Privacy Policy

1. What information do we collect?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

In this notice, “Taxpayer” and “Tax Advisor” have the same meaning as in our Terms of Use. A user who holds an account in Taxpayer Mode, together with any business entity that user registers and administers in that mode, is a “Taxpayer.” A user who holds an account in Tax Advisor Mode is a “Tax Advisor,” whether or not that user holds any professional credential, license, or designation.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. Depending on the features you use or that we make available, we may collect or process the categories of information described below. We collect a category only when it is relevant to an enabled feature, you provide or authorize it, or it is otherwise necessary for the operation and security of the Services.

The personal information we collect may include the following:

• names; email addresses; phone numbers; mailing and business addresses; usernames, passwords, and other login credentials; profile details; user roles and permissions; and communication and reminder preferences
• taxpayer and entity profile information, including entity names, entity and tax classifications, ownership interests, formation and filing jurisdictions, and entity-participant details
• information you provide about other people, including clients, staff, collaborators, owners, partners, shareholders, spouses, dependents, and other individuals you enter, import, or invite
• Tax Advisor credential and professional details, including designation (CPA, Enrolled Agent, Attorney/Esq., PTIN Holder, Non-Credentialed Preparer, AFSP Participant, or Other), firm and staff roles, professional contact details, and advisor-client relationships
• tax and compliance facts, custom events, deadlines, notes, and other calendar content you create, enter, or import
• the subscription, trial, plan, and entity allowance you select when you subscribe
• the content of your support communications and survey responses, and any files you may choose to submit if file-upload functionality is enabled

Sensitive Information

When necessary to provide the Services, with your consent, or as otherwise permitted by applicable law, we process the following categories of sensitive information:

• Social Security numbers, ITINs, EINs, PTINs, and other taxpayer or tax-preparer identifiers
• dates of birth, filing status, marital status, residency, citizenship or U.S.-person status, and dependent and family information
• income, asset, ownership, foreign-interest, and financial-account information, and account login credentials
• information that may directly or indirectly reveal health or disability status, racial or ethnic origin, religious or philosophical beliefs, sexual orientation or sex life, political opinions, trade union membership, criminal history, credit standing, or education — where such facts bear on a tax position, credit, deduction, or eligibility recorded in the Services
• any additional sensitive information you choose to enter, import, or share beyond what Taxminder specifically requests, including within any files you submit

Payment Data. We may collect data necessary to process your payment if you purchase a subscription, including billing name and address, payment method type, and transaction and payment status. Card and ACH payment information is collected and processed by our payment processor, Stripe. Taxminder does not directly store your full payment card number or bank account credentials. You may find Stripe's privacy notice here: https://stripe.com/legal/privacy-center.

Calendar and Account Integration Data. If you connect a third-party calendar or account — such as Google Workspace or Google Calendar, Microsoft Outlook or Microsoft 365, or Apple Calendar — we may receive the account and calendar identifiers, authorization tokens, calendar and event data, and synchronization status needed to create, update, and deliver Taxminder-generated events, invitations, and reminders. You may disconnect an integration at any time in your account settings. We may provide you with the option to register with us using your existing social media account details, like your Google, Microsoft, Facebook, Twitter, or other social media account. If you choose to register in this way, we will collect the information described in the section called “How do we handle your social logins?” below.

Mobile Access and Device Permissions. If you use our application(s), we also may collect the following information if you choose to provide us with access or permission:

• Geolocation Information. We may infer approximate location, such as country, state, or city, from your IP address for security, fraud prevention, and localization purposes. We may request access or permission to track location-based information from your mobile device, either continuously or while you are using our mobile application(s), to provide certain location-based services. If you wish to change our access or permissions, you may do so in your device's settings.
• Device Feature Access. We may request access to device features such as calendars, notifications, cameras, photos, or approximate or precise location, but only where needed for a feature you choose to use. The application will request permission through your device before accessing those features, and you may change our access or permissions at any time in your device's settings.
• Mobile Device Data. We automatically collect device information (such as your mobile device ID, model, and manufacturer), operating system, version information and system configuration information, device and application identification numbers, browser type and version, hardware model, Internet service provider and/or mobile carrier, and Internet Protocol (IP) address (or proxy server). If you are using our application(s), we may also collect information about the phone network associated with your mobile device, your mobile device's operating system or platform, the type of mobile device you use, your mobile device's unique device ID, and information about the features of our application(s) you accessed.
• Notifications and Reminders. We may send email and calendar reminders relating to your account, deadlines, events, and invitations. We may offer SMS, WhatsApp, or mobile push notices, for which we will provide notice and obtain any consent required by applicable law, and offer you the option to opt out. You can manage reminder and notification settings in your account.

This information is primarily needed to maintain the security and operation of the Services, for troubleshooting, and for our internal analytics and reporting purposes.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Notice.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data. We collect location data such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
• Integration, Delivery, and Audit Metadata. We may collect records generated by the features you use, including reminder generation and delivery status, calendar synchronization status, connected-calendar and event identifiers, invitation and audit-log identifiers, permission and access history, and security and login events.

Information collected from other sources

In Short: We may collect limited data from public databases, marketing partners, social media platforms, and other outside sources.

In order to enhance our ability to provide relevant marketing, offers, and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, social media platforms, and from other third parties. This information includes mailing addresses, job titles, email addresses, phone numbers, intent data (or user behavior data), Internet Protocol (IP) addresses, social media profiles, social media URLs, and custom profiles, for purposes of targeted advertising and event promotion. If you interact with us on a social media platform using your social media account (e.g., Facebook or Twitter), we receive personal information about you such as your name, email address, and gender. Any personal information that we collect from your social media account depends on your social media account's privacy settings.

We may also receive information about you from other Taxminder users. Most commonly, this is information entered or shared by a Tax Advisor who adds you as a client, a client who grants access to a Tax Advisor, or an owner, partner, shareholder, staff member, or collaborator who invites you to an entity or enters information about you, including personal facts such as U.S.-person status. We may also receive information from connected calendar, identity, communications, payment, security, and other service providers that support the Services.

2. How do we process your information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To fulfill and manage your orders. We may process your information to fulfill and manage your orders, payments, returns, and exchanges made through the Services.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see “What are your privacy rights?” below.
• To administer accounts, roles, subscriptions, and plan limits. We may process your information to administer Taxpayer and Tax Advisor modes, free trials, subscriptions, plan and entitlement limits, business-entity allowances and advisor entity budgets, allocations and usage, permissions, and user roles.
• To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
• To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
• To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.
• To generate, organize, and deliver tax and compliance calendars. We may process the facts you provide to generate, organize, display, export, synchronize, and send tax and compliance calendars, custom events, deadlines, invitations, and reminders, including through connected calendar accounts.
• To enable collaboration between users. We may process your information to support advisor-client relationships, staff and collaborator access, entity participation, invitations, and permission management, at your direction.
• To generate classifications, suggestions, and applicability indicators. We may process the facts you provide using deterministic logic, AI-assisted systems, and human-maintained rules to produce calendar applicability indicators, classifications, suggested deadlines, and reminders. See “How do we use AI and automated processing?” below for how these outputs may and may not be used.
• To perform quality assurance and produce analytics. We may process your information to perform quality assurance, maintain security and audit trails, and produce aggregated or de-identified analytics to understand and improve the Services.

3. What legal bases do we rely on to process your information?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

If you are located in the EU or UK

This section applies to you to the extent the GDPR or UK GDPR applies to our processing of your personal information.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

• Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
  • Send users information about special offers and discounts on our products and services
  • Generate, deliver, and improve the tax and compliance calendars, events, and reminders you request
  • Analyze how our Services are used so we can improve them to engage and retain users
  • Support our marketing activities
  • Diagnose problems and/or prevent fraudulent activities
  • Understand how our users use our products and services so we can improve user experience
  • Maintain security, audit trails, and records of permissions, invitations, and access for accountability and dispute resolution
• Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

In legal terms, we are generally the “data controller” under European data protection laws of the personal information we process for the purposes we determine, as described in this privacy notice. We may act as a “data processor,” to the extent applicable law so characterizes us, in respect of personal information that another user — for example, a Tax Advisor managing information about that advisor's own clients — processes through the Services for that user's own purposes. We may act as controller and processor at the same time in respect of the same records, for different purposes; see “Tax information, professional obligations, and our role” below. In those situations, the user on whose behalf we process that information is the “data controller” responsible for it, and we process your information on their behalf in accordance with their instructions and our agreement with them. If you want to know more about our customers' privacy practices, you should read their privacy policies and direct any questions you have to them.

If you are located in Canada

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including, for example:

• If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way
• For investigations and fraud detection and prevention
• For business transactions provided certain conditions are met
• If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim
• For identifying injured, ill, or deceased persons and communicating with next of kin
• If we have reasonable grounds to believe an individual has been, is, or may be victim of financial abuse
• If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada or a province
• If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records
• If it was produced by an individual in the course of their employment, business, or profession and the collection is consistent with the purposes for which the information was produced
• If the collection is solely for journalistic, artistic, or literary purposes
• If the information is publicly available and is specified by the regulations

4. When and with whom do we share your personal information?

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:

• Providers we currently use or expect to use in operating the Services: hosting; storage; payment processing; authentication; calendar and scheduling integrations; communications and collaboration; customer support; analytics; security and monitoring; finance and accounting; software development, engineering, and testing; AI-assisted processing; government and regulatory authorities where legally required; and legal, accounting, and other professional services.
• Providers we may use if we introduce additional features: marketing, advertising, social media, survey, and mobile notification providers. Before using such providers in a manner materially different from this notice, we will provide any updated notice and controls required by applicable law.

We may use the following service providers, and we may add, replace, or discontinue providers from time to time: Amazon Web Services and DigitalOcean (hosting and storage); Microsoft (Azure, Outlook, Microsoft 365, and Office); Google (Google Workspace and Google Calendar); Apple (Apple Calendar); Stripe (payment processing); Slack, Twilio, and WhatsApp (communications and support); GitHub, Docker, and Cursor (software development and infrastructure); and OpenAI, Google Gemini, and Anthropic Claude (AI-assisted processing). Not every provider listed receives or is able to access user personal information. We may maintain and publish a current list of the service providers that process personal information on our behalf at [Subprocessor Page URL].

We also may need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Analytics Providers. We may share your information with analytics providers to track and analyze the use of the Services. If we adopt a third-party analytics provider, we will update this notice and implement any applicable cookie notice, consent, and opt-out controls.
• Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
• Business Partners. We may share your information with our business partners to offer you certain products, services, or promotions.
• Other Users and User-Directed Sharing. The Services are collaborative. When you invite or accept a Tax Advisor, client, staff member, collaborator, owner, partner, shareholder, or other entity participant, you direct us to share the information covered by that invitation and the associated permissions with that user. A client who grants access to a Tax Advisor also authorizes access by that advisor's permitted staff and collaborators. Inviting participants to an entity may disclose entity information and, where necessary, personal facts such as U.S.-person status. Tax Advisors and other users are independent users of the Services and are not employees or agents of Taxminder; we control access and processing through the Services and may enforce our Terms of Use, but we cannot control information that another user lawfully exports, downloads, or independently retains outside the Services. Profiles and content are not public by default — access is governed by invitations, roles, and permissions, which are described to you at the point of invitation.

5. What is our stance on third-party websites?

In Short: We are not responsible for the safety of any information that you share with third parties that we may link to or who advertise on our Services, but are not affiliated with, our Services.

The Services may link to third-party websites, online services, or mobile applications and/or contain advertisements from third parties that are not affiliated with us and which may link to other websites, services, or applications. Accordingly, we do not make any guarantee regarding any such third parties, and we will not be liable for any loss or damage caused by the use of such third-party websites, services, or applications. The inclusion of a link towards a third-party website, service, or application does not imply an endorsement by us. We cannot guarantee the safety and privacy of data you provide to any third parties. Any data collected by third parties is not covered by this privacy notice. We are not responsible for the content or privacy and security practices and policies of any third parties, including other websites, services, or applications that may be linked to or from the Services. You should review the policies of such third parties and contact them directly to respond to your questions.

6. Do we use cookies and other tracking technologies?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

7. How do we handle your social logins?

In Short: If you connect a third-party calendar or productivity account, we receive certain information from that account. If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.

We offer optional integrations with third-party calendar and productivity accounts, including Google Workspace and Google Calendar, Microsoft Outlook and Microsoft 365, and Apple Calendar. If you authorize such an integration, we receive the account identifier, authorization token, and the calendar and event information necessary to create, update, synchronize, and deliver Taxminder-generated events, invitations, and reminders. The information we receive depends on the provider concerned and on the permissions you grant, and you may revoke the integration at any time through your Taxminder account settings or through that provider.

Our Services may offer you the ability to register and log in using your third-party social media account details (like your Facebook or Twitter logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform. If you log in using Facebook, we may also request access to other permissions related to your account, such as your friends, check-ins, and likes, and you may choose to grant or deny us access to each individual permission.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use and share your personal information, and how you can set your privacy preferences on their sites and apps.

8. Is your information transferred internationally?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the United States. Our expected primary hosting and storage providers are DigitalOcean and Amazon Web Services; Microsoft Azure and other providers may also be used depending on the feature or internal workflow. If you are accessing our Services from outside the United States, please be aware that your information will be transferred to, stored, and processed by us in the United States, and by those third parties with whom we may share your personal information (see “When and with whom do we share your personal information?” above), in the United States and other countries. By using the Services, you acknowledge and agree that your information will be transferred to, and processed in, the United States.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this privacy notice and applicable law.

European Commission's Standard Contractual Clauses

Where we transfer personal information out of the European Economic Area, the United Kingdom, or Switzerland, and applicable law requires a transfer mechanism, we will implement an appropriate safeguard, which may include the European Commission's Standard Contractual Clauses (and the UK International Data Transfer Addendum, where applicable) in our contracts with service providers. These clauses require all recipients to protect personal information that they process in accordance with European data protection laws.

9. How long do we keep your information?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). In general, we retain personal information for the period during which your account is active, and we delete or de-identify the operational data we control for you within ninety (90) days after a verified deletion request or the termination of your account. Inactivity alone does not trigger deletion; a verified deletion request or account termination is required. This general period applies across the categories of information described in this notice. Transaction, billing, consent, security, audit, legal, backup, and dispute records may be retained for longer where required by law or reasonably necessary to establish, exercise, or defend legal claims.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Collaborative records and separate copies

A deletion request applies only to the data that we control for you. Because the Services are collaborative, when you share records with a Tax Advisor, client, staff member, collaborator, partner, shareholder, owner, or other participant, that recipient may retain a copy only to the extent they provided or generated it, received it under valid authorization, or may or must retain it under applicable law, professional duties, or a governing agreement — including after you disconnect from that user or leave the Services. The same standard applies on disconnection, including to Workspace Members and Staff Members whose access is revoked. We cannot guarantee the deletion of copies that are independently controlled, downloaded, exported, or retained by another user or outside the Services.

Audit and evidence records

We may retain limited logs or snapshots evidencing permissions, invitations, role changes, shared tax events or facts, and access history for security, accountability, recordkeeping, and dispute-resolution purposes. We retain these records for no longer than seven (7) years after the activity they record, and in each case for no longer than reasonably necessary for those purposes.

10. How do we keep your information safe?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

Encryption and personnel access

The Services are not end-to-end encrypted and are not zero-knowledge. Taxminder must be able to access and decrypt your information in order to provide the Services. Authorized Taxminder personnel and approved service providers may access user information on a need-to-know basis for support, quality assurance, troubleshooting, security, legal compliance, and investigation of user-reported issues.

Security certifications

Taxminder is not currently SOC 2 certified or SOC 2 compliant, and we do not represent that it is. We describe only the safeguards we have actually implemented. If we obtain a formal certification or attestation in the future, we will update this notice.

11. Do we collect information from minors?

In Short: The Services are not directed to persons under 18 and they may not hold accounts, but adult users may provide information about dependents.

You must be at least 18 years of age to create a Taxminder account. The Services are not directed to persons under 18, and persons under 18 may not create or hold accounts. We may nevertheless process information about children and other dependents when an adult user provides that information as part of the adult's tax and compliance records, and by entering that information you represent that you are authorized to provide it. If we learn that a person under 18 years of age has registered an account, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any account we may have created for a person under 18, please contact us at support@taxminder.com.

12. What are your privacy rights?

In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section “How can you contact us about this notice?” below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent

If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “How can you contact us about this notice?” below or updating your preferences.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications

You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, replying “STOP” or “UNSUBSCRIBE” to the SMS messages that we send, or by contacting us using the details provided in the section “How can you contact us about this notice?” below. You will then be removed from the marketing lists — however, we may still communicate with you, for example to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

• Log in to your account settings and update your user account.
• Contact us using the contact information provided.
• Manage your connected calendars, integration permissions, collaboration access, advisor-client connections, and reminder preferences from your account settings, and disconnect an integration or a collaborator at any time.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases, generally within ninety (90) days of a verified request. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms, and/or comply with applicable legal requirements. Termination of your account does not delete separate copies of information that other users — such as a Tax Advisor, client, staff member, collaborator, owner, partner, or shareholder — control or have previously downloaded or exported. See “How long do we keep your information?” above.

Cookies and similar technologies

Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. You may also opt out of interest-based advertising by advertisers on our Services. For further information, please see our Cookie Notice.

If you have questions or comments about your privacy rights, you may email us at support@taxminder.com.

13. Controls for Do-Not-Track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

14. Do United States residents have specific privacy rights?

In Short: If you are a resident of California, Colorado, Connecticut, Utah, or Virginia, you are granted specific rights regarding access to your personal information.

What categories of personal information do we collect?

As of the date of this Privacy Policy, the Services have not yet launched, and we have not collected any personal information in the past twelve (12) months. The categories listed below represent the types of personal information we anticipate collecting once the Services become available to users:

We will use and retain the collected personal information as needed to provide the Services or for:

Category L information may be used, or disclosed to a service provider or contractor, for additional, specified purposes. You have the right to limit the use or disclosure of your sensitive personal information.

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

• Receiving help through our customer support channels;
• Participation in customer surveys or contests; and
• Facilitation in the delivery of our Services and to respond to your inquiries.

How do we use and share your personal information?

We collect and share your personal information through:

• Cookies and local or session storage that are strictly necessary to operate the Services, keep you signed in, remember your preferences, and maintain security
• Integrations you authorize, such as connected calendar and productivity accounts, and the service providers described in this notice

Will your information be shared with anyone else?

We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Learn more about who we disclose personal information to in the section, “When and with whom do we share your personal information?”

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be “selling” of your personal information.

As of the date of this Privacy Policy, we have not disclosed any personal information to third parties for a business or commercial purpose, because the Services have not yet launched. Once the Services launch, we expect to disclose the following categories for a business or commercial purpose:

• Category A. Identifiers
• Category B. Personal information, as defined in the California Customer Records law
• Category C. Characteristics of protected classifications under state or federal law
• Category D. Commercial information
• Category F. Internet or other electronic network activity information
• Category G. Geolocation data
• Category H. Audio, electronic, visual, and similar information
• Category I. Professional or employment-related information
• Category J. Education information
• Category K. Inferences drawn from collected personal information
• Category L. Sensitive personal information

The categories of third parties to whom we disclosed personal information for a business or commercial purpose can be found under “When and with whom do we share your personal information?”

We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months, and we do not sell personal information or share it for cross-context behavioral advertising. We do disclose personal information to service providers and contractors for operational purposes, and we disclose personal information to Tax Advisors, clients, staff, collaborators, and entity participants at your direction or as necessary to provide the functionality of the Services. Those disclosures are not a “sale” or an advertising-related “share” under applicable state privacy laws.

California Residents

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

If you are under 18 years of age, reside in California, and have a registered account with Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Services, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g., backups, etc.).

CCPA Privacy Notice

This section applies only to California residents. Under the California Consumer Privacy Act (CCPA), you have the rights listed below.

The California Code of Regulations defines a “resident” as:

• every individual who is in the State of California for other than a temporary or transitory purpose, and
• every individual who is domiciled in the State of California who is outside the State of California for a temporary or transitory purpose.

All other individuals are defined as “non-residents.”

If this definition of “resident” applies to you, we must adhere to certain rights and obligations regarding your personal information.

Right to request deletion of the data — Request to delete. You have the right to request the deletion of your personal information. If you ask us to delete your personal information, we will respect your request and delete your personal information, subject to certain exceptions provided by law, such as (but not limited to) the exercise by another consumer of his or her right to free speech, or our compliance requirements resulting from a legal obligation, or any other applicable regulatory or legal requirement.

Depending on the circumstances, you have a right to know:

• whether we collect and use your personal information;
• the categories of personal information that we collect;
• the purposes for which the collected personal information is used;
• whether we sell or share your personal information to third parties;
• the categories of personal information that we sold, shared, or disclosed for a business purpose;
• the categories of third parties to whom the personal information was sold, shared, or disclosed for a business purpose;
• the business or commercial purpose for collecting, sharing, or selling personal information; and
• the specific pieces of personal information we collected about you.

In accordance with applicable law, we are not obligated to provide or delete consumer information that is de-identified in response to a consumer request or to re-identify individual data to verify a consumer request.

Right to Non-Discrimination for the Exercise of a Consumer's Privacy Rights. We will not discriminate against you if you exercise your privacy rights.

Right to Limit Use and Disclosure of Sensitive Personal Information. If the business collects any of the following:

• social security information, drivers' licenses, state ID cards, passport numbers
• account login information
• credit card numbers, financial account information, or credentials allowing access to such accounts
• precise geolocation
• racial or ethnic origin, religious or philosophical beliefs, union membership
• the contents of email and text, unless the business is the intended recipient of the communication
• genetic data, biometric data, and health data
• data concerning sexual orientation and sex life

you have the right to direct that business to limit its use of your sensitive personal information to that use which is necessary to perform the Services.

Once a business receives your request, they are no longer allowed to use or disclose your sensitive personal information for any other purpose unless you provide consent for the use or disclosure of sensitive personal information for additional purposes.

Please note that sensitive personal Information that is collected or processed without the purpose of inferring characteristics about a consumer is not covered by this right, as well as the publicly available information.

To exercise your right to limit use and disclosure of sensitive personal information, please email support@taxminder.com or visit: www.taxminder.com/privacy-request.

Verification process

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. These verification efforts require us to ask you to provide information so that we can match it with information you have previously provided us. For instance, depending on the type of request you submit, we may ask you to provide certain information so that we can match the information you provide with the information we already have on file, or we may contact you through a communication method (e.g., phone or email) that you have previously provided to us. We may also use other verification methods as the circumstances dictate.

We will only use personal information provided in your request to verify your identity or authority to make the request. To the extent possible, we will avoid requesting additional information from you for the purposes of verification. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes. We will delete such additionally provided information as soon as we finish verifying you.

Other privacy rights

• You may object to the processing of your personal information.
• You may request correction of your personal data if it is incorrect or no longer relevant, or ask to restrict the processing of the information.
• You can designate an authorized agent to make a request under the CCPA on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with the CCPA.
• You may request to opt out from future selling or sharing of your personal information to third parties. Upon receiving an opt-out request, we will act upon the request as soon as feasibly possible, but no later than fifteen (15) days from the date of the request submission.

To exercise these rights, you can contact us by visiting www.taxminder.com/privacy-request, by email at support@taxminder.com, by visiting www.taxminder.com/contact, or by referring to the contact details at the bottom of this document. If you have a complaint about how we handle your data, we would like to hear from you.

If you choose to participate in the financial incentive you can withdraw from the financial incentive at any time by emailing us at support@taxminder.com, by visiting [Contact Form URL], or by referring to the contact details at the bottom of this document.

Colorado Residents

This section applies only to Colorado residents. Under the Colorado Privacy Act (CPA), you have the rights listed below. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law.

• Right to be informed whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ("profiling")

We do not sell personal data to third parties, process personal data for targeted advertising, or engage in profiling in furtherance of decisions that produce legal or similarly significant effects. To submit a request to exercise these rights described above, please email support@taxminder.com or visit www.taxminder.com/privacy-request.

If we decline to take action regarding your request and you wish to appeal our decision, please email us at support@taxminder.com. Within forty-five (45) days of receipt of an appeal, we will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions.

Connecticut Residents

This section applies only to Connecticut residents. Under the Connecticut Data Privacy Act (CTDPA), you have the rights listed below. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law.

• Right to be informed whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ("profiling")

We do not sell personal data to third parties, process personal data for targeted advertising, or engage in profiling in furtherance of decisions that produce legal or similarly significant effects. To submit a request to exercise these rights described above, please email support@taxminder.com or visit www.taxminder.com/privacy-request.

If we decline to take action regarding your request and you wish to appeal our decision, please email us at support@taxminder.com. Within sixty (60) days of receipt of an appeal, we will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions.

Utah Residents

This section applies only to Utah residents. Under the Utah Consumer Privacy Act (UCPA), you have the rights listed below. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law.

• Right to be informed whether or not we are processing your personal data
• Right to access your personal data
• Right to request deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to opt out of the processing of your personal data if it is used for targeted advertising or the sale of personal data

We do not sell personal data to third parties, process personal data for targeted advertising, or engage in profiling in furtherance of decisions that produce legal or similarly significant effects. To submit a request to exercise these rights described above, please email support@taxminder.com or visit www.taxminder.com/privacy-request.

Virginia Residents

Under the Virginia Consumer Data Protection Act (VCDPA):

“Consumer” means a natural person who is a resident of the Commonwealth acting only in an individual or household context. It does not include a natural person acting in a commercial or employment context.

“Personal data” means any information that is linked or reasonably linkable to an identified or identifiable natural person. “Personal data” does not include de-identified data or publicly available information.

“Sale of personal data” means the exchange of personal data for monetary consideration.

If this definition of “consumer” applies to you, we must adhere to certain rights and obligations regarding your personal data.

• Right to be informed whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects ("profiling")

We do not sell personal data to third parties, process personal data for targeted advertising, or engage in profiling in furtherance of decisions that produce legal or similarly significant effects.

You may contact us by email at support@taxminder.com or visit www.taxminder.com/contact. If you are using an authorized agent to exercise your rights, we may deny a request if the authorized agent does not submit proof that they have been validly authorized to act on your behalf.

We may request that you provide additional information reasonably necessary to verify you and your consumer's request. If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request.

Upon receiving your request, we will respond without undue delay, but in all cases, within forty-five (45) days of receipt. The response period may be extended once by forty-five (45) additional days when reasonably necessary. We will inform you of any such extension within the initial 45-day response period, together with the reason for the extension.

If we decline to take action regarding your request, we will inform you of our decision and reasoning behind it. If you wish to appeal our decision, please email us at support@taxminder.com. Within sixty (60) days of receipt of an appeal, we will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may contact the Attorney General to submit a complaint.

15. Do other regions have specific privacy rights?

In Short: You may have additional rights based on the country you reside in.

Australia and New Zealand

We collect and process your personal information under the obligations and conditions set by Australia's Privacy Act 1988 and New Zealand's Privacy Act 2020 (Privacy Act).

This privacy notice satisfies the notice requirements defined in both Privacy Acts, in particular: what personal information we collect from you, from which sources, for which purposes, and other recipients of your personal information.

If you do not wish to provide the personal information necessary to fulfill their applicable purpose, it may affect our ability to provide our services, in particular:

• offer you the products or services that you want
• manage your account with us
• respond to or help with your requests
• confirm your identity and protect your account

At any time, you have the right to request access to or correction of your personal information. You can make such a request by contacting us by using the contact details provided in the section “How can you review, update, or delete the data we collect from you?”

If you believe we are unlawfully processing your personal information, you have the right to submit a complaint about a breach of the Australian Privacy Principles to the Office of the Australian Information Commissioner and for a breach of New Zealand's Privacy Principles to the Office of New Zealand Privacy Commissioner.

Republic of South Africa

At any time, you have the right to request access to or correction of your personal information. You can make such a request by contacting us by using the contact details provided in the section “How can you review, update, or delete the data we collect from you?”

If you are unsatisfied with the manner in which we address any complaint with regard to our processing of personal information, you can contact the office of the regulator, the details of which are:

16. Do we make updates to this notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

17. How can you contact us about this notice?

If you have questions or comments about this notice, you may contact us by email or by post.

18. How can you review, update, or delete the data we collect from you?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please visit: www.taxminder.com/privacy-request.

19. How do we use AI and automated processing?

In Short: We may use deterministic rules, AI-assisted systems, and human review to generate and check tax and compliance calendars. These outputs are informational and do not make legal or tax decisions for you.

Taxminder may generate calendar events, deadlines, classifications, reminders, and applicability indicators from the facts you provide, using a combination of deterministic logic, human-maintained rules and content, and AI-assisted processing. We may also use AI-assisted processing and authorized human review to compare generated calendar output against the intended output defined in our schema, and to monitor, troubleshoot, test, and improve the Services. We use aggregated, de-identified, or minimized data for these quality and improvement purposes by default, and use identifiable information only where reasonably necessary. We limit the personal information disclosed to AI providers to what is necessary for the task.

We may use AI service providers identified on our current service-provider or subprocessor list. Where those providers process personal information on our behalf, we configure and contract for the services so that the information is not used to train general-purpose models, except where separately disclosed and supported by an appropriate legal basis or your consent.

Where applicable law gives you the right to object to, or to obtain human review of, automated processing, you may contact us using the details in “How can you contact us about this notice?” above.