Effective Date: 01.01.2025
Yap Financial (“we,” “us,” “our,” or “the Firm”) respects your privacy and is committed to protecting the personal and financial information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit YapFinancial.com (the “Site”) or engage our tax preparation, representation, or advisory services.
As an IRS Enrolled Agent practice, we are also bound by additional federal standards, including Treasury Department Circular 230, Internal Revenue Code §7216, the Gramm-Leach-Bliley Act (GLBA), and the FTC Safeguards Rule.
1. Information We Collect
a. Information You Provide Directly
We collect information you give us when you:
- Fill out contact, intake, or engagement forms
- Upload tax documents through our secure portal
- Email, call, or message us
- Schedule appointments
- Make payments
This may include your name, address, phone number, email address, Social Security Number or ITIN, date of birth, dependent information, employer information, income records (W-2s, 1099s, K-1s, etc.), banking and routing numbers, prior tax returns, and any other information necessary to prepare your returns or represent you before taxing authorities.
b. Information Collected Automatically
When you visit our Site, we may automatically collect:
- IP address and approximate location
- Browser type, device type, and operating system
- Pages viewed, time spent, and referring URLs
- Cookies and similar tracking technologies (see Section 8)
c. Information from Third Parties
We may receive information from your prior preparer, employer, financial institutions, or government agencies when authorized by you (for example, via Form 8821 or Form 2848).
2. How We Use Your Information
We use your information to:
- Prepare, review, and file federal, state, and local tax returns
- Represent you before the IRS or state taxing authorities
- Provide bookkeeping, planning, or advisory services you’ve engaged us for
- Communicate with you about your account, deadlines, and our services
- Respond to inquiries and schedule appointments
- Process payments and maintain billing records
- Comply with legal, regulatory, and professional obligations
- Improve our Site and services
- Detect and prevent fraud or unauthorized access
3. How We Disclose Your Information
IRC §7216 Notice: Federal law generally prohibits us from using or disclosing your tax return information for any purpose other than preparing your return without your written consent. We will not sell, rent, or share your tax return information for marketing purposes.
We may disclose your information only as follows:
- With your consent. Where required by IRC §7216, we will obtain your written consent before disclosing tax return information to third parties (e.g., for mortgage applications, financial aid, or use by another professional).
- To taxing authorities. When filing your returns or representing you, we transmit information to the IRS, state, and local agencies.
- To service providers. We may share information with vetted vendors who assist us with e-filing, secure document storage, software hosting, payment processing, or IT services. These vendors are contractually required to safeguard your information.
- For legal reasons. We may disclose information if required by subpoena, court order, or other valid legal process, or to protect our rights, property, or safety.
- In a business transition. If our practice is sold, merged, or acquired, your information may transfer to the successor firm, subject to applicable law and §7216.
4. Data Security
In accordance with the Gramm-Leach-Bliley Act and the FTC Safeguards Rule, we maintain a written Information Security Plan that includes administrative, technical, and physical safeguards designed to protect your information. These include:
- Encryption of sensitive data in transit and at rest
- Multi-factor authentication on systems containing client data
- Access controls limiting information to staff who need it
- Secure client portals for document exchange (we discourage emailing sensitive documents)
- Regular security training for staff
- A written incident response plan
While we take these measures seriously, no system is 100% secure. If a breach affecting your information occurs, we will notify you as required by applicable federal and state law.
5. Data Retention
We retain client records for as long as necessary to fulfill the purposes outlined in this policy and to comply with our legal, professional, and regulatory obligations. Tax records are generally retained for at least [7] years, consistent with IRS recordkeeping recommendations and applicable state requirements. After the retention period, records are securely destroyed.
6. Your Rights
Depending on your state of residence, you may have rights regarding your personal information, which may include:
- The right to know what personal information we collect and how we use it
- The right to request a copy of your information
- The right to request correction of inaccurate information
- The right to request deletion (subject to our legal obligation to retain tax records)
- The right to opt out of certain disclosures
To exercise any of these rights, contact us using the information in Section 11. We will not discriminate against you for exercising these rights. Note that certain information must be retained to comply with IRS, state, and professional recordkeeping requirements and cannot be deleted on request.
7. Children’s Privacy
Our Site and services are not directed to children under 13, and we do not knowingly collect personal information from children under 13 except as part of a parent or guardian’s tax return (e.g., dependent information).
8. Cookies and Tracking Technologies
Our Site uses cookies and similar technologies to operate the Site, remember preferences, and understand how visitors use the Site. We may use [Google Analytics / other analytics tools] to analyze traffic patterns. You can disable cookies through your browser settings, though some Site features may not function properly without them.
We do respond to “Do Not Track” signals.
9. Third-Party Links
Our Site may contain links to third-party websites (e.g., the IRS, state tax agencies, software providers). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any information.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top reflects the most recent revision. Material changes will be posted on this page and, where appropriate, communicated to active clients directly.
11. Contact Us
If you have questions about this Privacy Policy or wish to exercise any of your rights, please contact us:
Yap Financial Email: Me [at] yapfinancial.com
This Privacy Policy is provided for informational purposes and reflects practices commonly applicable to tax preparation firms. It should be reviewed by qualified legal counsel and customized to reflect your specific operations, state of residence, software vendors, and any additional services you provide before being published.