Effective Date: May 9, 2025

Version: 2025.1.2

Last Updated: July 28,, 2025

1. Introduction

TaxSpectra, LLC ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, store, and disclose your information when you use our website, client portal, or any services provided through our platform.

By using our website or services, you consent to the data practices described in this policy.

2. Information We Collect

A. Information You Provide:
- Name, email address, and phone number
- Uploaded tax documents (e.g., W-2s, 1099s, receipts)
- Social Security Number, Tax ID, or other sensitive tax-related data (when provided)
- Messages, forms, and notes submitted through our site or portal

B. Automatically Collected Data:
- Browser type and device information
- IP address and geolocation
- Cookies and usage data
- Referral source (if applicable)

3. How We Use Your Information

We use your information to:
- Prepare and file tax returns
- Provide secure document upload and client communication tools
- Analyze documents using AI-powered tools (with your consent under IRS §7216)
- Improve website functionality and user experience
- Comply with legal, IRS, or regulatory obligations

We do not sell or rent your data to third parties.

4. Disclosure of Your Information

We may share your information with:
- IRS-authorized third parties (with your signed §7216 consent)
- Technology vendors providing infrastructure support (e.g., Salesforce, AI tools)
- Legal authorities when required to comply with applicable law

5. AI and Automation Tools
With your written permission under IRS regulations (IRC §7216), we may use secure AI-powered systems to:
- Classify and summarize your tax documents
- Cross-reference IRS guidance
- Suggest deduction categories and assist with document organization

We do not use or disclose any tax return information to these AI systems without your signed §7216 consent form. If you decline to provide consent, your return will be processed manually without AI assistance. You may revoke your consent at any time by contacting us in writing.

With your permission, we may use secure AI-powered systems to:
- Classify and summarize your tax documents
- Cross-reference IRS guidance
- Suggest deduction categories

You may opt in or out of these features at any time via our [Consent to Use AI Tools Form].

6. Cookies and Tracking

We use cookies and tracking pixels to enhance website performance. You can manage cookies through your browser settings or opt out of tracking using a Do Not Track (DNT) signal.

7. Your Rights

Depending on your location, you may have rights to:
- Access or correct your personal data
- Request deletion of your records
- Object to automated decision-making
- Opt out of data use for marketing or analysis

To exercise these rights, please contact us at [email@example.com].

8. Data Security

We implement technical, administrative, and physical safeguards to protect your information, including:
- Encryption of documents in transit and at rest
- Access controls within our client portal
- Secure hosting with third-party providers

9. Retention of Data

We retain tax-related data for as long as legally required (typically 3–7 years), or until the client requests deletion and it is permissible under IRS guidelines.

10. Children’s Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this policy from time to time. Revisions will be posted on this page with an updated effective date.

12. Contact Us

For questions about this Privacy Policy or your data rights, please contact:

TaxSpectra, LLCEmail: hello@taxspectra.comPhone: 360-559-2554