Privacy Policy

Effective date: December 17, 2025
Contact: info@smoothfiletax.com

Introduction

This Privacy Policy explains how SmoothFile Tax Solutions LLC (“SmoothFile,” “we,” “us,” or “our”) collects, uses, shares, protects, and retains personal information when you visit our website or use our tax preparation services. This policy applies to clients and visitors in the United States.

Information We Collect

We collect the following categories of information:

Identity and contact information: name, email address, phone number, mailing address.
Tax and financial information: Social Security numbers, tax returns, income and deduction details, and other tax‑related documents you provide.
Service records: appointment and scheduling details, communications, and notes from consultations.
Technical and usage data: IP address, browser and device information, cookies, and analytics data collected when you visit our website.

Tax and Social Security information are sensitive and are handled with enhanced protections.

How We Collect Information

We collect information in these ways:

Directly from you when you complete intake forms, upload documents, schedule appointments, email us, or otherwise provide information.
Through service providers that process data on our behalf, including TaxDome for client intake and document storage and ProConnect/Intuit for tax preparation.
Automatically via cookies and analytics tools when you visit our website.

How We Use Your Information

We use personal information for these purposes:

To prepare and file tax returns and provide related tax services.
To communicate with you about your account, appointments, filings, and billing.
To comply with legal and regulatory obligations, including responding to requests from tax authorities.
To improve our services and website through analytics and troubleshooting.
To send marketing communications only if you opt in; you may opt out at any time.

Sharing and Disclosures

We do not sell your personal information. We may share information in the following limited circumstances:

Service providers and vendors: third parties who perform services for us (for example, TaxDome, ProConnect/Intuit, payment processors, and scheduling tools). These vendors process data on our behalf and are contractually required to protect it.
Contractors: 1099 contractors who assist with tax preparation; they are authorized to access only the information necessary to perform their work and are bound by confidentiality obligations.
Legal and regulatory: when required by law, court order, or to respond to government or tax authority requests.
Business transfers: in the event of a merger, sale, or reorganization, client data may be transferred as part of the transaction, subject to confidentiality protections.

Data Retention

We retain client records for the period required by IRS rules and other applicable laws. After the required retention period, we securely delete or destroy personal information in accordance with our record‑retention procedures.

Security

We maintain administrative, technical, and physical safeguards designed to protect personal information, including:

Access controls and role‑based permissions.
Encryption of data in transit and at rest where feasible.
Regular staff training on confidentiality and data handling.
Contractual requirements for third‑party vendors to maintain appropriate security.

No system is completely secure. If we become aware of a data breach affecting your personal information, we will follow applicable breach‑notification laws and notify affected individuals as required.

Cookies and Tracking

Our website uses cookies and similar technologies for site functionality and analytics. You can control cookie settings through your browser; disabling certain cookies may affect site functionality.

Your Rights and Choices

Access and correction: You may request access to or correction of your personal information by contacting info@smoothfiletax.com.
Deletion: To the extent permitted by law and our recordkeeping obligations, you may request deletion of your personal information; we will retain what we must to comply with IRS and legal requirements.
Marketing opt‑out: You can opt out of marketing emails by following the unsubscribe link in the message or contacting us.
Complaints: If you have concerns about our privacy practices, contact us at info@smoothfiletax.com.

Minors

We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will take steps to delete it.

International Transfers

We operate only within the United States and do not target EU/UK residents. If data is ever processed by vendors outside the U.S., we will take steps to ensure appropriate protections are in place.

Third‑Party Links and Vendor Policies

Our website or services may link to or integrate third‑party services (for example, TaxDome and ProConnect/Intuit). Those services have their own privacy policies; we encourage you to review them. We are not responsible for third‑party privacy practices.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices. We will post the revised policy on our website with an updated effective date.

Contact Information and Legal Notice

SmoothFile Tax Solutions LLC
Email: info@smoothfiletax.com

This policy describes our current practices and is provided for informational purposes. It does not create contractual rights. Because tax and privacy laws vary and change, you should consider having this policy reviewed by legal counsel to ensure it meets all regulatory requirements for your practice.