Privacy Policy

Last Updated: 11/22/2025

 

Bayfront Tax Group, PC (“we,” “our,” or “the Firm”) respects your privacy and is committed to safeguarding the information you entrust to us. This Privacy Policy explains how we collect, use, protect, and share personal and business information through our website, client portal (TaxDome), SMS services, and any interactions related to our accounting, tax, payroll, and advisory services.

By accessing our website or engaging our Firm, you agree to the practices described in this Policy.

1. Information We Collect

We collect information necessary to deliver our services and meet regulatory requirements. This includes:

Information You Provide Directly

  • Contact Information: name, address, email, phone number

  • Payment Information: billing addresses and payment method details

  • Financial Records: bank statements, payroll data, brokerage statements, tax documents

  • Business Information: business name, structure, EIN, industry, size, operational data

  • Account Access Information: usernames, login details, authentication credentials

  • Demographic or Profile Information: only if voluntarily provided

Information Collected Automatically

Our website may collect non-personal technical data such as:

  • IP address

  • Browser and device type

  • Pages visited, referring pages, and usage behavior

  • Operating system characteristics

This helps us improve website performance and user experience.

2. How We Use Your Information

We use your information to:

  • Deliver accounting, bookkeeping, payroll, tax preparation, and consulting services

  • Prepare and file federal, state, and local tax returns

  • Process requests, schedule appointments, and maintain client records

  • Communicate regarding deadlines, updates, and required documentation

  • Operate and maintain your TaxDome client portal

  • Provide service-related reminders and notifications

  • Issue invoices and process payments

  • Improve our services and internal processes

  • Comply with legal, regulatory, and professional standards

Your information is used solely for legitimate business purposes tied to your engagement.

3. SMS/Text Messaging Privacy Policy

Bayfront Tax Group, PC may use and disclose information related to our SMS/text messaging services as follows:

Service Providers Who Support Message Delivery

We do not disclose your SMS opt-in information to any outside party for purposes unrelated to supporting the messaging service you have requested.
We may share certain Personal Data with trusted third parties who assist in sending and managing text message communications, including platform operators, telecommunications carriers, and technical vendors responsible for message routing. These parties may only use your information to support the delivery and maintenance of the messaging service on our behalf.

Affiliates and Internal Sharing

We may share Personal Data with our affiliates or controlled entities when needed to manage your engagement, support internal operations, or maintain accurate records. Any affiliate receiving such information must comply with this Privacy Policy.

Restriction on Sharing SMS Consent Information

We do not sell, transfer, or disclose SMS opt-in data, text message originator information, or consent records to any third party, except those directly involved in sending the messages.
Your SMS consent is not shared with marketing firms or external companies for promotional purposes.

Opt-Out Instructions

You may opt out of SMS messages at any time by replying STOP.
For help, reply HELP.
Message and data rates may apply.

4. Marketing Communications & Opt-Out

We may send newsletters or educational content only if you have opted in or signed an engagement letter authorizing such communications.

You may opt out of marketing emails at any time by following the unsubscribe link included in those communications.

Service-related communications (such as tax updates, document requests, appointment reminders, or compliance notices) cannot be opted out of, as they are required to complete your engagement.

5. How We Protect Your Information

We use administrative, technical, and physical safeguards to protect your information, including:

  • Compliance with IRS Publication 4557

  • FTC Safeguards Rule (GLBA) security controls

  • Encryption of data in transit and at rest

  • TaxDome’s secure, authenticated client portal

  • Multi-factor authentication

  • Limited internal access on a need-to-know basis

  • Secure backups and document destruction procedures

Even with strong safeguards, no system can guarantee absolute security; however, we take every reasonable step to protect your data.

6. Use of TaxDome Client Portal

We require clients to use the TaxDome secure portal for:

  • Document uploads and downloads

  • E-signatures

  • Communication regarding engagements

  • Organizers, forms, and questionnaires

  • Billing and invoice management

This ensures secure communication, data integrity, and a complete audit trail.

7. How We Share Information

We do not sell or rent your information.

Information may be shared:

With Authorized Service Providers

To deliver our services, we may share information with vendors such as:

  • Tax software providers

  • E-file platforms

  • SMS delivery services

  • TaxDome (portal provider)

  • Payroll platforms

  • Storage and technology providers

These vendors are required to protect your data.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

When Legally Required

We may share information when required by:

  • IRS, FTB, EDD, or other taxing authorities

  • Court orders, subpoenas, or legal processes

  • Professional oversight bodies

With Your Consent

We will release information to third parties—such as your banker, attorney, broker, or lender—only with your explicit authorization.

8. Cookies and Website Analytics

Our website may use cookies or analytics tools to improve user experience.
These tracking tools do not collect sensitive personal or financial data.

You may disable cookies in your browser settings.

9. Record Retention

In accordance with IRS and state regulations, we retain records for seven (7) years unless longer retention is legally required.
After that period, records may be securely destroyed unless you request otherwise in writing.

10. Your Rights

You have the right to:

  • Access your personal information

  • Request corrections to inaccurate or outdated information

  • Update contact details

  • Request a copy or transfer of your records

  • Withdraw SMS consent at any time

  • Request information on how your data is used

We may verify your identity before fulfilling certain requests.

11. Third-Party Websites

Our website may link to external sites.
We are not responsible for the privacy practices or content of those websites.

12. Updates to This Policy

We may revise this Privacy Policy periodically.
Any updates will be posted on this page with a new “Last Updated” date.

13. Contact Us

For questions about this Privacy Policy or how your information is handled, contact us.