Privacy Policy

1. Introduction

At [Jay Tax Advisors], we recognize that our clients provide us with highly sensitive personal and financial information. This Privacy Policy outlines how we collect, protect, and use your data in compliance with the Gramm-Leach-Bliley Act (GLBA) and relevant state privacy laws.

2. Information We Collect

We collect non-public personal information (NPI) about you that is provided to us by you or obtained by us with your authorization. This includes:

  • Personal Identifiers: Name, Social Security Number (SSN), Employer Identification Number (EIN), and date of birth.
  • Contact Information: Physical address, email address, and phone number.
  • Financial Data: Income statements, bank statements, investment records, credit card statements, and tax history.
  • Employment Data: Payroll records, employee names, and benefit information.
3. How We Use Your Information

We use the information collected solely for the purpose of providing professional services, including:

  • Preparation of federal and state tax returns.
  • Processing of payroll and filing of quarterly payroll tax reports.
  • Maintaining accurate bookkeeping and financial records.
  • Communicating with the IRS or state tax authorities on your behalf (with Power of Attorney).
4. Disclosure to Third Parties

We do not sell, rent, or trade your personal information to third parties. We only disclose information to third parties under the following circumstances:

  • To service providers who assist in our operations (e.g., cloud-based accounting software or tax filing software), provided they adhere to strict confidentiality agreements.
  • When required by law (e.g., in response to a subpoena or IRS summons).
  • With your express written consent (e.g., sending financial statements to a mortgage lender).
5. Data Security Measures

We maintain physical, electronic, and procedural safeguards to protect your NPI.

  • Encryption: All data transmitted through our website and client portal is encrypted using industry-standard SSL/TLS technology.
  • Access Control: Access to your information is restricted to employees who need that information to provide services to you.
  • Portal Usage: We strongly advise clients to use our secure portal for document exchange. We are not responsible for the security of information sent via unencrypted email.
6. Data Retention

We retain your records for as long as necessary to comply with professional standards and IRS statutes of limitations (typically seven years). After this period, physical documents are shredded, and digital files are securely deleted.

7. Your Rights (CCPA/State Specific)

Depending on your state of residence, you may have the right to:

  • Request a copy of the data we hold about you.
  • Request that we correct inaccuracies in your data.
  • Request that we delete your data (subject to our legal obligations for tax record retention).
8. Updates to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the bottom of the page will reflect the most recent changes.