Effective Date: October 10th, 2025
Last Updated: October 18th, 2025
Company: Tax & Books Pro, LLC
Address: 4142 E Commerce Way # 112, Sacramento, CA 95834
Email: info@taxandbookspro.com
Jurisdiction: State of California, County of Sacramento
1. Introduction
At Tax & Books Pro, LLC (“we,” “us,” or “our”), we respect your privacy and are committed to protecting your personal and financial information.
As a licensed Enrolled Agent (EA) firm providing tax, bookkeeping, payroll, accounting, and business consulting services in California, we are legally obligated to maintain confidentiality under IRS Circular 230, the Gramm-Leach-Bliley Act (GLBA), and the California Consumer Privacy Act (CCPA/CPRA).
This Privacy Policy explains in detail how we collect, use, share, and safeguard your data, and the rights you have under state and federal law.
2. Scope of This Policy
This Privacy Policy applies to:
- Visitors and clients of www.taxandbookspro.com
- Individuals using our client portals, email, or communication systems
- All clients receiving professional services from Tax & Books Pro
- Any data collected in-person, online, by phone, or through third-party integrations
This Policy does not apply to non-affiliated third parties’ websites or platforms that you access via external links.
3. Information We Collect
We collect information necessary to deliver professional tax, financial, and business advisory services. The categories of information collected include:
3.1 Personal Identifiers
- Full name, mailing address, email address, date of birth
- Social Security Number (SSN), Employer Identification Number (EIN)
- Driver’s license or state-issued identification numbers
3.2 Financial Information
- Tax return data (Forms W-2, 1099, 1040, 1120, 1065, etc.)
- Payroll records and accounting ledgers
- Bank account, routing numbers, and transaction details (for payroll or refunds)
- Investment, real estate, and retirement account information
3.3 Business Information
- Business name, EIN, and incorporation documents
- Bookkeeping records, profit/loss reports, and chart of accounts
- Vendor, employee, and contractor data (for payroll and filings)
3.4 Technical and Device Data
- IP address, browser type, and access timestamps
- Device identifiers, operating system, and session logs
- Cookies and analytics data (collected under California and federal privacy standards)
3.5 Communication Data
- Email correspondence, text messages, and chat transcripts
- Call logs and consultation notes
- Document uploads and file transfer metadata
We collect this data only for legitimate business, tax, and compliance purposes.
4. How We Collect Information
We collect information in the following ways:
- Directly from you via intake forms, onboarding documents, or email
- Through secure portals such as QuickBooks Online, Microsoft 365, and TaxDome (if applicable)
- Automatically via cookies, analytics tools, and system logs
- From third parties (e.g., financial institutions, payroll providers, or prior accountants) with your written consent
5. Use of Information
We use personal and business data solely for legitimate professional purposes, including:
- Preparing and filing individual, business, and nonprofit tax returns
- Performing bookkeeping, payroll, and financial reporting
- Providing tax planning, incorporation, and advisory services
- Managing client communications, appointments, and billing
- Representing clients before the IRS or California Franchise Tax Board (with proper authorization)
- Complying with legal, regulatory, and ethical obligations under IRS and California law
We do not sell, rent, or exchange your personal or financial information with marketers or unrelated entities.
6. Legal Basis for Processing
We process your information under one or more of the following lawful bases:
- Contractual necessity: To perform professional services you requested.
- Legal obligations: To comply with IRS, FTB, and anti-money-laundering requirements.
- Consent: When you voluntarily share personal data for our professional use.
- Legitimate interest: To maintain accurate records, security, and fraud prevention.
7. How We Share Information
We may share your data only in the following limited circumstances:
7.1 Authorized Government Agencies
- IRS, California Franchise Tax Board (FTB), Employment Development Department (EDD), or other government entities for filings or representation.
7.2 Service Providers and Vendors
We use reputable third-party vendors under strict confidentiality and data protection agreements, including:
- Google Drive, Dropbox, and Amazon Web Services (AWS) for encrypted cloud storage
- QuickBooks Online and Gusto for bookkeeping and payroll processing
- Microsoft 365 and Outlook for communication and document collaboration
Each vendor complies with SOC 2, ISO 27001, and/or GDPR-equivalent security frameworks.
7.3 Legal Disclosures
We may disclose information when required by law, court order, or regulatory request. We will notify you unless prohibited by law.
7.4 Successor Entities
If Tax & Books Pro undergoes a merger, acquisition, or reorganization, client data may transfer to the successor entity under the same confidentiality obligations.
8. Data Storage, Retention, and Backup
8.1 Storage
All data is securely stored in encrypted environments hosted on compliant U.S.-based servers managed by Google, Microsoft, Dropbox, AWS, or equivalent platforms.
8.2 Retention Period
Client records, tax files, and communication logs are retained for five (5) years after service completion unless required longer by IRS or state regulations.
8.3 Secure Destruction
Upon expiration of the retention period, all data is permanently deleted using NIST-compliant destruction protocols.
9. Data Security and Safeguards
Tax & Books Pro employs multiple layers of protection:
- Encryption: All data is protected by AES-256 encryption in transit and at rest.
- Access Controls: Limited to authorized personnel with multi-factor authentication.
- Firewalls and Anti-Malware: Regularly updated network and device protection.
- Security Audits: Periodic vulnerability assessments and compliance reviews.
- Employee Training: Mandatory cybersecurity and confidentiality training for all staff.
We follow best practices under the FTC Safeguards Rule and IRS Publication 4557.
10. Your Rights Under California Law
As a California resident, you are entitled to the following rights under CCPA/CPRA:
10.1 Right to Know
You may request a summary of the personal information we have collected, its purpose, and the categories of third parties with whom it has been shared.
10.2 Right to Access
You may request a copy of your personal data in a portable and machine-readable format.
10.3 Right to Delete
You may request deletion of your personal information, subject to retention required by IRS or legal obligations.
10.4 Right to Correct
You may request corrections to inaccurate or incomplete information.
10.5 Right to Opt-Out of Sale
We do not sell personal information. However, you may request confirmation of this status.
10.6 Right to Non-Discrimination
You will not face discrimination or altered service pricing for exercising your privacy rights.
Requests may be submitted to info@taxandbookspro.com.
We will verify your identity before acting on any request as required by California Civil Code §1798.130.
11. Cookies and Tracking Technologies
Our website uses cookies and analytics technologies to improve usability, enhance security, and analyze performance.
11.1 Types of Cookies Used
- Essential cookies: For authentication and secure sessions
- Analytics cookies: Used by Google Analytics for website performance metrics
- Preference cookies: Save language or display settings
You can disable cookies through your browser, but some features may not function properly.
12. Email and Marketing Communication
We may send communications related to your services, including billing, reminders, or updates.
Marketing emails are limited to educational or informational content related to tax and accounting topics.
You may unsubscribe at any time via email or by contacting info@taxandbookspro.com.
We comply fully with the CAN-SPAM Act (15 U.S.C. §7701 et seq.).
13. Data Transfers and International Access
All client data is processed and stored exclusively within the United States.
We do not transfer or process personal information outside the U.S.
14. Children’s Privacy
Our services are intended for adults (18+).
We do not knowingly collect data from children. If such data is identified, it will be promptly deleted.
15. Data Breach Notification Policy
In the event of a data breach involving personal information:
- We will promptly investigate and contain the incident.
- Affected individuals will be notified within the timeframe required by California Civil Code §1798.82.
- We will cooperate with law enforcement and relevant authorities.
15A. Data Misuse and Unauthorized Access
Tax & Books Pro maintains multiple layers of security to protect personal and financial data. However, clients are equally responsible for safeguarding access credentials and avoiding actions that could compromise their own data.
You agree not to:
- Attempt unauthorized access to our servers, databases, or systems;
- Introduce malware, ransomware, or any code designed to disrupt or damage data;
- Use another client’s credentials or disclose your login details to third parties;
- Circumvent any authentication or encryption mechanism used by Tax & Books Pro or its vendors.
Any detected misuse may result in immediate termination of services and may be referred to appropriate authorities for investigation.
15B. Disclaimer on Security and Transmission Risks
While we use AES-256 encryption, firewalls, and multi-factor authentication, no online transmission or storage method is completely immune from breach or interception.
We cannot guarantee the absolute security of your data transmitted over the Internet or stored in cloud environments.
By using our services, you acknowledge and accept these inherent risks and agree that Tax & Books Pro shall not be liable for damages arising from:
- Hacking, cyberattacks, or system intrusions perpetrated by third parties;
- Unauthorized disclosures caused by user negligence, phishing, or compromised devices;
- Internet disruptions, telecommunications failures, or uncontrollable force majeure events.
15C. Disclaimer for Third-Party Platform Errors
We integrate secure third-party services such as Google Drive, Dropbox, AWS, Microsoft, and QuickBooks Online.
While each maintains enterprise-grade compliance, we cannot control or guarantee the actions, policies, or performance of these independent systems.
If any data breach, service interruption, or policy change occurs at a third-party provider, Tax & Books Pro shall not be held responsible for damages resulting therefrom.
15D. Limitation of Liability for Errors and Omissions
Despite reasonable precautions and professional diligence, unintentional errors in data entry, transmission, or reporting may occur.
Tax & Books Pro’s liability for any such error is strictly limited to correction or re-performance of the affected service.
We disclaim all liability for incidental, consequential, or punitive damages related to data inaccuracies or system issues.
15E. Client Duty of Cooperation
Clients agree to:
- Promptly notify Tax & Books Pro of suspected unauthorized access or unusual account activity;
- Use secure, private devices when accessing client portals;
- Refrain from storing sensitive tax documents on shared or public computers;
- Implement reasonable security measures (e.g., password protection, updated software) on their own systems.
Failure to comply with these responsibilities may increase data exposure risks and limit available remedies under this Policy.
16. Client Portals and Electronic Communications
When using our secure portals or email systems, you acknowledge that electronic communications carry inherent risks.
We take reasonable precautions to safeguard transmissions, but you agree that communication via email or portal constitutes acceptable notice under E-SIGN and UETA.
17. Links to Third-Party Websites
Our site may include links to other websites for reference or convenience.
We are not responsible for their privacy practices, policies, or content.
You should review each third party’s privacy policy before providing personal information.
18. Changes to This Policy
We may revise this Privacy Policy periodically to reflect updates in law or business practices.
Revisions will appear on this page with an updated “Last Updated” date.
Material changes will be communicated directly via email or client portal notice.
19. Dispute Resolution
Any dispute arising under this Policy shall be resolved through binding arbitration in Sacramento County, California, pursuant to the Federal Arbitration Act and the rules of the American Arbitration Association (AAA).
All decisions of the arbitrator shall be final and binding.
20. Contact Information
To exercise your privacy rights, report a concern, or ask questions, contact us:
Email: info@taxandbookspro.com
Mailing Address:
Tax & Books Pro, LLC
4142 E Commerce Way # 112, Sacramento, CA 95834
