Privacy Policy

We collect information you give us when you sign up and use Tax Portal Pro. We only collect what's necessary to provide the service — we don't collect data for advertising or sell it to anyone.

• Account basics — your name, email address, phone number, and login credentials. We need these to create your account and keep it secure.
• Firm details — firm name, office addresses, and team member information. This is collected when a firm owner sets up their practice on the platform.
• Client information — names, addresses, Social Security numbers, EINs, ITINs, filing status, and related tax details. This is the core data firms need to prepare taxes.
• Tax documents — W-2s, 1099s, bank statements, and other files uploaded through the portal. These replace the email attachments and paper documents of traditional tax prep.
• Messages — communications sent between firms and clients inside the portal. These stay within the platform and aren't sent through regular email.
• Payment information — processed securely through Stripe, a leading payment processor. We never see, store, or have access to your credit card number. Stripe handles all of that.
• Usage information — which pages you visit and features you use. This helps us understand what's working well and what needs improvement. We don't use third-party analytics or tracking services for this.

Everything we do with your information is about making Tax Portal Pro work for you. Here's specifically how we use it:

• Running the platform — authenticating your login, loading your portal, displaying your documents, processing your forms, and delivering your messages
• Connecting firms and clients — your tax preparer needs to see your documents, and you need to see their requests. The portal makes this exchange secure and organized.
• Processing payments — when firms charge for subscriptions or clients pay invoices, we facilitate those transactions through Stripe
• Sending important emails — password resets, document request notifications, appointment confirmations, invoice alerts, e-signature requests, and team invitations. These are all service-related — we don't send marketing emails.
• Sending text messages — with your permission, we send verification codes, appointment reminders, document reminders, and signature links via SMS. More details in the Text Messaging section below.
• Keeping the platform safe — detecting unauthorized access attempts, enforcing role-based permissions, and protecting against fraud or abuse
• Improving the product — understanding which features are used helps us prioritize what to build next and fix what isn't working

Tax Portal Pro does not sell your personal information. Period. We don't sell it, we don't rent it, and we don't trade it. We only share data in these specific, limited situations:

• Your tax preparer — the firm you're working with can see your documents, forms, messages, and appointment information so they can prepare your taxes. This is the core purpose of the platform. You chose this firm, and they need access to do their job.
• Service providers that help us run the platform — we use a small number of trusted companies for specific infrastructure jobs. Each one only handles the data they need to perform their specific function, and each is contractually required to protect it:
  • Hosting and authentication (Google / Firebase)
  • Payment processing (Stripe)
  • Email delivery (Resend)
  • Text message delivery (SignalWire)
  • Website security and performance (Cloudflare)
• When the law requires it — if we receive a valid subpoena, court order, or government request, we may be legally required to share certain information. We will notify you if permitted by law.
• If our business changes hands — in the unlikely event of a merger, acquisition, or sale, your data would transfer under the same privacy protections described in this policy. We would notify you before your data is transferred.

Tax data is some of the most sensitive information there is — Social Security numbers, financial records, legal documents. We built Tax Portal Pro from the ground up with security as a core requirement, not an afterthought.

• Encryption everywhere — every single connection to Tax Portal Pro is encrypted using HTTPS, the same standard used by banks and financial institutions. If someone tries to connect without encryption, they're automatically redirected to the secure version. We also send a special header (HSTS) that tells your browser to never even attempt an unencrypted connection again.
• Double encryption for sensitive IDs — Social Security numbers, EINs, and ITINs are encrypted a second time before they're stored, using bank-grade encryption (AES-256). Each value gets its own unique random component, so even in the extremely unlikely event of unauthorized database access, these numbers would appear as unreadable, scrambled text.
• Strict access controls — every person on the platform has a specific role that limits exactly what they can see and do. Clients only see their own data. Preparers only see their assigned clients. Assistants have limited access. No one sees more than they need to.
• Complete firm separation — every firm's data is completely walled off from every other firm on the platform. There is no shared data, no admin view across firms, and no way for one firm to access another firm's clients or documents.
• Automatic session timeouts — if you walk away from your computer or put down your phone, your session locks after 10 minutes of inactivity. No one who walks by can pick up where you left off.
• Secure authentication — logins are powered by Google's authentication infrastructure, the same system that protects billions of Google accounts. Tax Portal Pro never stores your password. You can also sign in with your Google account for added convenience.

Tax Portal Pro uses a single session cookie to keep you logged in while you use the platform. This cookie is essential — it's how we know you're you when you navigate between pages. Here's what we don't do:

• We do not use advertising cookies or tracking pixels
• We do not use third-party analytics services that follow you across the web
• We do not build advertising profiles based on your behavior
• We do not share browsing data with ad networks

Do Not Track: Because we don't track users across third-party websites in the first place, our service operates the same way regardless of whether your browser sends a "Do Not Track" signal.

We keep your information for as long as your account is active or as needed to provide our services. We don't keep data longer than necessary. Specifically:

• Account data — kept while your account is active. If you close your account, we delete your personal data within 30 days unless we're legally required to keep it.
• Tax records — firms may retain client records as required by tax regulations and professional standards, typically 3–7 years depending on the document type and applicable state and federal requirements.
• Temporary data — things like verification codes and login handoff tokens are automatically deleted within minutes of being used or expiring.

Want your data deleted? Email support@taxportalpro.com and we'll process your request within 30 days, unless we're legally required to keep certain records.

You have control over your information. Depending on where you live, you have the right to:

• Access — see what personal data we hold about you and request a copy of it
• Correct — ask us to fix anything that's inaccurate or out of date
• Delete — ask us to remove your personal data from our systems
• Opt out of SMS — stop receiving text messages at any time by replying STOP to any message
• Withdraw consent — if we process data based on your consent, you can withdraw that consent at any time
• Data portability — request your data in a portable format so you can take it elsewhere

California residents have additional rights under the California Consumer Privacy Act (CCPA). You have the right to know what personal information is collected, the right to delete it, and the right to opt out of any sale of personal data. We do not sell personal data, but you have this right regardless. We will not discriminate against you for exercising any of these rights.

To exercise any of these rights, contact support@taxportalpro.com. We'll respond within 30 days.

Tax Portal Pro is a business tool designed for use by adults. Our service is not intended for, directed at, or designed to attract anyone under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided personal information to us, please contact us at support@taxportalpro.com and we will promptly investigate and delete any such information.