Privacy Policy

1. Who we are and whose information this covers

TaxPipe is software that tax preparation offices (“Offices”) use to manage their clients: intake, documents, e-signatures, appointments, text messages, calls, and filing and refund status. TaxPipe is a software company: it does not run a tax office or prepare tax returns. This policy covers:

• Office users: owners, managers, preparers and staff who sign in to TaxPipe.
• Taxpayers (“Clients”): people whose tax information an Office keeps in TaxPipe, or who fill in an intake form, upload a document, sign, or text or call an Office through TaxPipe.
• Visitors: people who visit taxpipe.io or book a demo call.

When an Office keeps its Clients’ information in TaxPipe, the Office decides what is collected and why, and TaxPipe processes it on the Office’s behalf as its service provider. The Office’s own privacy notice also applies to its Clients. If you are a Client, you can make requests to your Office directly or to us, and we will work with your Office to answer them.

2. Information we collect

• Contact and account details: name, email address, mobile and other phone numbers, mailing address, office name, role, and sign-in records (including two-step verification).
• Tax and financial information an Office or Client enters or uploads to prepare a tax return: for example Social Security numbers or ITINs, dates of birth, dependents, income and tax documents (such as W-2s and 1099s), identity documents, and bank account details for refunds or fees.
• Business registration details an Office gives to set up its phone number and texting, such as its legal name, EIN, address and authorized representative. We keep only the last four digits of the EIN after registration.
• Communications: text messages, emails, call details (numbers, times, duration), voicemail recordings and their transcripts, notes, and e-signature records (consent, time, IP address).
• Consent records: whether, when and how a person agreed to texts or calls, and any opt-out (STOP) requests.
• Device and usage information: IP address, browser and device type, pages used, and dates and times, collected through server logs and cookies needed to keep you signed in.

3. How we use information

• To provide TaxPipe: run Office accounts, keep client records, collect documents and signatures, send texts and emails, and connect calls.
• To help Offices prepare and file tax returns and to tell Clients about their return, documents, appointments and refunds.
• To verify identity, secure accounts (for example, sign-in codes), and detect, prevent and investigate fraud, abuse and security incidents.
• To provide support, answer questions, and send service notices.
• To keep records of consent and opt-outs and to honor them.
• To meet legal, tax and regulatory duties and to enforce our Terms.
• To improve TaxPipe, using information that is combined or de-identified so it does not identify anyone.

We do not use Clients’ tax return information for marketing, and we do not sell personal information.

4. Text messages (SMS)

Information gathered in the SMS campaign will not be shared with third parties or affiliates for marketing purposes. It is used only to provide the services you asked for and to communicate between you and your tax preparer. Information from SMS campaigns is left out of any information we share, and it is not tracked or analyzed beyond what is needed to deliver the text messages.

You can stop texts at any time by replying STOP, or by contacting us below. See the texting terms in our Terms of Service.

5. Calls and voicemail

Calls to and from an Office’s TaxPipe number are connected through our telecommunications provider. If a call is not answered, the caller may leave a voicemail, which is recorded and may be transcribed automatically. Voicemails are kept in the Office’s phone account so the Office can listen and respond. Offices may record calls only after telling the other party and getting any consent the law requires (in Florida, every party must consent).

6. How we share information

We share personal information only as follows:

• With the Office that serves you, and with the people in that Office who need it for their work. Each Office sees only its own clients.
• With service providers that run TaxPipe for us under contracts that limit their use of the information to providing their service, such as cloud hosting (Vercel), our database (Supabase), text messaging and calling (Twilio) and email delivery (Resend).
• With tax authorities such as the IRS and state tax agencies, when an Office files a return or as the law requires.
• For legal reasons: to comply with law, a subpoena or court order, to protect the rights, property or safety of TaxPipe, our users or others, or to investigate fraud or security issues.
• In a business transfer, such as a merger or sale of assets, to a buyer that agrees to protect the information as this policy describes.
• With your consent or at your direction.

We do not sell personal information and do not share it for targeted (cross-context behavioral) advertising. Information gathered in the SMS campaign is not shared with third parties or affiliates for marketing purposes, as stated in section 4.

7. Tax return information

Tax return information is protected by federal law, including Section 7216 of the Internal Revenue Code and the Gramm-Leach-Bliley Act. TaxPipe uses and discloses tax return information only to provide its services to the Office and the taxpayer, and as those laws allow. Offices are responsible for getting any taxpayer consent that Section 7216 requires before using or disclosing tax return information for other purposes.

8. How we protect information

We use administrative, technical and physical safeguards designed to protect personal information, including:

• Two-step verification on every TaxPipe account.
• Encryption of information in transit (HTTPS) and at rest by our hosting and database providers.
• Access limited by role, so each Office and each person sees only what their work requires.
• Keeping only the last four digits of an EIN after registration, and keeping secret keys out of our code.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the authorities as required by law, including the Florida Information Protection Act.

9. How long we keep information

We keep information while an account is active and as long as needed to provide TaxPipe, meet legal, tax and record-keeping duties (tax preparers must keep certain records for at least three years), resolve disputes and enforce agreements. Consent and opt-out records are kept as long as needed to prove and honor them. When information is no longer needed, we delete or de-identify it.

10. Your choices and rights

• Texts: reply STOP to opt out at any time, or ask us or your Office.
• Emails: service emails (such as sign-in codes) are needed to use TaxPipe; you can ask to stop any other emails.
• Access, correction and deletion: you can ask to see, correct or delete your personal information. Some information must be kept to meet legal or tax duties. Depending on where you live, you may have additional rights under state law, such as knowing what we collect and not being discriminated against for using your rights. California residents may also ask what personal information we disclosed to third parties for their direct marketing (we do not do this).

To make a request, email team@taxpipe.io or call (954) 289-9693. We will verify your identity before acting on a request. If an Office keeps your information, we may refer your request to that Office and help it respond.

11. Cookies

TaxPipe uses only the cookies it needs to work, such as keeping you signed in securely. We do not use advertising cookies or third-party trackers. Because we do not track you across other sites, we treat “Do Not Track” signals the same way.

12. Children

TaxPipe is not meant for children, and we do not knowingly collect personal information directly from anyone under 13. Offices may keep information about a taxpayer’s dependents, given by the taxpayer, to prepare a return. If you believe a child gave us information directly, contact us and we will delete it.

13. Other websites

Links to other websites are not covered by this policy. Their own privacy policies apply.

14. Changes to this policy

We may update this policy. We will post the new version here with a new effective date, and tell account holders about important changes. Changes never allow us to share information gathered in the SMS campaign with third parties or affiliates for marketing purposes.

Contact us

The Tax Pipe, LLC
Email: team@taxpipe.io
Phone: (954) 289-9693