Privacy Policy

Effective Date: January 1, 2025

1. Introduction

Vintage Accounting & Tax Services, LLC (“Vintage Accounting,” “Company,” “we,” “our,” or “us”) is a Delaware limited liability company providing tax preparation, tax management, and accounting services. We are committed to safeguarding the confidentiality and security of our clients’ personal and financial information.

This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our professional services and website use.

By engaging our services or interacting with our website, you agree to the practices described in this Privacy Policy.

2. Information We Collect

To provide tax and accounting services, we may collect the following categories of information:

A. Personal Identification Information

• Full legal name
• Date of birth
• Social Security Number (SSN) or Taxpayer Identification Number (TIN)
• Driver’s license or state ID number
• Mailing and physical address
• Email address
• Telephone number
• Marital status and dependent information

B. Financial and Tax Information

• W-2s, 1099s, K-1s, and other income documentation
• Bank account and routing numbers
• Investment and brokerage statements
• Business income and expense records
• Payroll data
• Credit card information (if provided for payment)

C. Business Information

• Employer Identification Numbers (EINs)
• Business formation documents
• Financial statements
• Accounting records and ledgers
• Vendor and contractor information

D. Website Information

When visiting our website, we may collect:

• IP address
• Browser and device type
• Usage data
• Cookies and similar tracking technologies

3. How We Use Your Information

We use collected information solely for legitimate business purposes, including:

• Preparing and filing federal, state, and local tax returns
• Providing tax planning and tax management services
• Bookkeeping, payroll, and accounting services
• Financial reporting and advisory services
• Responding to inquiries and communicating with clients
• Meeting IRS, state, and regulatory compliance obligations
• Internal recordkeeping and administrative operations

We do not sell or rent client information.

4. Legal and Regulatory Compliance

As a tax and accounting service provider, we comply with:

• IRS Publication 4557 (Safeguarding Taxpayer Data)
• Gramm-Leach-Bliley Act (GLBA) Safeguards Rule
• FTC Safeguards Rule
• Applicable Delaware and federal data protection laws

We maintain a Written Information Security Plan (WISP) as required by applicable federal regulations.

5. Disclosure of Information

We may disclose client information only under the following circumstances:

A. Government and Regulatory Authorities

To the Internal Revenue Service (IRS), Delaware Division of Revenue, or other taxing authorities as required for tax filings or legal compliance.

B. Authorized Third-Party Service Providers

We may use secure tax software, cloud storage systems, client portals, or payment processors. These providers are contractually required to safeguard data and maintain confidentiality.

C. With Written Client Authorization

We may share information with financial institutions, attorneys, lenders, or other professionals only with your written consent.

6. Data Security Measures

We implement administrative, technical, and physical safeguards to protect personal and financial data, including:

• Encrypted electronic transmission
• Secure client portals (where applicable)
• Password-protected systems and multi-factor authentication
• Firewalls and endpoint security software
• Limited staff access to sensitive data
• Secure document storage and shredding procedures

While we implement commercially reasonable safeguards, no system can guarantee absolute security.

7. Data Retention

Client records are retained in accordance with IRS and Delaware regulatory requirements, generally for a minimum of seven (7) years, unless a longer retention period is required by law or necessary to protect legal interests.

After the retention period expires, records are securely destroyed.

8. Client Rights

Clients may request:

• Access to their personal information
• Correction of inaccurate information
• Clarification regarding how information is used
• Withdrawal of consent where legally permissible

Requests must be submitted in writing to the contact information below.

Please note that certain data may not be deleted if retention is required by tax or regulatory laws.

9. Cookies and Website Tracking

Our website may use cookies or similar technologies to enhance functionality and analyze traffic. Users may adjust browser settings to disable cookies; however, doing so may limit website functionality.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of third-party sites.

11. Children’s Information

Our services are not directed toward individuals under the age of 13. We do not knowingly collect information from minors without appropriate authorization.

12. Data Breach Notification

In the event of a data breach involving personal information, we will comply with all applicable federal and Delaware notification requirements and take appropriate remedial action.

13. Policy Updates

We reserve the right to modify this Privacy Policy at any time. Updates will be posted with a revised effective date.

14. Contact Information

If you have questions about this Privacy Policy, please contact:

Vintage Accounting & Tax Services, LLC

425 Maplewood Drive

Middletown, Delaware 19709

United States

Office: 302-265-5466

Fax: 302-464-2880

Email: jmshort@vintageats.com