share your information in these limited circumstances:

Essential Business Operations: We may share your information only with service providers essential for delivering our services:

• Drake Tax software (for tax return preparation only)
• QuickBooks (for bookkeeping services only)
• Payment processors (solely to process your payments)
• Email service providers (only to send you service-related communications)

These providers are contractually required to protect your information and use it only for the specific services they provide to us.

Legal Requirements: We may disclose information when required by:

• IRS or state tax authority requirements
• Court orders or legal process
• Government regulatory requests
• Professional standards or regulations

Protection:

• To protect our legal rights, property, or safety
• To prevent fraud or illegal activities

We will NEVER share your information for any other purpose without your explicit written consent.

6. Text Messaging and SMS Privacy

Optional Phone Number Collection Providing your phone number is completely OPTIONAL and never required to receive our services. You may choose to provide your phone number for:

Service/Transactional Messages:

• Appointment reminders and confirmations
• Tax deadline notifications
• Document request notifications
• Important account updates

Marketing/Promotional Messages (separate consent required):

• Tax tips and educational content
• New service announcements
• Seasonal tax planning reminders

Your Text Messaging Rights:

• You control what types of messages you receive
• You can opt-in or opt-out at any time
• Consent can be withdrawn by texting STOP to any message
• We track consent separately for service and marketing messages
• We never send sensitive tax data via text message

Text Message Data Use:

• Phone numbers provided for texting are used ONLY for the specific type of messages you consented to
• We maintain separate lists for service and marketing message recipients
• Text messaging data is never shared with third parties
• Message history is retained for 90 days for quality assurance

7. Data Security

We implement comprehensive security measures to protect your information:

• Secure storage of physical documents in locked facilities
• Password-protected and encrypted computer systems
• Encrypted electronic communications when available
• Restricted access to client information on a need-to-know basis
• Regular security training for our team
• Secure disposal of documents through certified shredding
• Regular security audits and updates

Despite our security measures, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Data Retention

We retain your information as follows:

• Tax returns and supporting documents: Minimum of 3 years
• Client contact information: Duration of client relationship plus 3 years
• Bookkeeping records: As required by law (typically 7 years)
• Text message history: 90 days
• Email communications: 3 years
• Payment records: 7 years

After the retention period, we securely destroy physical documents and permanently delete electronic records.

9. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal retention requirements)
• Opt-out of any communications at any time
• Withdraw consent for text messaging or email communications
• Request a copy of your tax returns we’ve prepared
• Know exactly how your information is used
• Request we stop processing your information for marketing

To exercise these rights, please contact us using the information provided below.

10. Website and Cookies

Our website may use cookies to:

• Remember your preferences
• Analyze website traffic and usage
• Improve website functionality
• Provide relevant content

You can control cookie settings through your browser. Disabling cookies may affect website functionality. We do not use tracking cookies for advertising purposes.

11. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Marketing Communications

Opt-In Required: We will only send marketing communications if you explicitly opt-in. You may choose to receive:

• Tax deadline reminders
• Tax tips and updates
• Information about services
• Seasonal tax planning information

Easy Opt-Out: You can opt-out at any time by:

• Clicking unsubscribe in any email
• Texting STOP to any text message
• Calling or emailing us directly

We respect your communication preferences and will update them immediately upon request.

13. Children’s Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it immediately.

14. Remote Services Privacy

When providing services remotely or at your location:

• We ensure confidential handling of documents during transport
• We use secure, encrypted methods for electronic document exchange
• We maintain professional discretion in all settings
• We recommend private spaces for consultations
• Physical documents are stored securely during transport

15. Data Breach Notification

In the unlikely event of a data breach that may compromise your personal information, we will:

• Notify you within 72 hours of discovery
• Provide specific information about what data was affected
• Offer guidance on protective measures you should take
• Provide credit monitoring services if appropriate
• Cooperate fully with relevant authorities

16. Professional Obligations

As tax and financial professionals, we are bound by:

• IRS Circular 230 requirements
• IRC Section 7216 (criminal penalties for unauthorized disclosure)
• State board of accountancy regulations
• Professional codes of conduct
• Strict confidentiality requirements

These obligations provide additional legal protection for your information.

17. No International Transfers

We operate exclusively within the United States and do not transfer data internationally. All data is stored and processed within the United States.

18. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect
• Right to request deletion of personal information
• Right to opt-out of sale of personal information (we never sell personal information)
• Right to non-discrimination for exercising privacy rights
• Right to know if information is shared and with whom (we only share for essential operations listed above)

19. Updates to This Policy

We may update this Privacy Policy when laws change or our practices evolve. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email notification to active clients
• Providing notice at our next service engagement

Your continued use of our services after changes constitutes acceptance of the updated policy.

20. Contact Information

For any questions about this Privacy Policy or our privacy practices:

Data Protection Contact: Arizona Tax Accounting and Consulting Services, LLC Mesa, Arizona 85201 [Phone number to be provided] [Email to be provided]

Response Time: We respond to all privacy inquiries within 5 business days.

21. Complaint Process

If you have concerns about how we handle your information:

1. Contact us directly – we’ll work to resolve it immediately
2. File a complaint with the Arizona Attorney General’s Office
3. Contact the IRS Office of Professional Responsibility
4. Reach out to relevant professional oversight bodies

22. Consent and Acknowledgment

By providing us with your personal information and using our services, you acknowledge that:

• You have read and understood this Privacy Policy
• You consent to the collection and use of your information as described
• You understand providing phone numbers is optional
• You can withdraw consent for communications at any time
• Your information will never be shared for marketing purposes

Last Updated: October 9, 2025

This Privacy Policy is effective as of the date stated above and will remain in effect except with respect to any changes in its provisions in the future, which will be in effect immediately after being posted on this website.