Privacy notice

Privacy Policy & Data Protection Notice

Effective Date: September 15th, 2026

Last Updated: September 15th, 2026

MTM ACCOUNTAX LLC ("we," "us," or "our") respects your privacy and is committed to protecting your personal and financial information. This Privacy Policy describes how we collect, use, safeguard, and disclose information through our website www.mtmaccountax.com and during our professional tax preparation and accounting services.

1. Information We Collect

The information we collect depends on how you interact with us:

  • Through Our Website & General Inquiries:

    • General Contact Information: Name, email address, phone number, and any details you voluntarily submit in our website contact forms or appointment request forms.

    • Important Notice: Our public website contact forms are intended for general inquiries only. We do not collect Social Security Numbers (SSNs), Individual Taxpayer Identification Numbers (ITINs), home addresses, or tax documents through standard web forms.

    • Automatic Technical Data: IP addresses, browser type, operating system, and website activity collected automatically via security logs and basic cookies.

  • Through Our Client Services & Secure Portal (Engaged Clients Only):

    • Taxpayer Identifiers & Address: Social Security Numbers (SSNs), ITINs, dates of birth, and home or business mailing addresses are collected only after you engage our services and transfer them securely via our encrypted client portal, secure email, or in person.

    • Financial & Tax Records: W-2s, 1099s, bank statements, profit and loss statements, and prior tax filings required to complete your requested services.

2. How We Use Your Information

We use the information collected for legitimate professional purposes, including:

  • Responding to website inquiries, scheduling consultations, and managing prospective client communications.

  • Preparing, reviewing, and electronically filing (e-filing) tax returns for contracted clients.

  • Providing accounting, bookkeeping, and payroll services.

  • Meeting legal, IRS, and professional accountancy compliance obligations.

3. IRS Section 7216 & Strict Data Disclosure Limits

We do not sell, rent, or share your personal information with third parties for marketing purposes.

In accordance with Internal Revenue Code (IRC) Section 7216, all tax return information obtained in connection with preparing your taxes will not be disclosed or used for any purpose other than tax preparation, unless:

  1. You provide explicit, signed written consent permitting a specific disclosure; or

  2. We are legally compelled to do so by applicable law, court order, or official regulatory subpoena.

4. How We Safeguard Sensitive Tax Data

Because standard website contact forms and regular unencrypted email are not suitable for sensitive financial identifiers, we enforce strict data handling protocols:

  • Secure Client Portal: Sensitive identifiers (SSNs, ITINs, home addresses) and tax documents must be submitted exclusively through our encrypted client portal [Insert Portal Link/Name, e.g., TaxDome / ShareFile].

  • Encryption Standards: Data transferred through our portal is protected using bank-level 256-bit SSL encryption both in transit and at rest.

  • Access Control: Only authorized staff members involved in your filing have access to your personal financial records.

5. Data Retention

We retain website inquiry information only as long as necessary to fulfill your request. Formal client tax files and identification records are retained in compliance with federal tax regulations and state accountancy board requirements (typically a minimum of [e.g., 7 years]), after which physical files are securely shredded and digital files are permanently erased.

6. Contact Us

If you have questions regarding this Privacy Policy or need assistance securely transferring documents, please contact us:

Cookies and Tracking

Our website uses essential cookies and basic analytics tools to ensure site functionality, enhance site security, and measure website traffic. We do not use cookies to collect sensitive financial information or track you across third-party websites. You can control or disable cookies through your browser settings, though doing so may affect website performance.

Third-Party Links

Our website may contain links to third-party services, such as our secure client portal or payment processing platforms. We are not responsible for the privacy practices or content of external websites. We encourage you to review the privacy policies of any third-party service you visit.

© 2026 MTM ACCOUNTAX LLC. All Rights Reserved.