Privacy Policy

Effective date: October 9, 2026
Last updated: October 9, 2026

1. About this policy

ProTaxServe LLC (“ProTaxServe,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our website, inquiries, consultations, educational resources, and professional services.

This policy applies to information collected through protaxserve.com and related interactions with ProTaxServe. Separate engagement agreements, client privacy notices, and legally required consent forms may apply to our professional services.

2. Information we collect

Depending on your interactions and requested services, we may collect:

• Contact information: Name, email address, telephone number, mailing address, and business name.
• Inquiry and consultation information: Information provided through forms, appointment requests, questionnaires, correspondence, or meetings.
• Client and financial information: Identifying information, taxpayer identification numbers, tax returns, income records, business financial statements, investment and retirement information, property records, and supporting documents needed for agreed services.
• Billing information: Information needed to invoice and process payments. Third-party payment providers may have their own privacy practices.
• Website usage information: Depending on deployed technologies, IP address, browser and device information, pages visited, referring pages, and access dates and times.
• Communication preferences: Subscription choices and preferences regarding educational updates or marketing.

We may receive information directly from you, an authorized representative, or third parties you authorize. We may also obtain information from public records or other sources when appropriate and permitted by law.

3. How we use information

Subject to applicable law and required consent, we use information to respond to inquiries, schedule consultations, evaluate service requests, establish engagements, provide agreed services, communicate about documents and deadlines, maintain records, process invoices, protect systems, prevent fraud, comply with obligations, operate our website, and deliver educational or marketing communications where permitted.

We do not treat your use of this website or acceptance of this policy as authorization to use or disclose tax-return information for purposes requiring separate consent.

4. Protection of tax-return information

Tax-return information receives additional protection under applicable federal law. We use and disclose it only as permitted by law or pursuant to appropriate consent when required. Where separate consent is required, we will obtain it before the use or disclosure occurs.

This policy does not replace any consent required under Internal Revenue Code Section 7216 or other applicable law.

5. When we disclose information

Subject to applicable restrictions and required consents, we may disclose information:

• To service providers supporting tax software, document management, secure file exchange, hosting, scheduling, communications, payment processing, and IT support.
• To professionals, representatives, or other parties you authorize.
• To tax authorities and government agencies for agreed services or compliance.
• For legal and security purposes where required or permitted by law.
• In a business transition, as permitted by law and subject to confidentiality and consent requirements.

Provider access is subject to applicable legal requirements and contractual arrangements and does not remove tax-return information restrictions.

We do not sell your personal information.

6. Cookies and website technologies

Our website may use cookies or similar technologies to support functionality, understand usage, or remember preferences.

We use PostHog, a website analytics service, only to understand how visitors use our site, such as which pages are viewed and which links and buttons are clicked. It is configured without cookies, does not keep an identifier in your browser between visits, and is not used for advertising.

When you schedule a call through Calendly or sign in to our client portal hosted by TaxDome, those services may use their own cookies under their own privacy policies.

You can manage certain cookies through browser settings. Disabling cookies may affect website features. Where applicable law requires consent or additional controls, we will provide required options.

7. Educational updates and marketing communications

You may unsubscribe from marketing emails using the included link or by contacting us. Opting out does not prevent communications necessary for an active engagement, such as document requests, invoices, or service updates.

We will not use tax-return information for marketing purposes requiring separate consent unless that consent has been obtained.

8. Information security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, alteration, and disclosure. No internet transmission or storage system is completely secure.

Do not submit Social Security numbers, complete tax returns, account credentials, or similarly sensitive information through general inquiry forms or email. Use our secure client portal to share documents.

9. Information retention

We retain information for as long as reasonably necessary to provide services, maintain business records, comply with legal and professional requirements, and address disputes or other legitimate business needs. Retention periods vary by information type and purpose. When information is no longer needed, we take appropriate steps to delete, destroy, or de-identify it, subject to applicable requirements.

10. Your choices and privacy requests

Depending on your location, information, and applicable law, you may have rights to request access, correction, deletion, or a copy of information, or opt out of certain processing. Contact coach@protaxserve.com to submit a request.

We may verify identity or authority. Requests are subject to applicable exceptions, including record-retention obligations. Where an appeal right applies, contact coach@protaxserve.com. We will provide further information about applicable rights and procedures when responding.

11. Third-party websites and services

Our website may link to third-party resources or use third-party tools. Those parties may handle information under their own policies. This policy does not govern third-party websites or services we do not control. Review their privacy notices before providing information.

12. Children’s privacy

Our website is intended for adults seeking professional services and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through our website.

Dependent information may be collected from a parent, guardian, or authorized client when necessary for professional services. Contact us if you believe a child submitted information without appropriate authorization.

13. Changes to this policy

We may update this policy to reflect changes in practices, services, or applicable requirements. Revisions will be posted with an updated date. Where legally required, we will provide additional notice or obtain consent.

14. Contact us

ProTaxServe LLC
Email: coach@protaxserve.com
Telephone: (972) 832-0379
Mailing address: 6000 Alma Rd, Suite 501, McKinney, TX 75070