Privacy Policy

01Who we are and what this policy covers

This Privacy Policy explains how Taxonix LLC ("TAXONIX," "we," "us," or "our") collects, uses, shares, and protects personal information when you visit https://taxonix.ai (the "Site"), contact us, join our early access waitlist, or use the TAXONIX platform, including the client portal, the CPA practice app, and white-label versions of the platform offered through our enterprise partners (together, the "Services").

TAXONIX is an AI-powered platform for tax preparation, bookkeeping, and tax planning. Because the Services handle tax documents and financial records, we treat the information you entrust to us as some of the most sensitive data you have. This Policy is written in plain English, but it is still a legal document. Please read it together with our Terms & Conditions.

When a tax professional or partner is in charge of your data

If you use TAXONIX through your CPA, enrolled agent, tax preparer, bookkeeper, or a business that offers the platform under its own brand (a "Professional" or "Partner"), that Professional or Partner decides how your information is used for the services it provides to you. In that case we process your information on their behalf and according to their instructions, and their own privacy notice also applies. Questions about how they use your information should go to them first. We will help them respond where required.

02Information we collect

What we collect depends on how you interact with us. We try to collect only what we need.

Site visitors

When you browse the Site, we and the providers that host and power it automatically collect limited technical information, such as your IP address, browser type, device type, operating system, referring page, pages viewed, time spent on pages, approximate location derived from your IP address, and similar usage data. Much of this is collected through cookies and similar technologies (see Cookies and analytics).

Contact form and waitlist

Our contact and early access form is powered by the GoHighLevel platform. When you submit it, we collect the information you enter, which includes:

• First and last name
• Email address
• Company or firm name (optional)
• Your role (the "I am a..." selection, for example individual filer, business owner, tax professional, or enterprise partner)
• The message you send us

If you email or call us, we collect the information you choose to share, such as your name, email address, phone number, and the content of your message.

Platform users

If you create an account or are invited to the platform, we collect account information such as your name, email address, phone number, business or firm name, role, login credentials, and account preferences. We also collect information about how you use the Services, such as features used, actions taken, log data, and device and connection information, which we use to operate, secure, and improve the platform.

Tax documents and financial information

To provide tax preparation, bookkeeping, and tax planning features, the Services process the documents and data that you, your Professional, or your Partner upload or connect. Depending on how you use the platform, this may include:

• Tax forms and records, such as W-2s, 1099s, 1098s, prior-year returns, and IRS or state notices
• Receipts, invoices, bills, and other supporting documents
• Bank, credit card, and other financial account transaction data
• Accounting and ledger data, including data synced from QuickBooks Online at your direction
• Identifying information that appears in those records, such as Social Security numbers or other taxpayer identification numbers, dates of birth, addresses, employer information, income, deductions, and bank account details for refunds or payments
• Information about other people that appears in your records, such as a spouse, dependents, employees, or contractors

If you provide information about another person, you are responsible for having the right to share it with us for the purpose of receiving the Services.

Information from other sources

We may receive information from the Professional or Partner who invited you, from integrations you choose to connect (such as QuickBooks Online or a financial data connection), from tax authorities in connection with e-filing status (such as acceptance or rejection notices), and from service providers that help us verify identity, prevent fraud, or operate the Services.

03How we use information

We use personal information to:

• Provide the Services: read and organize documents, classify and reconcile transactions, prepare bookkeeping records, build and review tax returns, support tax planning, and deliver the client portal and practice app.
• File returns you authorize: transmit returns electronically through IRS-authorized transmitter infrastructure, and track acceptance or rejection.
• Respond to you: answer contact form submissions, manage the early access waitlist, schedule demos, and provide support.
• Communicate with you: send service messages such as account, security, and filing notices, and, where permitted, updates about TAXONIX. You can opt out of marketing emails at any time using the unsubscribe link or by contacting us.
• Keep the Services secure: authenticate users, detect and prevent fraud, abuse, and security incidents, and protect our users and systems.
• Improve the Site and Services: understand how the Site and platform are used, fix problems, and develop features, using aggregated or de-identified information where practical.
• Meet legal obligations: comply with tax, financial, and privacy laws, respond to lawful requests, and enforce our agreements.

Tax return information is subject to additional limits, described in the next section. Where those limits are stricter than the general uses above, the stricter limits control.

We do not use your tax return information to train AI models for the benefit of other customers unless you have given any consent the law requires.

04Tax return information and your consent

Federal law, including Section 7216 of the Internal Revenue Code and its regulations, restricts how tax return preparers, and those who help them, may use and disclose information furnished in connection with preparing a tax return ("tax return information").

• We use and disclose tax return information only to prepare, assist in preparing, or file returns, and for the other purposes permitted by Section 7216 and its regulations.
• We will not use or disclose your tax return information for any other purpose, including marketing unrelated to tax preparation, unless you first give the specific written or electronic consent the law requires. Any such request will be presented to you separately, will explain what it covers, and may be declined without affecting your ability to use our tax preparation services.
• You may limit or revoke a consent you have given, as the regulations allow, by contacting us.
• If you are a Professional or Partner using TAXONIX to serve your own clients, you remain responsible for obtaining any consents your clients must give under Section 7216 and for meeting your other obligations as a tax return preparer.

If a consent form presented to you differs from this summary, the consent form governs for the matter it covers.

05How we share information

We never sell client data. We do not sell personal information, and we do not share it for cross-context behavioral advertising in exchange for anything of value. We share information only as described below.

• Service providers. We use carefully selected vendors that help us operate the Site and Services, such as cloud hosting, data storage, AI and document-processing infrastructure, website and form hosting (including GoHighLevel), email delivery, customer support, identity verification, and security tools. They may use personal information only to provide services to us, under contracts that require confidentiality and appropriate safeguards.
• E-filing. When you, or your Professional, authorize a return to be filed, we transmit it through IRS-authorized transmitter infrastructure to the IRS and the relevant state tax agencies.
• Integrations you choose. We exchange data with third-party services such as QuickBooks Online, or a financial data connection, only at your direction and only as needed to provide the connection you set up. Your use of those services is governed by their own terms and privacy policies. You can disconnect an integration at any time.
• Your Professional or Partner. If you use TAXONIX through a Professional or Partner, we share your information with them so they can provide their services to you, and they can see the documents and data in their workspace.
• People you authorize. We share information with others when you direct us to, for example when you invite a team member, spouse, or advisor to your account.
• Legal and safety reasons. We may disclose information if we believe in good faith it is required by law, subpoena, court order, or other legal process; to respond to lawful requests from government authorities; or to protect the rights, property, or safety of TAXONIX, our users, or the public. Where the law applies, we disclose tax return information only as Section 7216 permits.
• Business transfers. If TAXONIX is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to this Policy and to applicable law, including the restrictions on tax return information.
• Aggregated or de-identified information. We may share information that has been aggregated or de-identified so that it cannot reasonably be used to identify you. We will not attempt to re-identify it.

06Cookies and analytics

The Site is built and hosted on the GoHighLevel platform. Like most websites, it uses cookies, pixels, local storage, and similar technologies to:

• make the Site and forms work, remember your preferences, and keep sessions secure (essential cookies);
• understand how visitors find and use the Site so we can improve it (analytics cookies); and
• measure the effectiveness of our outreach, where used (marketing or attribution cookies).

Some of these technologies are set by our service providers, who may collect information about your use of the Site over time. You can control cookies through your browser settings, including blocking or deleting them. Blocking essential cookies may cause parts of the Site, such as the contact form, to stop working.

Some browsers send a "Do Not Track" signal. Because there is no common standard for these signals, the Site does not currently respond to them. Where required by applicable law, we treat a Global Privacy Control (GPC) signal from your browser as a valid request to opt out of the sale or sharing of personal information for that browser.

07Data retention

We keep personal information only as long as we need it for the purposes described in this Policy, including to provide the Services, maintain records, resolve disputes, and meet legal, tax, and regulatory obligations. In general:

• Contact and waitlist information is kept while we are in contact with you about early access or your inquiry, and for a reasonable period afterward, unless you ask us to delete it sooner.
• Account and platform data, including tax documents and bookkeeping records, is kept for as long as your account, or the account of the Professional or Partner you work with, is active, and afterward for the period needed to meet recordkeeping requirements that apply to tax and financial records, or as otherwise agreed in writing.
• Technical and log data is kept for shorter periods unless needed for security, troubleshooting, or legal reasons.

When information is no longer needed, we delete it or de-identify it. Deleted data may remain in backups for a limited period until those backups are overwritten on their normal cycle.

08How we protect information

We maintain administrative, technical, and physical safeguards designed to protect the information we handle, in line with the safeguards principles of the Gramm-Leach-Bliley Act (GLBA) and the FTC Safeguards Rule and with IRS guidance for protecting taxpayer data. Our program is built around SOC 2-aligned controls. Measures include:

• encryption of data in transit and at rest;
• per-tenant data isolation, so each firm's and client's data is logically separated;
• redaction of sensitive identifiers before documents are processed by AI;
• role-based access controls, so only authorized personnel with a business need can access customer data;
• logging and monitoring designed to detect unauthorized activity; and
• vendor review and contractual security requirements for service providers.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. You can help by using a strong, unique password, enabling any additional sign-in protections we offer, and contacting us right away at [email protected] if you believe your account has been compromised. If a security incident affects your personal information, we will notify you and others as required by law.

09Your choices and privacy rights

Choices available to everyone

• Access and update. You can review and update much of your account information in the platform, or ask us to do it for you.
• Marketing emails. Unsubscribe at any time using the link in any marketing email. We will still send service messages about your account.
• Integrations. Disconnect QuickBooks Online or other connected services at any time from your settings.
• Cookies. Manage cookies through your browser, as described above.
• Waitlist and inquiries. Ask us to remove your contact form or waitlist information by emailing [email protected].

State privacy rights

Depending on where you live, laws such as the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA), the Virginia Consumer Data Protection Act (VCDPA), and similar laws in other states may give you rights over your personal information, to the extent those laws apply to us and to the information involved. Subject to exceptions in those laws, these rights may include the right to:

• know and access the personal information we hold about you and how we use and share it;
• correct inaccurate personal information;
• delete personal information we collected from or about you;
• obtain a portable copy of your personal information;
• opt out of the sale of personal information, sharing for cross-context behavioral or targeted advertising, and certain profiling. We do not sell personal information or use it for targeted advertising in a way that requires an opt-out, but you may still contact us with any request;
• limit the use of sensitive personal information to what is necessary to provide the Services. We use sensitive personal information, such as taxpayer identification numbers and financial account details, only for the purposes permitted by law, including providing the Services you request; and
• not be discriminated against for exercising any of these rights.

Some information we process is covered by other laws, such as the GLBA or Section 7216, and may be exempt from certain state privacy rights. Where information is processed on behalf of a Professional or Partner, we may refer your request to them.

How to make a request

Email [email protected] or call (757) 993-4334. We will need to verify your identity before acting on your request, usually by matching information you provide with information we already hold. You may use an authorized agent to make a request for you. We may ask the agent for proof of authorization and may ask you to verify your identity directly. We will respond within the time required by applicable law.

Appeals

If we decline to act on your request, you may appeal by replying to our decision or emailing [email protected] with the subject line "Privacy Request Appeal." We will respond to your appeal in writing within the time required by law. If you are a Virginia resident and are not satisfied with the result of your appeal, you may contact the Office of the Attorney General of Virginia.

10Children's privacy

The Site and Services are intended for adults and are not directed to children under 18. We do not knowingly collect personal information directly from children under 13. If you believe a child has given us personal information directly, please contact us and we will delete it.

Tax returns and financial records often include information about dependents, including minors. We process that information only because a parent, guardian, taxpayer, or their Professional provides it to us to prepare a return or keep records, and we protect it the same way we protect all taxpayer information.

11International users

TAXONIX is a U.S. platform built to support U.S. federal and state tax filings. We and our service providers store and process information in the United States. If you access the Site from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

12Changes to this policy

We may update this Privacy Policy from time to time, for example as the platform moves from early access to general availability or as laws change. When we do, we will change the "Last updated" date at the top of this page. If we make material changes, we will provide additional notice, such as by email or a notice in the platform, before the changes take effect. Where the law requires your consent, including for new uses of tax return information, we will ask for it.

13Contact us

If you have questions about this Privacy Policy or how we handle your information, or you want to exercise your privacy rights, contact us: