Privacy Policy

1. Scope and Controller

This Policy explains how TaxDecoders LLC, doing business as TaxDecoders, collects, uses, discloses, retains, and protects personal information through taxdecoders.com and related professional interactions. For applicable privacy laws, TaxDecoders is the controller or business determining the purposes and means of processing, except when acting in another legally defined role.

2. Information We Collect

Identity and contact information, such as name, address, email, telephone number, date of birth, taxpayer identification information, and identity documents.

Professional-service information, including tax returns, transcripts, notices, income, employment, business, family, asset, debt, banking, and financial information.

Engagement, signature, communication, appointment, payment-status, consent, and client-support records.

Device and usage information, such as IP address, browser, device, referral source, pages viewed, and cookie identifiers.

Information from you, authorized representatives, taxing authorities, transcript systems, service providers, and other sources you direct or authorize.

Payment providers generally collect complete payment-card or bank credentials directly. TaxDecoders may receive limited transaction details, status, amount, date, and identifiers but does not intend to store complete card credentials.

3. Purposes and Legal Bases

Respond to inquiries, assess service eligibility, schedule appointments, form and perform engagements, collect payment, and communicate.

Prepare, analyze, and handle U.S. federal and applicable state tax matters; represent clients before taxing authorities; and maintain the administrative record.

Verify identity, prevent fraud, secure systems, troubleshoot, enforce agreements, and comply with professional, tax, accounting, sanctions, court, and governmental obligations.

Operate, measure, and improve the Website and services.

Send marketing where permitted and, when required, based on consent.

Where GDPR, UK GDPR, or similar laws apply, processing is based as appropriate on steps requested before a contract, performance of a contract, legal obligations, legitimate interests such as security and service administration, establishment or defense of legal claims, or consent. You may withdraw consent prospectively at any time, without affecting earlier lawful processing.

4. Tax Return Information

Federal law restricts a tax return preparer's use and disclosure of tax return information. We use and disclose tax return information only as permitted by Internal Revenue Code Sections 7216 and 6713 and related Treasury regulations, with valid written consent when required, or as otherwise authorized by law. Our practice before the IRS is governed by Treasury Department Circular 230 and its professional-conduct requirements.

5. Disclosures and Service Providers

We may disclose information to the IRS and state taxing authorities under valid authority; vendors supporting secure portals, hosting, scheduling, email, communications, electronic signatures, payments, analytics, security, document handling, and professional operations; advisers and authorities when required by law; and persons you authorize. Vendors receive only information reasonably necessary for their functions and are expected to protect it contractually and legally. We do not sell personal information or share it with unrelated parties for their own marketing.

6. International Transfers

TaxDecoders operates from the United States and uses service providers that may process information in the United States or other countries. Those countries may have different privacy laws. Where applicable law requires a transfer mechanism, we will rely on an approved mechanism such as adequacy decisions, standard contractual clauses, contractual safeguards, consent where legally valid, or a permitted derogation. Do not submit information if you are not authorized to transfer it to the United States.

7. Security and Document Transmission

We maintain administrative, technical, and physical safeguards appropriate to the nature of the information, including a written information-security program where required. Use the designated encrypted portal for sensitive documents. No system is completely secure, and we cannot guarantee absolute security. If a breach requires notice, we will provide notice as required by applicable law.

8. Retention

We retain information only as long as reasonably necessary for the purpose collected, professional and tax recordkeeping, contract administration, security, dispute resolution, legal obligations, and enforcement. Retention depends on record type, engagement status, limitation periods, consent documentation, legal holds, and applicable law. When retention is no longer justified, information is deleted, anonymized, or securely disposed of. TaxDecoders will maintain an internal retention schedule with specific periods for leads, client files, tax records, payment records, recordings, consent records, analytics, and privacy requests.

9. Cookies and Analytics

The Website may use essential cookies and, only as configured, analytics or other optional technologies described in the Cookie Notice. Where required, optional cookies will not be placed until consent is obtained. You may change choices through the cookie controls. Browser settings may also limit cookies, though Website functions may be affected. We will honor legally required browser-based opt-out preference signals when applicable.

10. Privacy Rights

Depending on location and applicable law, you may have rights to access, correct, delete, restrict or object to processing, obtain a portable copy, withdraw consent, opt out of sale, targeted advertising, or certain profiling, and appeal a denied request. You may also complain to an applicable privacy regulator. These rights may be limited by identity verification, professional recordkeeping, legal claims, tax law, security, and other lawful exceptions.

Submit a request or appeal to Sonya@taxdecoders.com or the mailing address below. Describe the request and jurisdiction. We may verify identity and authority before acting. Authorized agents may submit requests where permitted, subject to proof of authority and identity verification. We will respond within the period required by applicable law and explain any denial and available appeal process. We will not unlawfully discriminate against you for exercising a right.

11. Texas Residents

Where the Texas Data Privacy and Security Act applies, Texas residents may request access, correction, deletion, and portability and may opt out of qualifying sale, targeted advertising, or certain profiling. TaxDecoders does not sell personal data or use it for targeted advertising as those terms are represented in this Policy. Even when a small-business exemption applies, TaxDecoders will not sell sensitive personal data without legally required consent.

12. EEA, Switzerland, and United Kingdom

Where applicable, you may exercise the rights described above and lodge a complaint with the supervisory authority in your country. TaxDecoders does not currently engage in solely automated decision-making that produces legal or similarly significant effects. Because TaxDecoders is a small U.S. practice, it may not be required to appoint an EU or UK representative in every circumstance; this must be reassessed if targeted international marketing, monitoring, or client volume materially expands.

13. U.S. State Notices

Residents of U.S. states with applicable privacy laws may exercise rights provided by those laws. TaxDecoders does not sell personal information and does not share it for cross-context behavioral advertising as represented here. State-specific rights and exemptions depend on applicable thresholds, the type of information, and TaxDecoders' role. We will process valid requests under the law that applies.

14. Children

The Website and services are not directed to children under 13, and we do not knowingly collect their personal information through the Website. Information about dependents supplied by an adult client for tax services is handled as part of the professional engagement and applicable law. Contact us if you believe a child submitted information directly without authorization.

15. Changes and Contact

We may update this Policy prospectively and will post a new effective date. If required, we will provide additional notice or obtain consent. Privacy questions, requests, complaints, and appeals may be sent to: TaxDecoders LLC d/b/a TaxDecoders, Attn: Sonya D. Bright, EA, PO Box 793, Baytown, TX 77522-0793; Sonya@taxdecoders.com; 832-450-7785.