At Tax Pro Management, LLC ("we," "our," or "us"), maintaining the confidentiality and security of your nonpublic personal information (NPI) is foundational to our practice. This Privacy Policy details how we collect, use, protect, and handle your information when you visit taxpromanagement.com (the "Site") or engage our professional services.
1. Information We Collect
We collect information that identifies, relates to, or could reasonably be linked with you ("Personal Identifiable Information").
- Information You Provide Voluntarily: When you fill out contact forms, schedule consultations, or engage our services, we collect:
- Contact Data: Full name, business name, mailing address, email address, and telephone number.
- Financial and Tax Data: Social Security numbers (SSNs), Employer Identification Numbers (EINs), income statements, banking details, investment records, and historical tax filings.
- Operational Data: Payroll histories, general ledgers, and entity formation documents.
- Information Collected Automatically (Website Visitors): When you browse our Site, we automatically collect standard technical data via cookies and server logs, including your IP address, browser type, operating system, referring URLs, and pages viewed. This helps us optimize user experience and secure our digital infrastructure.
2. How We Use Your Information
We use your information strictly for legitimate business and professional purposes, including:
- Executing tax preparation, bookkeeping, payroll management, and valuation services.
- Communicating with you regarding your accounts, engagements, and tax deadlines.
- Complying with federal, state, and local regulatory mandates.
- Improving our website functionality and client portal performance.
We do not sell, rent, or lease your personal or financial information to third parties.
3. Data Security Measures and Safeguards
We maintain a robust Written Information Security Plan (WISP) designed to comply fully with the FTC Safeguards Rule and IRS Publication 4557 (Safeguarding Taxpayer Data). Our protective measures include:
- Access Control: Strict adherence to the "need-to-know" principle; access is restricted exclusively to authorized firm personnel.
- Technical Protections: Deployment of secure cloud architectures, end-to-end encryption for data both in transit and at rest, and multi-factor authentication (MFA) across all practice management platforms.
- Regulatory Segregation: Strict adherence to IRC Section 7216, ensuring data segregation between distinct legal entities and services.
4. Artificial Intelligence (AI) and Technology Ethics Policy
Tax Pro Management, LLC leverages modern data analytics and ethical artificial intelligence tools to streamline internal workflows, data analysis, and departmental efficiency.
- Data Minimization & Anonymization: Client nonpublic personal information (NPI) is never inputted into public, open-source, or unvetted AI models. Any technological assistance used for analysis or workflow optimization operates within strictly isolated, secure, and encrypted environments.
- Human Oversight: All final tax calculations, financial reports, recommendations, and advisory deliverables are comprehensively reviewed, verified, and authorized by qualified human professionals. AI is utilized strictly as an analytical aid, never as a final decision-maker.
5. Data Retention Policy
In professional alignment with IRS guidelines and accounting best practices, we retain active and historical client tax and financial records for a period of seven (7) years to ensure complete audit readiness and historical reference. Following this period, all physical and electronic records are purged or shredded using secure, industry-certified destruction protocols.
6. Your Rights and Choices
- Opt-Out of Marketing: You may opt out of promotional communications at any time by following the unsubscribe link in our emails.
- Access and Correction: You maintain the right to request a review of the personal data we hold on your behalf and request corrections for any inaccuracies.
7. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in regulatory standards or operational practices. Any modifications will be posted directly to this page with an updated revision date.
8. Contact Us
For questions, concerns, or requests regarding this Privacy Policy, please contact our administrative team:
Tax Pro Management, LLC
Cell: 414-304-9142
Office: 414-250-1246
karentolliver@taxpromanagement.com
http://taxpromanagement.com