Introduction
Legacy Tax Pro (“Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit our website at www.legacytaxpro.co (the “Website”), engage our professional services, or communicate with us through any channel.
Our services include tax preparation for individuals and small businesses, bookkeeping, business formation, and business funding consultation (collectively, the “Services”). Due to the nature of these services, we handle sensitive personal and financial information and take our responsibility to protect that information seriously.
By accessing our Website, using our Services, or providing your information to us, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our Website or Services.
Information We Collect
We collect different types of information depending on how you interact with us and which Services you engage. The categories of information we may collect include:
2.1 Personal Identification Information
| Data Type | Examples |
|---|---|
| Identity Information | Full legal name, date of birth, Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), driver’s license or state-issued ID number |
| Contact Information | Mailing address, email address, phone number (including mobile number for SMS communications) |
| Family Information | Dependent names, dates of birth, Social Security Numbers, and relationship status (as relevant to tax filing) |
2.2 Financial and Tax Information
| Data Type | Examples |
|---|---|
| Income Records | W-2 forms, 1099 forms, K-1 forms, business income statements, rental income records, investment income documentation |
| Expense Records | Business expense receipts, mortgage interest statements (1098), property tax records, charitable donation receipts, medical expense records |
| Banking Information | Bank account numbers and routing numbers (for direct deposit of refunds or Pay-With-Refund transactions), bank statements for bookkeeping services |
| Tax History | Prior year tax returns, IRS notices, correspondence with tax agencies, estimated tax payment records |
| Business Financial Records | Profit and loss statements, balance sheets, accounts receivable and payable, payroll records, general ledger data |
2.3 Business Formation Information
For clients using our business formation services, we may collect business name preferences, registered agent information, member or shareholder details, ownership percentages, business addresses, and Employer Identification Numbers (EINs).
2.4 Business Funding Information
For clients seeking business funding assistance, we may collect business revenue figures, credit information, existing debt obligations, business plans, bank statements, tax returns, and other documentation required by potential lenders or funding sources.
2.5 Website and Technical Information
| Data Type | Examples |
|---|---|
| Device Information | IP address, browser type and version, operating system, device type |
| Usage Data | Pages visited, time spent on pages, click patterns, referring URL |
| Cookies | Session identifiers, preference cookies, analytics cookies (see Section 13) |
2.6 Communication Records
We retain records of communications between you and Legacy Tax Pro, including emails, text messages (SMS/MMS), phone call logs, chat messages, and any documents or files you transmit to us through any channel.
How We Collect Your Information
We collect information through the following methods:
(a) Directly from You: When you fill out forms on our Website, schedule an appointment, submit documents for tax preparation or bookkeeping, sign engagement letters, communicate with us via phone, email, text, or in person, or provide information during a consultation.
(b) Through Our Service Providers: When third-party platforms we use for scheduling, payment processing, document management, or client communication collect information on our behalf.
(c) From Third-Party Sources: When permitted by law, we may receive information from the IRS (e.g., tax transcripts you authorize us to obtain), state tax agencies, financial institutions involved in bank product transactions, credit reporting agencies (in connection with business funding services), and business formation filing agencies.
(d) Automatically: When you visit our Website, we automatically collect certain technical information through cookies, web beacons, and similar tracking technologies (see Section 13).
(e) Through SMS Opt-In: When you opt in to receive text messages by submitting your phone number on our Website, texting a keyword to our business number, or providing verbal or written consent (see Section 9).
How We Use Your Information
We use the information we collect for the following purposes:
4.1 Service Delivery
Preparing, reviewing, and filing federal and state tax returns on your behalf
Performing bookkeeping services including transaction categorization, reconciliation, and financial reporting
Assisting with business entity formation and filing required documents with state and federal agencies
Facilitating business funding applications and consultations with potential lenders
Processing refund advance applications and Pay-With-Refund transactions through our Partner Bank
4.2 Client Communication
Sending appointment confirmations, reminders, and scheduling updates
Requesting additional documents or information needed to complete your services
Providing service status updates and notifications
Sending payment confirmations, receipts, and billing reminders
Communicating tax deadline reminders and important IRS or state agency updates
4.3 Payment Processing
Processing payments for services rendered
Facilitating refund transfers and bank product transactions
Managing billing disputes and chargeback responses
4.4 Business Operations
Maintaining internal records and client files
Ensuring quality control and oversight of services performed by Contractor Preparers
Complying with legal, regulatory, and tax reporting obligations
Responding to IRS or state agency inquiries related to returns we have prepared
4.5 Marketing and Promotional Communications
Sending promotional messages about Legacy Tax Pro services and seasonal offers (with your consent)
Providing educational content about tax planning, bookkeeping best practices, and business growth
You may opt out of marketing communications at any time (see Section 12).
4.6 Legal and Compliance
Complying with applicable federal and state laws, regulations, and professional standards
Responding to lawful requests from government agencies, courts, or law enforcement
Protecting our legal rights and defending against claims or disputes
Preventing fraud, identity theft, and unauthorized access to accounts
Legal Basis for Processing
We process your personal information based on the following legal grounds:
(a) Contractual Necessity: Processing is necessary to perform the services you have engaged us to provide, including tax preparation, bookkeeping, business formation, and funding consultation.
(b) Consent: Where you have provided express consent, such as opting in to receive SMS/text messages or marketing communications. You may withdraw consent at any time.
(c) Legal Obligation: Processing is necessary to comply with applicable laws and regulations, including IRS requirements, state tax agency mandates, and anti-money laundering laws.
(d) Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving our services, maintaining security, preventing fraud, and enforcing our terms and agreements, provided these interests do not override your fundamental rights and freedoms.
Sharing and Disclosure of Information
Legacy Tax Pro does not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information in the following limited circumstances:
6.1 Service Providers and Processors
We share information with trusted third-party service providers who assist us in operating our business, including payment processors, tax software providers, scheduling platforms, client management systems, document storage providers, and SMS/messaging platforms. These providers are contractually obligated to use your information only for the purposes of providing services to Legacy Tax Pro and to maintain appropriate security safeguards.
6.2 Government and Tax Agencies
In the course of providing tax preparation services, we submit your tax returns and related information to the Internal Revenue Service (IRS) and applicable state tax agencies as authorized by you. We may also respond to lawful requests for information from government agencies.
6.3 Third-Party Financial Institutions
If you elect to use a Refund Advance, Pay-With-Refund, or other bank product, we share necessary information with the Partner Bank to process your application and facilitate the transaction (see Section 7). If you engage our business funding consultation services, we may share relevant financial information with potential lenders or funding sources with your authorization.
6.4 Independent Contractor Preparers
If your services are performed by a Contractor Preparer, your personal and financial information will be shared with that individual to the extent necessary to perform the engaged services (see Section 8).
6.5 Legal Requirements
We may disclose your information if required to do so by law, regulation, legal process, or enforceable governmental request, or if we believe disclosure is necessary to protect the rights, property, or safety of Legacy Tax Pro, our clients, or others.
6.6 Business Transfers
In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your information may be transferred as part of the transaction. We will provide notice if your information becomes subject to a different privacy policy.
Third-Party Bank Products and Financial Partners
When you apply for a Refund Advance, Refund Transfer (Pay-With-Refund), or any other bank product offered through Legacy Tax Pro, we share certain personal and financial information with the Partner Bank to facilitate your application and transaction. This information may include:
Your name, Social Security Number, date of birth, and contact information
Your tax return data, including anticipated refund amount
Your bank account and routing numbers (for disbursement purposes)
Your identification documents
The Partner Bank is a separate entity with its own privacy policy and data handling practices. Once your information is shared with the Partner Bank, their use of that information is governed by their own privacy policy, which you will receive and must review before authorizing any bank product.
Legacy Tax Pro does not control how the Partner Bank uses, stores, or protects your information after it has been transmitted. We encourage you to review the Partner Bank’s privacy policy carefully before electing to use any bank product.
Independent Contractor Tax Preparers
Legacy Tax Pro may engage independent contractor tax preparers (“Contractor Preparers”) to perform services on behalf of our clients. When a Contractor Preparer is assigned to your engagement, they will have access to the personal and financial information necessary to perform the requested services.
8.1 Confidentiality Obligations
All Contractor Preparers are bound by written confidentiality agreements that require them to protect client information with the same level of care as Legacy Tax Pro. Contractor Preparers are prohibited from using client information for any purpose other than performing the services for which they are engaged, disclosing client information to unauthorized third parties, retaining client information after the completion of their engagement, and accessing client information beyond what is necessary for their assigned tasks.
8.2 Oversight and Compliance
Legacy Tax Pro maintains oversight of Contractor Preparers to ensure compliance with our privacy and security standards. Contractor Preparers who violate confidentiality obligations may be subject to immediate termination of their engagement and other remedies available under law.
8.3 Client Rights
You have the right to inquire whether your services were performed by a Contractor Preparer. If you have concerns about how a Contractor Preparer has handled your information, please contact Legacy Tax Pro immediately so that we can investigate and take appropriate action.
SMS/Text Messaging Privacy
This section specifically addresses the collection, use, and protection of information related to our SMS/text messaging program, in compliance with the Telephone Consumer Protection Act (TCPA), CTIA guidelines, and 10DLC requirements.
9.1 Information Collected for SMS
When you opt in to receive text messages from Legacy Tax Pro, we collect your mobile phone number, the date and time of your opt-in, the method of opt-in (web form, keyword text, verbal consent, or appointment booking), and any responses you send to our messages (e.g., STOP, HELP).
9.2 Use of SMS Information
Your mobile phone number and SMS opt-in information are used exclusively for delivering the types of messages described in our Terms and Conditions (Section 6), including appointment reminders, document requests, service updates, payment notifications, tax deadline alerts, and promotional messages (if you have opted in to receive them).
9.3 SMS Data Sharing
9.4 SMS Opt-Out and Data Deletion
You may opt out of receiving text messages at any time by replying STOP to any message. Upon opting out, we will cease sending text messages to your number. You may request deletion of your SMS-related data by contacting us at the information provided in Section 18. Please note that we are required to retain opt-in and opt-out records for compliance purposes for a minimum of five (5) years.
9.5 SMS Security
We implement technical and organizational safeguards to protect SMS-related data, including encryption of phone numbers at rest, access controls limiting who within our organization can view SMS subscriber data, and secure transmission protocols for message delivery.
Data Security
Legacy Tax Pro implements administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, disclosure, alteration, destruction, or misuse. Our security measures include:
10.1 Administrative Safeguards
Staff and Contractor Preparer training on data privacy and security practices
Written confidentiality agreements with all personnel and contractors who access client information
Role-based access controls limiting information access to those with a legitimate business need
Incident response procedures for addressing potential data breaches
10.2 Technical Safeguards
Encryption of sensitive data in transit and at rest
Secure, PCI-compliant payment processing
Password-protected systems and multi-factor authentication where available
Regular software updates and security patches
Secure file storage and document management systems
10.3 Physical Safeguards
Secured office access at our location at 405 E Laburnum Ave, Suite 3, Richmond, VA 23222
Locked storage for physical documents containing sensitive information
Secure disposal of physical documents through shredding when no longer needed
Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, comply with legal and regulatory obligations, and protect our legal interests. Specific retention periods include:
| Data Category | Retention Period |
|---|---|
| Tax Returns and Supporting Documents | Minimum of seven (7) years from the date of filing, or longer if required by applicable law or IRS regulations |
| Bookkeeping Records | Minimum of seven (7) years from the end of the applicable fiscal year |
| Business Formation Documents | For the duration of the business entity’s existence, plus seven (7) years |
| Payment and Billing Records | Seven (7) years from the date of the transaction |
| SMS Opt-In and Opt-Out Records | Minimum of five (5) years from the date of consent or opt-out |
| Communication Records | Three (3) years from the date of the communication, unless a longer period is required for legal or compliance purposes |
| Website Analytics Data | Twenty-six (26) months from the date of collection |
Upon expiration of the applicable retention period, we will securely delete or anonymize your information unless retention is required by law.
Your Rights and Choices
Depending on your jurisdiction, you may have the following rights with respect to your personal information:
12.1 Access and Portability
You have the right to request a copy of the personal information we hold about you. We will provide this information in a commonly used, machine-readable format upon verified request.
12.2 Correction
You have the right to request that we correct any inaccurate or incomplete personal information we hold about you. Please note that corrections to filed tax returns may require the filing of an amended return.
12.3 Deletion
You may request that we delete your personal information. Please be aware that we may be unable to comply with deletion requests where retention is required by law (e.g., IRS record-keeping requirements), where the information is necessary to complete a transaction or service you requested, or where the information is needed to detect or prevent fraud or defend against legal claims.
12.4 Opt-Out of Marketing
You may opt out of receiving promotional or marketing communications by replying STOP to any text message, clicking the unsubscribe link in any marketing email, or contacting us directly at the information provided in Section 18. Opting out of marketing communications does not affect transactional communications related to your active services.
12.5 Withdraw Consent
Where we process your information based on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that occurred before the withdrawal.
12.6 How to Exercise Your Rights
To exercise any of these rights, please contact us using the information provided in Section 18. We will respond to verified requests within thirty (30) days or as otherwise required by applicable law. We may need to verify your identity before processing your request to protect your information from unauthorized access.
Cookies and Tracking Technologies
Our Website uses cookies and similar tracking technologies to improve your experience, analyze website traffic, and understand how visitors interact with our site.
13.1 Types of Cookies We Use
| Cookie Type | Purpose |
|---|---|
| Essential Cookies | Required for the Website to function properly, including session management and security features. These cannot be disabled. |
| Analytics Cookies | Help us understand how visitors use our Website by collecting anonymous usage data. We may use services such as Google Analytics for this purpose. |
| Functional Cookies | Remember your preferences and settings to provide a more personalized experience on return visits. |
| Marketing Cookies | Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns. These are only placed with your consent. |
13.2 Managing Cookies
You can manage your cookie preferences through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or be notified before a cookie is placed. Please note that disabling certain cookies may affect the functionality of our Website.
13.3 Do Not Track
Some browsers include a “Do Not Track” (DNT) feature that signals to websites that you do not want your browsing activity tracked. There is currently no uniform standard for how companies should respond to DNT signals. At this time, our Website does not respond to DNT signals, but we respect your privacy choices as described throughout this Privacy Policy.
Children’s Privacy
Our Website and Services are not directed to individuals under the age of eighteen (18). We do not knowingly collect personal information from children under 18. If we become aware that we have inadvertently collected personal information from a child under 18, we will take prompt steps to delete that information.
In the course of providing tax preparation services, we may collect limited information about minor dependents (such as name, date of birth, and Social Security Number) as provided by a parent or legal guardian for the sole purpose of preparing tax returns. This information is treated with the same level of security and confidentiality as all other client data.
Third-Party Links
Our Website may contain links to third-party websites, services, or applications that are not operated by Legacy Tax Pro. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party websites you visit. Legacy Tax Pro is not responsible for the privacy practices, content, or security of any third-party websites or services.
State-Specific Privacy Rights
16.1 Virginia Residents — Virginia Consumer Data Protection Act (VCDPA)
If you are a Virginia resident, you may have additional rights under the Virginia Consumer Data Protection Act, including the right to confirm whether we are processing your personal data, access your data, correct inaccuracies, delete your data, obtain a portable copy of your data, and opt out of the processing of your data for targeted advertising, sale, or profiling. To exercise these rights, please contact us using the information in Section 18. If we decline your request, you have the right to appeal our decision by contacting us.
16.2 California Residents — California Consumer Privacy Act (CCPA/CPRA)
If you are a California resident, you may have rights under the California Consumer Privacy Act and the California Privacy Rights Act, including the right to know what personal information we collect, disclose, or sell, the right to request deletion of your personal information, the right to opt out of the sale or sharing of your personal information (Legacy Tax Pro does not sell personal information), and the right to non-discrimination for exercising your privacy rights. California residents may submit requests by contacting us at the information provided in Section 18.
16.3 Other State Privacy Laws
Residents of other states with consumer privacy laws (including Colorado, Connecticut, Utah, Texas, Oregon, Montana, and others as they take effect) may have similar rights. We are committed to complying with applicable state privacy laws and will honor verified requests consistent with those laws. Please contact us to exercise your rights under your state’s applicable privacy law.
Changes to This Privacy Policy
Legacy Tax Pro reserves the right to update or modify this Privacy Policy at any time. When we make changes, we will update the “Effective Date” at the top of this page. If we make material changes that significantly affect how we handle your personal information, we will make reasonable efforts to notify you, such as posting a prominent notice on our Website or sending you a direct communication.
Your continued use of the Website or Services after the revised Privacy Policy has been posted constitutes your acceptance of the changes. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy, your personal information, or how we handle your data, please contact us at:
Legacy Tax Pro
405 E Laburnum Ave, Suite 3
Richmond, VA 23222
Phone: 1-540-530-4622
Email: [email protected]
Website: www.legacytaxpro.co
We aim to respond to all privacy-related inquiries within thirty (30) days of receipt. If you are not satisfied with our response, you may have the right to lodge a complaint with your state’s attorney general or applicable data protection authority.
