Privacy Policy

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Updated:  July 12, 2025

INTRODUCTION

Protecting your private information is our priority. This Privacy Policy applies to www.jamesfamilytax.com and James Family Tax & Business Services LLC (collectively referred to as "James Family Tax," "we," "us," or "our") and governs how we collect, use, and protect your personal information. Our website serves as an information, resources, and booking platform for our comprehensive tax and business services.

By using our website or services, you consent to the data practices described in this policy.

INFORMATION WE COLLECT

When you choose to work with James Family Tax, we collect various types of information to provide you with exceptional service. The personal information you provide directly to us includes your contact details such as your full name, email address, phone number, and both mailing and business addresses when applicable.Given the nature of our tax and business services, we also collect comprehensive financial and tax information including your tax documents and records, financial statements, business formation documents, banking information, Social Security numbers, Employer Identification Numbers, and details about investments and retirement accounts. For our business clients, we gather information about business structure, revenue and expense records, employee information, contractor payments, and relevant business licenses and permits.

We also collect service-related information to better serve you, including your service preferences, appointment scheduling details, communication preferences, previous tax history, and consultation notes that help us provide continuity of service.

Our website automatically collects certain technical information when you visit, including your IP address and location data, browser type and version, device information, operating system, website usage patterns, pages visited and time spent on our site, referring website addresses, and search terms used to find our services.

Additionally, we may collect non-personally identifiable demographic information such as age range, gender, household income range, geographic location, and industry or profession to better understand our client base and improve our services.

HOW WE USE YOUR INFORMATION

We use your personal information primarily to deliver the comprehensive tax and business services you've requested. This includes preparing tax returns and business filings, providing tax planning and consultation services, forming business entities like LLCs and corporations, delivering bookkeeping services, resolving tax issues with authorities, and maintaining year-round client support

.Communication is essential to our service delivery, so we use your information to respond to inquiries and requests, send service updates and confirmations, provide tax law updates and educational content, schedule appointments and consultations, and send important notices about deadlines and regulatory changes.For business operations, we process your information to handle payments and billing, maintain comprehensive client records and files, improve our services and website functionality, conduct internal analytics and reporting, and ensure compliance with professional standards and regulations.We may also use your information for marketing and outreach purposes, including informing you about additional services that might benefit you, sending newsletters and educational materials, conducting client satisfaction surveys, and developing referral programs.

INFORMATION SHARING AND DISCLOSURE

James Family Tax works with trusted third-party service providers to deliver our services effectively and efficiently. These providers may have access to your personal information solely to perform services on our behalf, including tax preparation and filing software providers, cloud storage and backup services, client portal and document management systems, payment processing services, communication and marketing platforms, and IT support and security services. All third-party providers are contractually required to maintain the confidentiality of your information and are prohibited from using it for any other purpose.

As licensed tax professionals, we may be required to disclose your information to comply with IRS regulations and reporting requirements, respond to valid legal process or court orders, provide information to state tax authorities as required by law, and maintain professional licensing and regulatory compliance.

In the unlikely event of a merger, acquisition, or sale of our business, your information may be transferred to the new entity, subject to the same privacy protections outlined in this policy.

We may also disclose your information without notice if required to comply with applicable laws and regulations, respond to legal process or government requests, protect our rights, property, or safety, protect the rights, property, or safety of our clients or the public, or prevent fraud or illegal activities.

DATA SECURITY

We implement comprehensive security measures to protect your personal information through multiple layers of protection. Our technical safeguards include industry-standard encryption for data transmission, secure socket layer protocol for sensitive communications, multi-factor authentication for system access, regular security updates and patches, and encrypted cloud storage solutions.Physical safeguards protect your information through secure office facilities with controlled access, locked filing systems for physical documents, secure disposal of sensitive materials, and employee background checks with signed confidentiality agreements.Our administrative safeguards include regular staff training on privacy and security best practices, established incident response procedures, strict access controls and user permissions, and regular security audits and assessments.While we strive to protect your information using the highest industry standards, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to maintaining the strongest possible protection for your sensitive information.

CLIENT PORTAL AND DOCUMENT MANAGEMENT

Our secure client portal provides you with a convenient and safe way to upload and share documents, access your tax documents and records, communicate securely with our team, track the status of your services, and receive important notifications. Portal access requires authentication, and all data transmitted through the portal is encrypted using industry-standard security protocols. We may expand portal features in the future to enhance your experience and provide additional convenient services.

COOKIES AND TRACKING TECHNOLOGIES

Our website uses cookies and similar technologies to remember your preferences and settings, analyze website traffic and usage patterns, improve website functionality and user experience, deliver personalized content and advertisements, and maintain security while preventing fraud.You can control cookie settings through your browser preferences. However, disabling cookies may limit your ability to use certain website features and may impact your overall experience with our services.

YOUR PRIVACY RIGHTS

Depending on your location, you may have various rights regarding your personal information. You have access rights to request information about what personal data we collect, obtain copies of your personal information, and learn about how we use and share your data.You also have correction rights to request corrections to inaccurate information, update your contact and preference information, and modify your service selections. Additionally, you may have deletion rights to request deletion of your personal information, close your account and remove associated data, and opt-out of marketing communications.Portability rights may allow you to request your data in a portable format and transfer your information to another service provider. You may also have objection rights to object to certain uses of your information, opt-out of marketing and promotional communications, and limit data processing for specific purposes.

However, we may not be able to fulfill certain requests if the information is necessary to complete ongoing services or transactions, comply with legal obligations, protect against fraud or security threats, exercise legal rights or defend legal claims, or maintain professional licensing requirements.

DATA RETENTION

We retain your personal information for as long as necessary to provide ongoing services, comply with legal and regulatory requirements, resolve disputes and enforce agreements, and maintain business records as required by law.

Tax records are retained for at least seven years as required by IRS regulations, while business formation records are maintained according to state requirements. Communication records are kept for the duration of our business relationship plus applicable legal retention periods.

CHILDREN'S PRIVACY

Our services are not intended for individuals under 18 years of age, and we do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take immediate steps to delete such information.

CALIFORNIA PRIVACY RIGHTS

California residents have additional rights under the California Consumer Privacy Act including the right to know what personal information is collected, used, shared, or sold, the right to delete personal information, the right to opt-out of the sale of personal information, and the right to non-discrimination for exercising privacy rights. We want to be clear that we do not sell personal information to third parties.

INTERNATIONAL DATA TRANSFERS

If you are located outside the United States, please note that your information may be transferred to, stored, and processed in the United States where our servers and facilities are located. By using our services, you consent to this transfer and understand that U.S. privacy laws may differ from those in your country.

CHANGES TO THIS PRIVACY POLICY

We reserve the right to update this Privacy Policy to reflect changes in our practices, services, or legal requirements. We will notify you of significant changes by posting the updated policy on our website, sending email notifications to your registered address, providing notice through our client portal, and including notices with service communications. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

CONTACT INFORMATION

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at James Family Tax & Business Services LLC. We have two convenient locations to serve you:San Antonio Office:404 East Ramsey Rd. Suite 114 San Antonio, TX 78216Schertz Office:1996 Schertz Parkway Suite 204 Schertz, TX 78156You can reach us by email at Questions@JamesFamilyTax.com or by phone at 210-864-1788. Our office hours are by appointment only, 9:00 AM to 6:00 PM.

For privacy-related requests, please include "Privacy Request" in your email subject line and provide sufficient detail for us to process your request efficiently.