Privacy Policy

This Privacy Policy explains how TraderTaxHQ LLC ("TraderTaxHQ," "we," "us," or "our") collects, uses, shares, and protects information about you when you use our website, client portal, and related services (collectively, the "Services").

By using the Services, you agree to the practices described in this Privacy Policy.

1. Scope

This Privacy Policy applies to:

• Visitors to our public website;
• Prospective and current clients who complete forms, schedule consultations, or engage us for services;
• Individuals who interact with us by email, phone, or through our secure client portal.

This Policy does not override any more specific privacy or confidentiality terms in a signed engagement letter or separate agreement with you.

2. Information We Collect

We may collect the following types of information:

a. Information You Provide Directly

• Contact details (name, email address, phone number, mailing address);
• Basic information about your trading and tax situation (e.g., types of accounts, number of trades, instruments traded, prop firms used);
• Information needed to prepare your tax returns and provide services, which may include Social Security numbers, dates of birth, income information, tax forms (W-2s, 1099s, K-1s, etc.), and other financial records;
• Information you provide in questionnaires, intake forms, or during consultations;
• Login credentials for our portal (if applicable).

b. Payment Information

If you pay us online, payment card data is typically collected and processed directly by our third-party payment processor. We do not store full payment card numbers on our systems.

c. Information Collected Automatically

When you visit our website, we and our service providers may automatically collect certain information through cookies, pixels, and similar technologies, such as:

• IP address and approximate location;
• Device and browser type;
• Pages viewed, links clicked, and time spent on the site;
• Referring URLs or marketing sources.

3. How We Use Your Information

We may use your information to:

• Provide, manage, and improve our tax preparation and planning Services;
• Review your situation and determine which service package is appropriate;
• Prepare and file your tax returns and related documents;
• Communicate with you about your account, appointments, and deadlines;
• Send you educational content, updates, and marketing communications (you can opt out at any time);
• Operate, maintain, and improve our website and client portal;
• Detect, prevent, and address fraud, security, or technical issues;
• Comply with legal obligations, professional standards, and regulatory requirements.

4. Legal Bases for Processing (Where Applicable)

In some jurisdictions, we must identify legal bases for processing personal data. Depending on the context, we may rely on:

• Your consent (for example, to send marketing communications);
• Performance of a contract (e.g., providing tax preparation services you request);
• Compliance with legal obligations (e.g., tax or recordkeeping laws);
• Our legitimate interests (e.g., improving services, website analytics, preventing fraud).

5. How We Share Your Information

We do not sell your personal information.

We may share information with:

• Service providers who perform services on our behalf, such as secure client portal providers, payment processors, cloud hosting, email providers, analytics tools, and IT/security vendors;
• Tax authorities and government agencies (such as the IRS or state tax departments) when filing returns or responding to inquiries;
• Other professional advisors (e.g., attorneys, CPAs, or bookkeeping professionals) with your authorization or as necessary to provide services;
• Affiliates or referral partners, to the extent needed to track referrals or provide agreed discounts;
• Third parties as required by law, regulation, legal process, or to protect our rights or the rights of others.

If we undergo a business transaction such as a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to applicable law.

6. Cookies and Similar Technologies

We use cookies and similar technologies to:

• Remember your preferences;
• Analyze how visitors use our website;
• Measure the effectiveness of our advertising and outreach.

You can usually configure your browser to block or delete cookies. If you do, some features of the site may not function properly.

We may use third-party analytics services (such as Google Analytics) that use cookies and similar technologies to collect and analyze information about website usage. These providers may also collect information about your use of other websites over time.

7. Marketing Communications

If you provide your contact information, we may send you emails about trader tax topics, updates, offers, or services we think may interest you.

You can opt out of marketing emails at any time by clicking the unsubscribe link in the email or contacting us directly. We may still send you non-marketing messages related to your account or services (e.g., appointment reminders, required notices).

8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect the information we collect. These measures may include secure portals, encryption in transit, and access controls.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain personal information for as long as necessary to:

• Provide the Services you requested;
• Comply with legal, regulatory, and professional obligations (including tax and recordkeeping requirements);
• Resolve disputes and enforce our agreements.

When we no longer need your information, we may delete it or anonymize it, subject to applicable law and professional standards.

10. Children's Privacy

Our Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us so we can take appropriate action.

11. Your Choices and Rights

Depending on where you live, you may have certain rights with respect to your personal information, such as:

• The right to access or receive a copy of the information we hold about you;
• The right to request correction of inaccurate information;
• The right to request deletion of your information, subject to legal and professional obligations;
• The right to opt out of certain marketing communications.

To exercise these rights, please contact us using the information below. We may need to verify your identity before fulfilling your request.

If you are a resident of a U.S. state with specific privacy laws (such as California, Colorado, Virginia, or others), you may have additional rights under those laws. You can contact us for more information or to submit a request.

12. Data Transfers

TraderTaxHQ is based in the United States, and your information will be processed in the United States. If you use the Services from outside the U.S., you understand that your information may be transferred to and processed in a country that may not provide the same level of data protection as your home jurisdiction.

13. Third-Party Websites

Our website may contain links to third-party websites, including prop firms, brokers, educational resources, or referral partners. We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before providing any information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Your continued use of the Services after any changes means you accept the updated Policy.

15. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

TraderTaxHQ LLC
Email: info@tradertaxhq.com