1. Information we collect
Depending on how you interact with us and the services requested, we may collect:
- Contact and identity information, including names, addresses, dates of birth, telephone numbers, email addresses, Social Security numbers, taxpayer identification numbers, and identification documents.
- Tax and financial information, including income, expenses, deductions, credits, banking details, account statements, payroll information, business records, ownership information, prior returns, and supporting documents.
- Household and employment information, including marital status, dependents, employers, benefits, and information concerning a spouse or other household members.
- Information you provide through our website, Cognito Forms, secure upload tools, client portals, email, telephone calls, appointments, or other communications.
- Basic technical information associated with website and form use, such as IP address, browser or device type, timestamps, referring pages, and security or diagnostic logs, when collected by us or our service providers.
When you provide information about another person, you represent that you are authorized to provide it for the requested services.
2. How we use information
We may use personal information to:
- Evaluate service requests and establish, administer, or terminate client engagements;
- Prepare tax returns and provide bookkeeping, QuickBooks, tax, advisory, and related services;
- Verify identity, prevent fraud, protect accounts, and maintain information security;
- Communicate with clients, request documents, provide status updates, schedule appointments, obtain signatures, and deliver completed work;
- Process invoices and payments and maintain business and professional records;
- Comply with federal and state law, professional standards, subpoenas, court orders, and lawful government requests; and
- Operate, maintain, troubleshoot, and improve our website, forms, portals, and internal processes.
3. Tax return information
Federal law restricts the use and disclosure of tax return information by tax return preparers. We use and disclose tax return information only as permitted by law. When federal law requires your specific consent for a use or disclosure, we will request that consent separately in the form and format required by law. Accepting this Privacy Policy does not serve as a consent under Internal Revenue Code Section 7216 or replace any other separately required authorization.
4. How information may be disclosed
We may disclose information as permitted or required by law:
- To employees and contractors who need it to perform authorized work and who are subject to confidentiality and security obligations;
- To service providers that support tax preparation, bookkeeping, document storage, secure uploads, electronic forms, electronic signatures, communications, scheduling, payment processing, information technology, security, and business operations;
- To taxing authorities, government agencies, financial institutions, or other parties at your direction or as necessary to provide requested services;
- To professional advisers, insurers, auditors, or legal counsel as permitted by law;
- To comply with law, legal process, professional obligations, or a lawful government request; or
- To protect the rights, safety, security, and property of BalancePoint, our clients, or others.
We do not sell personal information. We do not share personal information for cross-context behavioral advertising or use tax return information for unrelated marketing without any consent required by law.
5. Service providers and external links
We use third-party platforms that may include Cognito Forms, ShareFile, SmartVault, Google Workspace, QuickBooks, tax preparation software, scheduling providers, payment processors, and hosting or security providers. These providers process information under their own terms and privacy practices as well as their agreements with us.
Our website may link to government websites and other third-party services. We do not control and are not responsible for the privacy, security, content, or availability of an independent third-party website or service.
6. Cookies and website technologies
Our website and its hosting providers may use cookies, logs, or similar technologies that are necessary for security, reliable operation, and basic functionality. Third-party services reached through our links may use additional cookies or analytics under their own privacy policies. You can control many cookies through your browser settings, although blocking necessary technologies may affect functionality.
7. Security
We maintain administrative, technical, and physical safeguards designed to protect personal information. These measures may include access controls, authentication, secure transmission and storage tools, staff procedures, monitoring, backups, and vendor oversight. No system or method of electronic transmission is completely secure, and we cannot guarantee absolute security.
Please submit sensitive documents only through a secure method approved by BalancePoint. Do not send Social Security numbers, tax documents, banking details, passwords, or other sensitive information through ordinary email or text unless specifically instructed.
8. Data retention
We retain information for as long as reasonably necessary to provide services, maintain business and professional records, comply with tax and legal obligations, resolve disputes, enforce agreements, support security, and meet applicable record-retention requirements. Retention periods vary by record type and circumstances. We may retain information after a client relationship ends when permitted or required by law.
9. Your choices and requests
You may ask to review or correct contact information we maintain about you, update communication preferences, or ask questions about our privacy practices. Depending on applicable law and the nature of the information, you may also have rights to request access, correction, deletion, or a copy of certain personal information.
These rights may be limited when information must be retained to comply with tax, legal, professional, security, or contractual obligations, or when an exception applies. We may need to verify your identity before responding. We will not discriminate against you for exercising an applicable privacy right.
10. Email and text communications
We may send service-related communications concerning appointments, document requests, return status, signatures, invoices, deadlines, account security, and other matters connected with requested services. You may opt out of nonessential promotional messages, but we may continue sending communications needed to provide services or comply with law.
11. Children’s information
Our website and services are not directed to children acting independently. We may collect information about minors when supplied by a parent, guardian, or authorized taxpayer as necessary for tax preparation or another requested service. Do not allow a minor to submit information directly without appropriate adult authorization.
12. Changes to this Policy
We may update this Privacy Policy to reflect changes in our services, technology, or legal obligations. The effective date above identifies the current version. Material changes will be posted on this page.
13. Contact us
For privacy questions or requests, contact BalancePoint Business Solutions Inc. at admin@balancepointbs.com, (806) 215-3078, or 2229 SE 2250, Andrews, TX 79714.