Privacy Policy

Effective Date: September 15, 2026

 

RTB Tax Advisors (“RTB Tax Advisors,” “we,” “our,” or “us”) respects the privacy and confidentiality of our clients, prospective clients, and website visitors. Because our work involves sensitive financial, accounting, business, and tax information, protecting the information entrusted to us is an important part of how we operate.

 

This Privacy Policy explains the types of information we may collect, how we use and protect that information, when information may be shared, and the choices available to you.

 

1. Information We May Collect

Depending on your relationship with RTB Tax Advisors and the services you request, we may collect personal, business, financial, and tax-related information, including:

  • Name, mailing address, email address, and telephone number
  • Social Security numbers and taxpayer identification numbers
  • Employer Identification Numbers (EINs)
  • Dates of birth and other identifying information
  • Business ownership and entity information
  • Financial statements and accounting records
  • Income, expense, asset, liability, and transaction information
  • Bank and financial account information
  • Payroll and compensation information
  • Prior-year and current-year tax returns and supporting tax documents
  • QuickBooks and other accounting information
  • Information concerning employees, contractors, dependents, beneficiaries, or other individuals when relevant to services we provide
  • Documents and information you upload to our secure client portal or otherwise provide to us
  • Communications between you and RTB Tax Advisors
  • Information submitted through our website, contact forms, scheduling tools, or client intake processes

 

We seek to collect only information reasonably necessary to evaluate, provide, administer, and improve the professional services you request and to satisfy applicable legal, regulatory, and professional requirements.

 

2. How We Use Your Information

We may use information we collect to:

  • Provide bookkeeping, accounting, tax preparation, tax projection, tax planning, CFO, and related advisory services
  • Prepare federal, state, and local tax returns and filings
  • Maintain and reconcile accounting records
  • Analyze financial and tax information
  • Develop tax planning recommendations and projections
  • Assist with the implementation of approved tax and financial strategies
  • Communicate with you regarding your engagement and services
  • Coordinate with other professionals or service providers when authorized or otherwise permitted by law
  • Maintain client and business records
  • Process payments and administer our business relationship
  • Comply with legal, regulatory, professional, tax, and recordkeeping obligations
  • Protect against fraud, unauthorized access, cybersecurity threats, and other risks
  • Maintain and improve our internal operations and client experience

 

We do not use confidential client information for unrelated purposes except with appropriate authorization or as otherwise permitted or required by law.

 

3. We Do Not Sell Personal Information

RTB Tax Advisors does not sell, rent, or trade your personal, financial, or tax information.

 

We do not sell client lists or taxpayer information, and we do not permit third parties to purchase access to confidential client information.

 

When information is shared with a service provider, professional, government agency, or other party, it is for purposes related to providing services, operating our business, carrying out your instructions, or satisfying legal, regulatory, or professional obligations.

 

4. Third-Party Technology and Service Providers

RTB Tax Advisors uses third-party technology providers to operate our practice and deliver services to our clients.  Depending on the services provided to you, these may include:

  • TaxDome — practice management, secure client portal, document storage and exchange, electronic signatures, client communications, billing, and related practice functions
  • QuickBooks and Intuit — bookkeeping, accounting, tax preparation, and related financial and tax services
  • Tax Planner Pro and Instead Pro — tax planning, analysis, and related advisory services
  • Calendly — appointment scheduling
  • Zoom — virtual meetings and client communications
  • Payment processing providers — processing client payments and related transactions

 

These providers may process, transmit, access, or store information on our behalf when necessary to provide their services and support our work for you.

 

RTB Tax Advisors evaluates third-party providers based on factors that may include their functionality, security practices, confidentiality protections, and suitability for an accounting and tax practice. We take reasonable steps to select and oversee service providers that have access to confidential client information consistent with applicable legal and regulatory requirements.

 

We do not authorize third-party service providers to sell confidential client information or use confidential client information for their own unrelated marketing purposes.

 

Third-party platforms maintain their own privacy, security, data retention, and technology practices. Information processed through those platforms may therefore also be subject to the applicable provider's privacy policy and terms of service.

 

5. Calendly and Appointment Scheduling

RTB Tax Advisors uses Calendly for appointment scheduling and related administrative purposes. Calendly is not intended to be used to collect sensitive tax, financial, or personally identifiable information.

 

When scheduling an appointment, we may request basic information such as your:

  • Name
  • Email address
  • Telephone number
  • Business name
  • General reason for the meeting

 

Please do not provide Social Security numbers, taxpayer identification numbers, bank account information, tax returns, financial statements, passwords, or other sensitive financial or tax information through Calendly or a general website scheduling form.

 

Sensitive documents and confidential client information should be provided only through the secure methods designated by RTB Tax Advisors, including our secure client portal when applicable.

 

6. Sharing of Information

RTB Tax Advisors may disclose information when reasonably necessary to provide our services, administer our business, follow your instructions, or comply with applicable requirements.

 

Service Providers

We may provide information to software platforms, payment processors, document management systems, accounting and tax technology providers, and other service providers supporting our operations. We limit disclosures to information reasonably necessary for the provider to perform the applicable service.

 

Taxing and Government Authorities

Information may be submitted to the Internal Revenue Service, state taxing authorities, local taxing authorities, or other governmental agencies when necessary to prepare or file returns, respond to authorized matters, or comply with applicable requirements.

 

Other Professionals

With your authorization, at your direction, or as otherwise permitted by law, we may coordinate with attorneys, financial professionals, payroll providers, retirement plan professionals, actuaries, third-party administrators, insurance professionals, or other specialists involved in your planning or implementation.

 

Legal and Regulatory Requirements

We may disclose information when required or permitted by applicable law, regulation, subpoena, court order, governmental request, professional obligation, or other lawful process.

 

Protection and Security

We may disclose information when reasonably necessary to investigate or respond to suspected fraud, cybersecurity incidents, unauthorized access, misuse of our systems, or threats to the rights, property, or security of RTB Tax Advisors, our clients, or others.

 

7. Tax Return and Taxpayer Information

Taxpayer information receives particular care because of its sensitive nature. Information obtained in connection with the preparation of tax returns is handled in accordance with applicable federal tax laws, regulations, professional obligations, and confidentiality requirements.

 

Where your consent is legally required before tax return information may be used or disclosed for a particular purpose, RTB Tax Advisors will obtain appropriate consent before making that use or disclosure.

 

Your engagement of RTB Tax Advisors does not constitute unlimited authorization for us to disclose your tax return information to third parties.

 

8. Information Security

RTB Tax Advisors maintains administrative, technical, and physical safeguards designed to protect confidential client information from unauthorized access, use, alteration, disclosure, or destruction. Depending upon the systems and information involved, our safeguards may include:

  • Secure client portals
  • Access controls
  • Multi-factor authentication
  • Password protection
  • Encryption and secure transmission methods
  • Device and network security measures
  • Data backup and recovery procedures
  • Restricted access to client information
  • Service-provider review and oversight
  • Confidentiality requirements
  • Information security policies and procedures
  • Incident response procedures

 

Our security practices are designed to be appropriate for the size and nature of our practice and the sensitivity of the information we maintain.

While we take reasonable measures to protect information entrusted to us, no electronic transmission, cloud-based platform, computer system, or method of electronic storage can be guaranteed to be completely secure.

 

9. Secure Client Portal

RTB Tax Advisors may use TaxDome as our secure client portal and practice management platform. When available, clients should use the secure client portal to transmit sensitive information and documents, including:

  • Tax returns
  • Tax documents
  • Financial statements
  • Accounting records
  • Personally identifiable information
  • Documents containing Social Security or taxpayer identification numbers
  • Other confidential financial information

 

Clients should not send highly sensitive information through ordinary email, text messaging, website contact forms, or scheduling forms when a secure method is available.

 

10. Email, Text Messages, and Electronic Communications

RTB Tax Advisors may communicate with clients and prospective clients through email, telephone, text messaging, client portal communications, Zoom, or other electronic methods. Standard email and text messaging may not provide the same level of security as a secure client portal.

 

For that reason, we may require sensitive tax documents, financial information, Social Security numbers, banking information, or other confidential information to be transmitted through approved secure systems rather than ordinary email or text messaging. Clients should avoid sending highly sensitive information through unsecured communication methods.

 

Marketing Communications

If you contact us, attend an event, or are introduced to us, we may email you about our services.  Every marketing email identifies RTB Tax Advisors and offers a way to unsubscribe.  We honor opt-out requests within 10 business days.  We do not use client tax return information for our marketing without your written consent.

 

Prospect Information

We may review publicly available business information, such as a business's name, website, and business contact details, to decide whether our services may be a fit, in addition to information you give us.

 

AI Tools

We may use AI-based tools to help draft communications and research publicly available business information.  We review AI-assisted work before it is used, and we do not enter client tax return information into AI tools for marketing purposes.

 

11. Website Information

When you visit our website, certain technical information may be collected automatically by our website provider or related technology services.

  • This information may include:
  • Internet Protocol (IP) address
  • Browser type
  • Device type
  • Operating system
  • Pages visited
  • Referring website
  • Date and time of visits
  • General website usage and interaction information

 

This information may be used for website functionality, security, troubleshooting, analytics, and improving the website and user experience.

 

12. Cookies and Similar Technologies

Our website or third-party services incorporated into our website may use cookies and similar technologies to support website functionality, understand website traffic, remember preferences, provide security, or improve website performance.

 

Your browser may allow you to restrict or disable cookies. Disabling certain cookies may affect the functionality of portions of the website. RTB Tax Advisors does not sell information collected through cookies.

 

13. Website Contact Forms

Information submitted through our website contact forms is intended for general inquiries and initial communications. Please do not submit Social Security numbers, taxpayer identification numbers, bank account information, tax returns, financial statements, passwords, or other highly sensitive information through a general website contact form.

 

Once a client relationship or secure communication process has been established, sensitive documents should be provided through the secure methods designated by RTB Tax Advisors.

 

14. Payment Information

If you make payments electronically, payment information may be processed through TaxDome or another third-party payment processing provider.

RTB Tax Advisors may receive transaction information necessary to document, reconcile, and administer your payment but may not directly receive or store all payment-card or banking credentials entered into a third-party payment system. Payment providers maintain their own privacy, security, and data-processing practices.

 

15. Data Retention

RTB Tax Advisors retains client information for periods reasonably necessary to:

Provide and document professional services

  • Maintain appropriate business and professional records
  • Satisfy tax, accounting, legal, regulatory, and professional requirements
  • Resolve disputes or questions
  • Enforce agreements
  • Maintain security and fraud-prevention records
  • Support legitimate business needs
  • Retention periods may vary depending on the nature of the information, services performed, applicable law, professional requirements, and legitimate business needs.

 

When information is no longer required to be retained, we may securely delete, destroy, anonymize, or otherwise dispose of it in accordance with our information security and records-retention practices.

 

16. Children’s Privacy

RTB Tax Advisors' website and services are intended for adults and businesses and are not directed toward children under the age of 13.

We do not knowingly collect personal information directly from children through our website.

 

Information concerning children, dependents, or beneficiaries may be provided by a parent, guardian, taxpayer, business owner, or authorized representative when necessary for legitimate tax, accounting, payroll, or advisory services.

 

17. Your Responsibilities

Protecting confidential information is a shared responsibility.

We encourage clients to:

  • Maintain strong and unique passwords
  • Enable multi-factor authentication when available
  • Protect access to their client portal, email, and financial accounts
  • Avoid sharing login credentials
  • Notify us promptly if unauthorized access is suspected
  • Use secure methods when transmitting sensitive information
  • Keep contact information current
  • Review electronic communications carefully for phishing, impersonation, or fraudulent requests

 

RTB Tax Advisors will not ask clients to send account passwords or other highly sensitive login credentials through unsecured email or text messaging.

 

18. Security Incidents and Data Breaches

If RTB Tax Advisors becomes aware of a security incident involving confidential client information, we will investigate and respond in accordance with our information security procedures and applicable legal and regulatory requirements. Where notification to affected individuals, governmental authorities, law enforcement, or other parties is required by applicable law, we will provide such notification as required.

 

19. Links to Other Websites

Our website may contain links to third-party websites, platforms, or services. RTB Tax Advisors is not responsible for the privacy, security, content, or practices of websites or services independently operated by third parties. We encourage you to review the privacy policies and terms applicable to third-party websites and services you choose to use.

 

20. Changes to This Privacy Policy

RTB Tax Advisors may update this Privacy Policy periodically to reflect changes in our services, technology, business practices, third-party providers, legal requirements, or privacy and security practices. The current version of this Privacy Policy will be posted on our website with the applicable effective date. We encourage you to review this Privacy Policy periodically.

 

21. Contact Us

If you have questions about this Privacy Policy or RTB Tax Advisors' privacy practices, please contact us through the contact information provided on our website.

 

RTB Tax Advisors
www.rtbtaxadvisors.com

 

Our Commitment to Confidentiality

RTB Tax Advisors does not sell client information. We use information entrusted to us only as reasonably necessary to provide and administer our services, comply with legal and professional obligations, protect our clients and our firm, and carry out activities authorized by our clients or otherwise permitted by law.