NotchBooks Privacy Policy

Version 3

Effective: September 15, 2026

1. Introduction

NotchBooks ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Client Portal.

2. Information We Collect

2.1 Personal Information

We collect information you provide directly, including:

Contact Information: Name, email address, phone number, mailing address

Identification Information: Social Security Number, date of birth, driver's license information

Financial Information: Income details, tax documents, bank account information (for direct deposit elections)

Family Information: Spouse and dependent details for tax filing purposes

2.2 Automatically Collected Information

When you use the Portal, we automatically collect:

IP address and device information

Browser type and operating system

Access times and pages viewed

Referring URL

2.3 Documents and Files

Tax forms and supporting documents you upload

Electronic signatures and consent records

Tax organizer responses

3. How We Use Your Information

We use your information to:

Prepare and file your tax returns

Communicate with you about your tax matters

Verify your identity and prevent fraud

Comply with legal and regulatory requirements

Improve our services and Portal functionality

4. AI and Automated Processing

4.1 How We Use AI Technology

When you upload identification documents (such as driver's licenses) or other documents, we may use AI technology to automatically extract information (such as your name, address, and date of birth) to help complete your tax organizer and streamline the tax preparation process.

4.2 Your Data Privacy Protections

Your personal information is ONLY used to complete your tax documents

Images and data are stored ONLY in our secure storage and database

Your data is NOT used for AI training purposes

Your data is NOT stored by any third-party AI service beyond the immediate processing

Your data is NOT shared with any other parties for AI or machine learning purposes

4.3 Human Oversight

All AI-extracted information is subject to review by you and our tax professionals. You have the opportunity to verify and correct any information before it is used in your tax documents.

5. Information Sharing

5.1 We May Share Information With:

Tax Authorities: IRS, state tax agencies as required for filing

Service Providers: Third-party vendors who assist in Portal operations (under strict confidentiality agreements)

Legal Requirements: When required by law, court order, or government request

5.2 We Do NOT:

Sell your personal information to third parties

Share your information for marketing purposes

Provide your data to unrelated businesses

Use your data for AI model training

6. Data Security

We implement industry-standard security measures including:

Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)

Access Controls: Role-based access limits who can view your information

Secure Authentication: Multi-factor authentication options available

Regular Audits: Security assessments and vulnerability testing

Secure Storage: Data stored in SOC 2 compliant facilities

7. Data Retention

We retain your tax records for a minimum of 7 years as required by IRS regulations

You may request deletion of non-essential data by contacting us

Some information must be retained for legal compliance even after account closure

8. Your Rights

You have the right to:

Access: Request a copy of your personal information

Correction: Request correction of inaccurate information

Deletion: Request deletion of your data (subject to legal retention requirements)

Portability: Request your data in a portable format

Withdraw Consent: Opt out of optional communications

9. Cookies and Tracking

The Portal uses essential cookies to:

Maintain your session

Remember your preferences

Ensure security

We do not use advertising or tracking cookies.

10. Children's Privacy

The Portal is not intended for individuals under 18 years of age. We do not knowingly collect information from children.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or Portal notification. Your continued use after changes indicates acceptance.

12. Contact Us

For privacy-related questions or to exercise your rights:

Contact your tax preparer directly

Email: team@notchbooks.com

13. California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected and the right to opt-out of the sale of personal information (note: we do not sell personal information).

14. Text Messaging

Notchbooks, Inc. may send text messages to the mobile number you provide. These messages relate to your account and your tax and accounting work with us, including notices that a document is ready for review or that a signature is needed, reminders about filing deadlines and appointments, and replies from our staff to questions you send us. Message frequency varies. Message and data rates may apply. You can stop receiving texts at any time by replying STOP to any message, or by turning off Text Notifications in your portal settings. Reply HELP to any message for assistance, or call us at 631-551-5099. Agreeing to receive text messages is not a condition of any service we provide. You can decline and continue to work with us by email, phone, and through this portal. We do not sell or share your mobile number or your consent to receive text messages with any third party for marketing purposes. Do not send Social Security numbers, bank account information, or other sensitive personal information by text. Text messages are not a secure channel. Use the secure upload in your portal for anything sensitive.

By using the Portal, you acknowledge that you have read and understand this Privacy Policy.