Privacy Policy

1. Introduction

Private Accountant Inc ("we," "our," or "us") is committed to protecting your privacy and maintaining the confidentiality of your personal and financial information. This Privacy Policy explains how we collect, use, protect, and share information about you when you use our accounting, tax preparation, and financial services.

By engaging our services, you consent to the collection and use of your information as described in this Privacy Policy. This policy applies to all clients, website visitors, and anyone who provides personal information to Private Accountant Inc.

2. Information We Collect

2.1 Personal Information

We collect personal information necessary to provide professional accounting services, including:

• Name, address, phone number, and email address
• Social Security Number and tax identification numbers
• Date of birth and identification documents
• Employment information and income details
• Banking and financial account information
• Business ownership and partnership details
• Investment and asset information

2.2 Financial Information

To provide accounting and tax services, we collect:

• Tax returns and supporting documentation
• Financial statements and accounting records
• Bank statements and transaction records
• Investment accounts and portfolio information
• Business financial records and contracts
• Payroll and employee information

2.3 Website Information

When you visit our website, we may collect:

• IP address and browsing behavior
• Device information and browser type
• Pages visited and time spent on site
• Referral sources and search terms
• Contact form submissions and inquiries

3. How We Use Your Information

We use your information exclusively for legitimate business purposes:

3.1 Professional Services

• Preparing tax returns and financial statements
• Providing bookkeeping and accounting services
• Processing payroll and employee benefits
• Conducting audits and financial reviews
• Offering business consulting and tax planning
• Communicating about your account and services

3.2 Legal and Regulatory Compliance

• Filing required tax returns and reports
• Complying with IRS and state tax authorities
• Meeting professional licensing requirements
• Responding to legal requests and subpoenas
• Maintaining records as required by law

3.3 Business Operations

• Managing client relationships and accounts
• Improving our services and processes
• Training staff and quality assurance
• Marketing our services (with consent)
• Protecting against fraud and security threats

4. Information Sharing and Disclosure

We maintain strict confidentiality and only share information when necessary and permitted:

4.1 With Your Consent

We may share information with third parties when you provide explicit consent, such as when working with your attorney, banker, or other financial advisors.

4.2 Service Providers

We may share information with trusted service providers who assist in our operations:

• Cloud storage and data processing companies
• Software vendors and technology partners
• Professional liability insurance carriers
• Legal and professional consultants

4.3 Legal Requirements

We may disclose information when required by law:

• Tax authority requests and examinations
• Court orders and legal subpoenas
• Regulatory investigations and compliance
• Law enforcement requests (when legally required)

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, client information may be transferred as part of the business, subject to continued confidentiality protections.

5. Data Security and Protection

We implement comprehensive security measures to protect your information:

5.1 Technical Safeguards

• Bank-level encryption for data transmission and storage
• Multi-factor authentication for system access
• Firewalls and intrusion detection systems
• Regular security updates and patches
• Secure cloud storage with redundant backups

5.2 Physical Safeguards

• Locked filing cabinets and secure document storage
• Controlled access to office facilities
• Secure disposal of sensitive documents
• Clean desk policy and screen locks

5.3 Administrative Safeguards

• Employee background checks and training
• Confidentiality agreements and professional ethics
• Access controls based on job responsibilities
• Regular security awareness training
• Incident response and breach notification procedures

6. Your Rights and Choices

You have several rights regarding your personal information:

6.1 Access and Correction

You may request access to your personal information and ask us to correct any inaccuracies. We will respond to reasonable requests within 30 days.

6.2 Communication Preferences

You can opt out of marketing communications at any time by:

• Clicking unsubscribe links in emails
• Contacting us directly
• Updating your preferences in writing

6.3 Data Retention

We retain client information as required by professional standards and law, typically:

• Tax records: 7 years after filing
• Audit workpapers: 7 years after report date
• Accounting records: 7 years after service completion
• Corporate records: Permanently or as required by law

7. Cookies and Website Tracking

Our website uses cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website traffic and user behavior
• Improve website functionality and user experience
• Provide relevant content and advertisements

You can control cookie settings through your browser preferences. Disabling cookies may affect website functionality.

8. Third-Party Services

Our website may contain links to third-party websites or integrate with external services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

9. Children's Privacy

Our services are not directed to children under 18. We do not knowingly collect personal information from children under 18 without parental consent. If we become aware of such collection, we will take steps to delete the information promptly.

10. California Privacy Rights

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

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to access personal information
• Right to delete personal information
• Right to non-discrimination for exercising privacy rights

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

11. International Data Transfers

Your information is primarily stored and processed in the United States. If we transfer information to other countries, we will ensure appropriate safeguards are in place to protect your privacy rights.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending email notifications to active clients
• Providing notice during your next service interaction

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

13. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us:

14. Professional Standards

As Certified Public Accountants, we are bound by professional ethics and confidentiality requirements including:

• American Institute of CPAs (AICPA) Code of Professional Conduct
• State Board of Accountancy regulations
• Confidentiality requirements under professional standards
• Client privilege protections where applicable

These professional obligations provide additional protection for your information beyond this Privacy Policy.