Palmer ProTax Privacy Policy

Last updated: [March 6, 2026]

Palmer ProTax LLC ("Palmer ProTax," "we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit our website, communicate with us, or use our tax, accounting, advisory, and related services.

We primarily serve U.S. individuals and businesses and comply with applicable U.S. federal and state privacy laws and professional confidentiality obligations, including those that apply to tax return preparers.

By using our website or services, you agree to the practices described in this Privacy Policy.

1. Who we are and what we do

Palmer ProTax provides tax preparation and planning, accounting and bookkeeping, fractional CFO and advisory services, payroll support, and sales tax preparation to individuals and businesses.

We collect and use personal information solely for legitimate business purposes, including delivering and improving our professional services, communicating with you, and meeting our legal and regulatory obligations.

2. Information we collect

The information we collect depends on how you interact with us and the services you use. It may include:

2.1 Information you provide directly

  • Contact details: name, mailing address, email address, phone number, and other contact information.
  • Identity and tax information: Social Security Numbers, Employer Identification Numbers, dates of birth, filing status, and similar identifiers.
  • Financial and tax data: income information, tax forms (such as W‑2s, 1099s, K‑1s), account statements, business financials, payroll records, sales records, and related documentation.
  • Payment and banking information: limited payment card or bank account details when needed to process payments or assist with tax payments or refunds (for example, to help set up IRS or state tax payments or direct deposit of refunds).
  • Health‑related information for tax purposes: information about medical expenses, health insurance, HSAs, or similar items that may be relevant to your tax situation.
  • Communications: information contained in emails, text messages, phone calls, meeting notes, and other communications with us.
  • Documents: tax returns, engagement letters, questionnaires, organizers, and other documents you upload, mail, or deliver to us.

2.2 Information collected automatically

When you visit our website, we may automatically collect certain technical information, such as:

  • IP address and approximate location
  • Device and browser type
  • Pages visited and time spent on the site
  • Referring website or link
  • Other usage data and analytics

This information is typically collected using cookies and similar technologies, as described in Section 6.

2.3 Information from third parties

We may receive information about you from third parties when you authorize or direct them to share it with us, such as:

  • Payroll providers (e.g., Gusto, ADP)
  • Accounting platforms (e.g., QuickBooks Online)
  • Banks and financial institutions
  • Tax preparation and planning software
  • Prior tax preparers or advisors
  • Other professional service providers

We use this information to provide our services, verify information, prepare returns and reports, and support your tax and financial needs.

3. How we use your information

We use personal information for the following purposes:

  • To provide and manage our services, including tax preparation, tax planning, bookkeeping, advisory services, payroll, and sales tax filings.
  • To communicate with you about your engagement, appointments, deliverables, questions, and support requests (by email, phone, SMS, or other channels you approve).
  • To verify your identity and maintain the security of our systems and your information.
  • To process payments, assist with tax payments or refunds, and manage billing and accounting.
  • To comply with legal, regulatory, and professional obligations, including IRS and state requirements.
  • To send you informational and educational content, such as tax updates, reminders, and strategy insights.
  • To send you marketing communications about our services, events, or resources, where permitted by law and subject to your choices.
  • To operate, analyze, maintain, and improve our website, services, and internal processes.
  • To protect our rights, property, and the safety of our clients and others, and to detect, prevent, and respond to fraud, security, or technical issues.

We do not use your tax or financial data for unrelated third‑party advertising.

4. SMS/text messaging and consent

We may use SMS/text messages to communicate with you about our services. This section explains how we handle SMS consent and usage in line with carrier and A2P 10DLC requirements.

4.1 Types of messages

With your consent, we may send:

  • Appointment confirmations, reminders, and rescheduling notices
  • Requests for documents or information
  • Tax deadline alerts and important filing reminders
  • Informational or educational messages about tax strategy and financial topics
  • Occasional promotional or marketing messages about Palmer ProTax services, events, or resources
  • Billing and administrative notices

Messages may be conversational, informational, and promotional in nature, depending on your relationship with us.

4.2 How we obtain SMS consent

We obtain your consent to receive SMS messages in one or more of the following ways:

  • Through required consent checkboxes on scheduling pages (such as Calendly) or online forms, where you agree to receive text messages from Palmer ProTax.
  • Through consent expressed on future web or HubSpot forms using similar language.
  • Through verbal consent during phone calls or meetings, which we may document in our notes.
  • Through your initiation of SMS conversations with us, where your message to us may imply consent for a reply on the same topic.

Consent language will explain the types of messages you may receive, that message and data rates may apply, that message frequency may vary, and that you can opt out at any time by replying STOP.

4.3 Your choices and opt‑out

You can opt out of receiving SMS messages at any time by:

  • Replying STOP to any message you receive from us to stop SMS from that number
  • Replying HELP for assistance or more information
  • Contacting us using the methods in Section 10 and requesting that we update your communication preferences

After you opt out, we may still contact you by other methods (such as email or phone) as permitted by law and necessary to fulfill our professional obligations.

4.4 How we handle your mobile number and consent

We use third‑party communications providers, such as Quo (formerly OpenPhone), to send and receive SMS messages on our behalf.

We do not sell your mobile phone number or your SMS consent information, and we do not share it with third parties for their own marketing purposes. We may share your mobile number and consent details only with service providers that help us send and manage communications, under agreements that restrict their use of this information to our instructions.

5. How we share information

We treat your information as confidential and share it only as necessary and appropriate, including:

5.1 Service providers and vendors

We may share information with trusted third‑party service providers who support our operations, such as:

  • Tax preparation and planning software providers
  • Accounting and bookkeeping platforms
  • Client portals and document management systems
  • Cloud productivity and email providers (such as Google Workspace)
  • E‑signature tools
  • SMS/voice and communications platforms (such as Quo)
  • IT, security, and data hosting providers
  • Payment processors and billing platforms

These providers are permitted to use your information only to perform services on our behalf and are expected to protect it appropriately.

5.2 Professional obligations and legal disclosures

We may disclose information as required or permitted by law, including:

  • To the IRS, state and local tax authorities, and other government agencies when necessary to file returns, respond to requests, or comply with legal obligations
  • To comply with subpoenas, court orders, or other legal processes
  • To protect our rights, property, and safety, or that of our clients or others
  • To our professional advisers (such as attorneys or insurers) under appropriate confidentiality obligations

We do not sell your personal information or share it with third parties for their independent marketing purposes.

6. Cookies and analytics

Our website may use cookies and similar technologies to:

  • Help the site function properly
  • Understand how visitors use the site
  • Improve content, navigation, and user experience
  • Support basic analytics (for example, through tools like Google Analytics)

Cookies are small text files stored on your device by your browser. Most web browsers allow you to manage or disable cookies through their settings. If you disable cookies, some features of our website may not function as intended.

In the future, we may use additional analytics or advertising tools. If we do, we will continue to use them in accordance with this Privacy Policy and applicable law.

7. Data security

We take data security seriously and use reasonable administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, use, or disclosure.

These safeguards include, for example:

  • Using reputable, encrypted cloud services and professional platforms for email, document storage, portals, and tax software
  • Limiting access to personal information to authorized personnel who need it to perform their job duties
  • Implementing access controls, authentication measures, and other security practices

No system can be guaranteed to be 100% secure, and we cannot promise or warrant absolute security. However, we strive to protect your information using commercially reasonable measures commensurate with the sensitivity of the data and our professional obligations.

8. Data retention

We retain personal information for as long as necessary to provide services to you and as required by applicable laws and professional obligations, which often require keeping tax and engagement records for a number of years.

We may also retain information for a longer period where necessary to comply with legal, regulatory, or contractual requirements, resolve disputes, or protect our rights.

9. Your choices and rights

Your choices may include:

  • Updating your information: You may contact us to update or correct your contact details or other information we hold about you.
  • Marketing communications: You may opt out of our marketing emails by using the unsubscribe link in those emails or by contacting us. We may still send non‑marketing communications as necessary to provide services.
  • SMS messages: You may opt out of SMS at any time by replying STOP to a message, as described in Section 4.

Depending on your location and the nature of our relationship, you may have additional rights under certain U.S. state privacy laws. You can contact us using the information in Section 10 to request more information about how these rights may apply.

10. Contacting us

If you have any questions or concerns about this Privacy Policy or our privacy practices, or if you would like to exercise your choices, please contact us:

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we do, we will post the updated version on this page and revise the "Last updated" date at the top.

Your continued use of our website or services after any update constitutes your acceptance of the revised Privacy Policy.

‍