Privacy Policy Effective Date: January 1, 2026 Last Updated: January 1, 2026

1) Who we are

SmartTax Solutions & Bookkeeping, LLC. (“we,” “us,” or “our”) is a tax preparation and advisory firm providing services to individuals and businesses, including income tax preparation, planning, bookkeeping, payroll, and related support.

Our office is located at 799 Roosevelt Rd, Bldg 6-321, Glen Ellyn, IL 60137. 

You can contact us at 630-469-6934, info@smarttax1.com or by mail at the address above.

2) Scope of this Policy

This Privacy Policy explains how we collect, use, share, and safeguard personal information in connection with our tax preparation and related services, our website https://smarttax1.com, our client portals, mobile applications, and any other channels where we present this Policy. It applies to current, prospective, and former clients and their authorized representatives.

3) Information we collect

A. Information you provide to us

• Identity & contact details: name, address, phone number, email, date of  birth, Social Security number/Taxpayer Identification Number, Banking Information.
• Financial & tax details: income and withholding information, W‑2/1099 forms,  payroll records, business financials, bank/retirement account details, investment and real estate records, deductions, credits, prior returns, and supporting documents.
• Family & household information: spouse/partner details, dependents,      childcare information, education records (e.g., Form 1098‑T).
• Employment  & business information: employer name and EIN, business entity data, receipts, invoices, and contracts.
• Government IDs & documents: driver’s license, passport, ITIN, or other identification used to verify your identity and comply with regulations.
• Communications: emails, portal messages, phone recordings (if applicable), and notes from consultations.

B. Information we collect automatically

• Device  and usage data: IP address, browser type, operating system, pages      viewed, referring URLs, and timestamps when visiting our website or portal.
• Cookies  and similar technologies: to remember preferences, enhance security,  analyze traffic, and improve site performance. See Section 11 for   cookie choices.

C. Information from third parties

• Authorized  sources: employers, payroll providers, financial institutions, tax  software integrations, and government agencies, when you authorize or when      permitted/required by law.
• Referrals and professionals: information from attorneys, investment advisors, or lenders with whom you ask us to collaborate.

4) How we use your information

We use personal information to:

• Deliver services: prepare and file tax returns; provide tax planning,      bookkeeping, payroll, and advisory services; and maintain accurate client      records.
• Verify identity & prevent fraud: confirm your identity, detect and  prevent fraud and security incidents.
• Comply with law: meet legal, regulatory, and professional obligations (e.g.,  recordkeeping, audits, responding to lawful requests from tax authorities).
• Manage our business: schedule appointments, process payments, administer client portals, improve operations, and train staff.
• Communicate with you: send service updates, engagement letters, invoices,     reminders, and relevant notices.
• Marketing (limited): send occasional firm updates or educational content (you can opt out; see Section 12).

5) Legal bases for processing

We collect and use personal information as permitted under applicable U.S. federal and state laws. This includes using information to:

· Provide services: fulfill your tax preparation, planning, bookkeeping, payroll, and advisory requests.

· Comply with legal obligations: meet tax, accounting, identity‑verification, and anti‑fraud requirements.

· Protect legitimate business interests: maintain security, prevent fraud, manage operations, and improve our services.

6) Sharing your information

We do not sell personal information. We may share information only as needed and consistent with law:

• Service providers: secure IT hosting, tax software vendors, e‑signature and      portal providers, payment processors, and professional support (bound by      confidentiality and security obligations).
• Tax authorities & regulators: IRS/State Departments of Revenue and  other authorities, when we file returns or respond to official requests.
• Financial institutions: banks or lenders at your direction (e.g., for mortgage underwriting or bank products).
• Professional advisors: attorneys, auditors, and consultants under appropriate confidentiality.
• Business  transfers: if we merge, acquire, or sell parts of the business, your  information may transfer subject to this Policy.
• Legal protection: when required to protect rights, safety, and security or to comply with law, court orders, or subpoenas.

7) Data retention

We retain records for as long as necessary to provide services and meet legal/regulatory requirements, including professional standards for tax return preparers. In practice, this often means retaining tax records for at least [5] years after the engagement or filing year, unless law requires a longer period. When retention ends, we securely delete or destroy records consistent with our data destruction procedures.

8) Security and safeguards

We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including:

• Access controls, role‑based permissions, and staff training.
• Encryption in transit and at rest for applicable systems.
• Multi‑factor authentication for portals and internal systems where feasible.
• Secure backup, monitoring, and logging.
• Vendor due diligence and contractual security obligations.
• Secure disposal of paper and electronic records.

Despite our efforts, no method of transmission or storage is 100% secure. We promptly investigate and, where required, notify you and authorities of any data incidents.

9) Your rights and choices

For all clients

• Access,  correction, and updates: You may request a copy of your information or ask us to correct inaccuracies.
• Deletion: We will delete information where required or permissible, subject to legal retention obligations.
• Opt‑out of marketing: You may opt out of non‑essential communications at any time.

For residents of certain jurisdictions (e.g., CA/CO/CT/VA)

Depending on where you live, you may have additional rights such as:

• Right to know/access the categories and specific pieces of personal information we collect.
• Right to correct or delete personal information.
• Right to limit use of certain sensitive information.
• Right to opt‑out of “sharing” for cross‑context behavioral advertising (we do not engage in such sharing).
• Right to non‑discrimination for exercising rights.
  To exercise rights, contact us at info@smarttax1.com and include “Privacy Request” in the subject line. We will verify your identity before      fulfilling requests.

10) Children’s information

Our services are intended for adults. We do not knowingly collect personal information from children under 13 (or under 16 in certain jurisdictions) without appropriate parental or guardian authorization related to tax filings.

11) Cookies and similar technologies

We use necessary cookies (for security, login, and core functionality) and optional analytics cookies (to improve our website). You can manage cookies via your browser settings or our on‑site cookie banner. Disabling optional cookies may affect site performance but not core services.

12) Marketing communications

We may send occasional newsletters or updates relevant to tax deadlines and firm news. You can opt out at any time by clicking “unsubscribe,” updating preferences in your portal, or emailing info@smarttax1.com.

13) Third‑party links

Our website may link to third‑party sites (e.g., IRS resources, payroll portals). We are not responsible for the privacy practices of those sites. Please review their policies before providing personal information.

14) International transfers (if applicable)

If you reside outside the United States or we process data in multiple countries, we will implement appropriate safeguards (e.g., standard contractual clauses) consistent with applicable data protection laws for cross‑border transfers.

15) Confidentiality obligations for tax professionals

Our staff and contractors are bound by confidentiality agreements and professional standards prohibiting unauthorized disclosure of taxpayer information, except as permitted or required by law and engagement terms.

16) Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will notify you by email, client portal, or a notice on our website and update the “Effective Date” above.

17) Contact us

For questions or requests regarding this Privacy Policy or your information, contact:

Privacy Officer: Kim Schroeder

Email: info@smarttax1.com
Phone: 630-469-6934
Address: 799 Roosevelt Rd, Bldg 6-321, Glen Ellyn, IL 60137

If you have an unresolved privacy concern, you may also contact the State Attorney General/Consumer Protection or, if applicable, your local data protection authority.