1. Introduction
This Privacy Policy explains how SmartBooks Academy ("we," "us," or "our") collects, uses, and protects personal information when you use TaxFlow, our premium tax automation and bookkeeping platform. By using TaxFlow, you agree to this Privacy Policy and our Terms of Service.
Our goal is to give you full control over your data while maintaining the highest standards of security and compliance.
2. Information We Collect
A. Information You Provide
When creating or using a TaxFlow account, you may provide:
- Personal identifiers (such as your name, email address, and phone number)
- Payment and billing details
- Uploaded receipts, invoices, or financial documents
- Information shared during customer support interactions
B. Information Collected Automatically
When you use TaxFlow, we automatically collect:
- Log data (browser type, IP address, device information, access times)
- Usage data to help improve system performance and user experience
- Cookies and analytics data to remember preferences and measure functionality
C. Financial Data via Integrations
If you connect your bank accounts or financial platforms (such as QuickBooks Online), TaxFlow uses secure third-party integrations, including Plaid, to retrieve relevant transaction data.
- We never store your bank credentials.
- Financial data retrieved through Plaid is encrypted in transit and at rest.
- You can revoke access to these integrations at any time through your account settings.
3. How We Use Your Information
We use collected data to:
- Provide, personalize, and improve the TaxFlow experience
- Automate receipt organization and tax categorization
- Generate reports and insights for bookkeeping and tax preparation
- Process payments and manage subscriptions
- Communicate important updates, invoices, and support messages
- Maintain compliance with financial regulations and partner requirements
We do not sell or rent your personal information to any third party.
4. Data Storage and Security
- TaxFlow operates on secure cloud infrastructure with end-to-end encryption.
- All data is encrypted both in transit and at rest.
- Access is restricted through multi-factor authentication and secure login procedures.
- Regular audits and vulnerability scans are performed to maintain compliance.
- In the event of a data breach, affected users will be notified promptly in accordance with applicable laws.
5. Data Retention
We retain user data only as long as necessary to:
- Provide ongoing services
- Comply with legal and tax recordkeeping requirements
- Resolve disputes and enforce agreements
When your account is canceled or terminated, uploaded documents and account data are deleted within a commercially reasonable timeframe, except where retention is required by law.
6. Third-Party Services
TaxFlow integrates with trusted third-party providers for:
- Plaid: secure financial data aggregation
- Stripe: payment processing
- Google Workspace: email and document syncing
- QuickBooks Online: optional bookkeeping synchronization
Each third party operates under its own privacy policy. We encourage users to review those policies directly.
7. User Control and Choices
You can:
- Access, download, or delete your data at any time by contacting support.
- Disconnect integrations such as Plaid or Google through your account settings.
- Manage communication preferences or unsubscribe from non-essential emails.
8. Compliance and Legal Obligations
TaxFlow complies with applicable privacy and data protection laws, including:
- U.S. Federal and State privacy regulations
- IRS Publication 1075 data protection standards
- Financial Data Access requirements under Plaid's permissible-purpose policy
We may disclose limited information if required by law, subpoena, or lawful request from authorities.
9. Children's Privacy
TaxFlow is intended for adults and business users only. We do not knowingly collect information from individuals under 18. If we learn that data was submitted by a minor, it will be promptly deleted.
10. Changes to This Policy
We may update this Privacy Policy periodically. Any updates will be reflected by the "Last Updated" date above. Continued use of TaxFlow after changes indicates your acceptance of the revised policy.