Privacy Policy

INFORMATION WE COLLECT

To provide accurate tax preparation, advisory, and representation services, Legacy Tax Specialists must collect and process various categories of sensitive information. By utilizing our Website, Cognito Forms, or secure portals, you consent to the collection of the following:

1.1 Personal Identification Information (PII)

We collect data necessary to verify your identity and fulfill federal/state filing requirements, including:

Legal Identity: Full legal name, date of birth, and marital/household status.
Contact Data: Mailing and physical addresses, telephone numbers, and email addresses.
Government Identifiers: Social Security Numbers (SSN), Individual Taxpayer Identification Numbers (ITIN), and copies of Driver’s Licenses or other government-issued IDs.
Family Data: Names, dates of birth, and SSNs for all listed dependents.

1.2 Tax & Financial Documentation

We collect comprehensive financial records required for compliance and strategy, such as:

Income Records: W-2s, all 1099 variations, and retirement distribution forms (1099-R).
Historical Data: Prior-year federal and state tax returns.
Banking & Assets: Bank statements, investment/brokerage documents, and mortgage interest statements.
Regulatory Records: IRS/State notices, transcripts, and formal authorization records (e.g., Form 2848).
Business Operations: Profit and Loss statements, expense records, and payroll reports.

1.3 Business & Corporate Information

For our business consulting and entity structuring clients, we collect:

Entity Data: Legal business name, Employer Identification Number (EIN), and formation/incorporation documents.
Operating Records: Bookkeeping files, vendor/contractor records (1099-NEC/MISC), and internal payroll systems.
Ownership Structure: Percentage of ownership, officer information, and compliance licensing.

1.4 Website & Technical Metadata

To improve our digital experience and ensure the security of our forms, we automatically collect limited technical data:

Usage Logs: IP address, browser type, device information, and operating system.
Interaction Data: Pages visited, duration of stay, and form submission history.
Cookies & Analytics: We use cookies to remember your preferences and analyze website traffic to optimize our service delivery.

HOW WE USE YOUR INFORMATION

2.1 Professional Service Delivery

Legacy Tax Specialists uses the information collected primarily to execute the professional services you have requested. Specifically, your data is used for:

Compliance & Filing: Federal and state tax preparation, e-filing, and the accuracy review of tax returns.
Advisory & Strategy: Tax planning consultations, entity structuring analysis, and financial compliance guidance.
Financial Operations: Bookkeeping, payroll setup, expense reconciliation, and financial statement review.
Government Representation: IRS/State transcript retrieval and resolution of tax notices or audits.
Account Administration: Client verification (KYC), service estimates, invoicing, and secure portal management.

2.2 Administrative & Communication Purposes

To ensure a seamless service experience, we use your contact and technical data for:

Workflow Automation: Automated appointment confirmations, document reminders, and "status update" notifications.
Direct Communication: Responding to inquiries, providing customer support, and delivering secure portal messages.
Compliance Tracking: Maintaining internal records of communications and document submissions as required by professional standards.

2.3 Legal & Regulatory Obligations

We utilize and retain your information to satisfy our legal obligations, including:

Record Retention: Maintaining tax files and work papers for the legally mandated period (typically 3–7 years).
Internal Compliance: Ensuring our firm adheres to Circular 230 and other IRS/State regulatory requirements.

2.4 Non-Disclosure Guarantee

Your privacy is not for sale. Legacy Tax Specialists operates under a strict "No-Resale" policy:

No Marketing Sales: We do not sell, rent, or lease your personal, business, or financial information to unrelated third-party marketers or data brokers.
Legitimate Use Only: Information is utilized solely for legitimate business operations, tax administration, and the fulfillment of our engagement with you.

SECURE DATA GOVERNANCE & FILE RETENTION

3.1 Digital Security Protocols

Legacy Tax Specialists recognizes the highly sensitive nature of taxpayer and business records. To ensure the integrity and confidentiality of your data, all uploaded files, digital intake submissions (including those via Cognito Forms), and electronic communications are managed through a multi-layered security infrastructure. This includes:

Encrypted Storage: Use of enterprise-grade, encrypted cloud storage solutions.
Specialized Systems: Retention within secure Tax Software databases and professional CRM platforms designed for high-security financial data.
Access Control: Internal systems are restricted to authorized personnel of The Legacy Counsel Group, LLC strictly on a "need-to-know" basis to perform your requested services.

3.2 Retention Periods & Purpose

To comply with professional standards and provide long-term value, client files are archived for a period determined by regulatory requirements and business necessity. This retention serves several vital functions:

Regulatory Compliance: Adhering to IRS and state statutes regarding the retention of tax preparation work papers.
Historical Continuity: Facilitating prior-year comparisons and trend analysis for future filings.
Post-Filing Support: Maintaining the necessary evidence for amendment reviews, IRS/state inquiry support, and transcript reconciliation.
Service Efficiency: Ensuring continuity of service should you return for future tax seasons or advisory engagements.

3.3 Authorization of Storage

By submitting documents, records, or personal data through this Website, Cognito Forms, or our secure portals, you grant Legacy Tax Specialists the express authority to:

Host and Store: Maintain your data within our secured internal and third-party systems.
Review and Analyze: Access and analyze the files as part of your administrative and professional client file.
Digital Archiving: Retain digital copies of your records in accordance with our firm’s data retention policy.

COMMUNICATION CONSENT & AUTHORIZATION

4.1 Authorized Channels of Communication

By submitting your contact information, including your phone number and email address, through this Website, Cognito Forms, or our secure portals, you provide express consent for Legacy Tax Specialists to contact you. Our communication channels include:

Direct & Digital: Email, secure portal messaging, and traditional phone calls.
Mobile & Voice: SMS text messaging and voicemail/voice-drop systems.
Automated Systems: Workflow triggers, automated reminder systems, and digital notification queues.

4.2 Scope of Communications

Authorized communications are designed to facilitate your services and ensure you remain compliant with tax authorities. These may include:

Administrative Alerts: Appointment confirmations, rescheduling notices, and "missing document" requests.
Transactional Notices: Service estimates, invoice delivery, and payment receipts.
Compliance Alerts: IRS/State deadline warnings, tax law updates, and specific compliance follow-up notifications.
Advisory Insights: Strategic recommendations and announcements regarding new advisory services or tax-saving programs.

4.3 Managing Your Preferences (Opt-Out)

We respect your communication preferences. You may manage these through the following:

Promotional Opt-Out: You may unsubscribe from marketing or advisory announcements at any time via the "unsubscribe" link in our emails or by replying "STOP" to SMS messages.
Service-Related Necessity: You acknowledge that administrative and service-related communications (such as document requests or invoice notices) are mandatory for the execution of your file. Opting out of all communication while a file is active may result in the suspension of services or missed filing deadlines.
Standard Rates Apply: Standard message and data rates may apply for any SMS/Text messaging communications.

THIRD-PARTY INFRASTRUCTURE & DATA TRANSMISSION

5.1 Utilization of Specialized Vendors

To maintain the highest standards of accuracy, security, and efficiency, Legacy Tax Specialists integrates various enterprise-grade third-party service providers into our workflow. By engaging our services, you acknowledge that your data may be processed through:

Professional Tax Systems: Tax preparation software and IRS-authorized e-file transmitters.
Financial & Administrative Tools: Payment processors (PCI-compliant), e-signature platforms, and bookkeeping software.
Security & Storage: Encrypted cloud document storage, secure client portals, and transcript retrieval systems.
Communication & CRM: Customer Relationship Management (CRM) databases and encrypted email/SMS automation providers.

5.2 Strict Limitation on Data Sharing

We maintain a "Privacy First" approach to third-party interactions. Legacy Tax Specialists does not sell, trade, or intentionally distribute your sensitive tax information to unrelated third parties for marketing purposes. Data is shared only when essential for:

Official Filings: Transmission of tax returns to the IRS and state taxing authorities.
Service Execution: Authorization of transcript retrievals or processing of service-related payments.
System Integrity: Secure hosting and data backup within our professional software environment.
Legal Mandates: Compliance with subpoenas, court orders, or other mandatory legal processes.

5.3 Third-Party Operational Risk

While The Legacy Counsel Group, LLC conducts due diligence when selecting reputable, industry-standard vendors, we do not own or control the internal operations of these third parties. Consequently:

Operational Outages: We are not liable for temporary system outages, software "bugs," or maintenance windows initiated by third-party providers.
Transmission Delays: We are not responsible for delays caused by third-party server latency or interruptions in internet-based data transmissions.
Vendor Terms: Your data processed by these vendors is also subject to their respective security protocols and privacy policies.

COOKIES, ANALYTICS, AND DIGITAL MONITORING

6.1 Purpose of Digital Tracking

To provide a high-performance digital experience, the Legacy Tax Specialists website utilizes cookies, web beacons, and embedded analytics tools. These technologies allow us to:

Optimize Performance: Ensure the website and secure portals load quickly and function correctly across different devices.
Behavioral Insight: Analyze aggregate visitor behavior to identify which resources (such as tax checklists or blog posts) are most helpful to our clients.
Workflow Efficiency: Track form completion rates and identify "drop-off" points to simplify our digital intake process.
Enhanced Functionality: Power our online scheduling tools and remember your preferences for future visits.

6.2 Security & Privacy Limitations

We use these tools strictly for website optimization and client service improvements.

No Local File Access: Cookies used by our Website do not grant us access to your computer, local hard drive, or any private files stored on your device.
Data Anonymization: Where possible, analytics data is aggregated and anonymized, focusing on trends rather than individual identities.

6.3 User Control & Browser Settings

You have control over how your device interacts with our Website:

Disabling Cookies: You may choose to decline cookies through your individual browser settings.
Functional Impact: Please note that if cookies are disabled, certain "high-utility" features of the Website, such as secure portal logins, saved form progress, or real-time scheduling, may function improperly or become unavailable.

DATA SECURITY & CYBER-RISK ACKNOWLEDGMENT

7.1 Safeguarding Protocols

Legacy Tax Specialists takes the protection of your financial identity seriously. We maintain a comprehensive security program consisting of administrative, electronic, and procedural safeguards designed to protect your confidential data from unauthorized access, misuse, disclosure, accidental destruction, or unauthorized alteration. These include:

Encryption: Use of Secure Socket Layer (SSL) and Transport Layer Security (TLS) for data in transit.
Access Management: Internal protocols that limit data visibility to authorized personnel of The Legacy Counsel Group, LLC.
Encrypted Infrastructure: Utilization of professional-grade, encrypted databases for document storage and tax processing.

7.2 Inherent Internet Risk

While we implement enterprise-level security measures, you acknowledge that no method of electronic transmission or digital storage can be guaranteed as 100% immune from cyber risk. Cyber threats, including data breaches and sophisticated phishing attempts, are inherent to the global internet landscape. By using our digital services, you acknowledge that:

Transmission Risk: Electronic communication, despite our best efforts and reasonable safeguards, carries an inherent risk of interception or interruption by third parties.
System Vulnerabilities: No software or hardware platform is entirely free from potential vulnerabilities.

7.3 Secure Submission Mandate

To minimize your exposure to risk, Legacy Tax Specialists provides designated secure upload links and portals.

Avoid Unsecured Channels: We strongly discourage the transmission of sensitive tax documentation (such as SSNs, bank account numbers, or copies of IDs) via standard, unencrypted email or text message.
Client Responsibility: You are responsible for ensuring that the devices you use to access our systems are secure, updated, and free of malware.
Authorized Links Only: Clients should only utilize the specific secure links provided by our office or embedded within our Cognito Forms for the submission of sensitive data.

CHILDREN’S PRIVACY & DEPENDENT DATA

8.1 Age Restriction for Independent Use

The Legacy Tax Specialists Website and its digital intake systems (including Cognito Forms) are not intended for independent use or access by individuals under the age of 13. We do not knowingly solicit or collect personal information directly from children for marketing or any other unauthorized purpose.

8.2 Collection of Minor Data

We acknowledge that our professional services (such as tax preparation and family tax planning) require the collection of sensitive data regarding dependents and minors. This information includes, but is not limited to:

Full names and dates of birth.
Social Security Numbers.
Relationship to the taxpayer.
Educational or medical expense records for credit eligibility.

8.3 Authorization Requirement

Any and all information regarding a minor or dependent submitted to our office must be provided exclusively by a parent, legal guardian, or authorized adult taxpayer. By submitting information about a minor, you represent and warrant that you have the legal authority to provide such information for the purposes of tax administration and compliance.

DISCLOSURE REQUIRED BY LAW & REGULATORY COMPLIANCE

9.1 Mandatory Legal Disclosure

While Legacy Tax Specialists maintains strict confidentiality protocols, we reserve the right to disclose personal, business, and financial information when we have a good-faith belief that such action is necessary to comply with legal obligations. This includes, but is not limited to:

Governmental Mandates: Compliance with federal, state, or local laws.
Legal Proceedings: Responding to a lawful subpoena, search warrant, or court order.
Regulatory Oversight: Fulfilling requirements of an IRS regulatory inquiry or an investigation by a state taxing authority.

9.2 Protection of Rights and Safety

We may also disclose information if we believe such disclosure is essential to:

Fraud Prevention: Assisting in investigations of suspected tax fraud, identity theft, or other illegal activities.
Professional Integrity: Adhering to professional compliance obligations and ethical standards governing the tax profession (such as Circular 230).
Firm Protection: Protecting the rights, property, or safety of The Legacy Counsel Group, LLC, our employees, our clients, or the public.

9.3 Client Notification

Unless prohibited by law, a court order, or the specific circumstances of a fraud investigation, we will make a reasonable effort to notify you if we are legally compelled to disclose your confidential records to a third party.

YOUR RIGHTS & DATA MANAGEMENT

10.1 Personal Data Requests

Legacy Tax Specialists provides you with reasonable access to the information you have shared with us. You have the right to request the following:

Data Accuracy: Update outdated contact information or correct inaccurate data submitted through our digital forms.
Communication Preferences: Modify how you receive alerts (e.g., switching from SMS to Email) or opt-out of non-essential advisory announcements.
Record Inquiry: Inquire about the categories of active records stored within our CRM or secure cloud environments.
Profile Closure: Request the closure or deactivation of inactive website inquiry profiles or portal access.

10.2 Limitations on Data Deletion

While we respect your right to privacy, the "Right to be Forgotten" is limited in the tax and accounting profession due to strict federal and state regulations. You acknowledge that:

Permanent Tax Records: Information already incorporated into filed tax returns, signed authorizations (e.g., Form 8879 or 2848), or official transcript requests cannot be deleted.
Compliance Retention: Records associated with paid engagements, professional workpapers, and compliance documentation must be retained pursuant to our internal recordkeeping standards and IRS statutes of limitation (typically 3–7 years).
Audit Support: We retain data essential to defending your tax positions in the event of a future IRS or state inquiry.

POLICY MODIFICATIONS AND UPDATES

11.1 Right to Revise

Legacy Tax Specialists reserves the express right to revise, modify, or amend this Privacy Policy at any time and at our sole discretion. These updates are typically made to reflect:

Software & Infrastructure Changes: Updates to our tech stack, such as new portal integrations or form providers (e.g., Cognito Forms).
Legal & Regulatory Compliance: Alignment with new IRS regulations, state privacy laws, or federal financial data mandates.
Operational Shifts: Changes in how our firm processes, stores, or handles client documentation.
Service Expansion: The introduction of new digital products, advisory services, or client communication tools.

11.2 Effective Date

Any updated versions of this Privacy Policy become effective immediately upon being posted to this Website. The "Last Updated" date at the bottom of this page serves as the official notice of the most recent version.

11.3 Continued Acceptance

Your continued use of our Website, secure portals, or intake systems following the posting of an updated Policy constitutes your formal acknowledgment and acceptance of the revised practices. We encourage you to review this Policy periodically to stay informed about how we are protecting your information.

ACCEPTANCE OF THESE TERMS

By utilizing this Website, submitting data through our Cognito Forms, or engaging in electronic communication with Legacy Tax Specialists, you signify your informed acceptance of this Privacy Policy and our Terms of Use. If you do not agree to these policies, please discontinue use of our digital platforms immediately.