Effective Date: August 14, 2025
Last Updated: August14, 2025

Elm Tax Service (“we,” “our,” “us”) is committed to protecting the privacy and confidentiality of all personal information you provide through our online form (“Internet Form”) and any related services. This Privacy Policy explains how we collect, use, disclose, store, and protect your information when you interact with Elm Tax Service through our website and internet form.

By using our internet form or providing your personal information to us, you agree to the terms outlined in this Privacy Policy.


1. Scope and Application

This Privacy Policy applies to:
• Information submitted via the Elm Tax Service Internet Form on our official website.
• Personal information collected from clients, prospective clients, and any individual using the form for inquiries, tax preparation, document submission, or related services.
• Any device, browser, or platform used to access our internet form.

It does not apply to:
• Offline interactions or paper-based submissions (covered under separate in-office privacy procedures).
• Third-party websites or services linked from our site.


2. Information We Collect

When you complete the Elm Tax Service Internet Form, we may collect the following categories of information:

A. Personal Identification Information
• Full name
• Date of birth
• Social Security Number (SSN) or Taxpayer Identification Number (TIN)
• Mailing address
• Email address
• Phone number(s)

B. Financial and Tax Information
• Income details (W-2s, 1099s, K-1s, etc.)
• Deductions, credits, and expense details
• Bank account and routing numbers (for refunds or payments)
• Prior years’ tax returns
• Employer information
• Business income and expenses

C. Government-Issued Identifiers
• Driver’s license number or state ID
• Passport information (if applicable)

D. Technical and Usage Data
• IP address
• Browser type and version
• Operating system
• Device type
• Referring/exit pages and timestamps
• Form submission metadata (date/time of submission, status)

E. Other Voluntary Information
• Additional comments or notes you include in the form
• File attachments (PDF, JPG, DOCX, or other formats containing relevant tax information)


3. How We Collect Information

We collect personal information in the following ways:
1. Directly from You – when you complete and submit our internet form.
2. Through Uploaded Files – documents you attach to your submission.
3. Automatically – technical and usage data from your browser or device to help secure the form and improve user experience.
4. With Your Consent – any optional information you choose to share that is not required for tax preparation.


4. Purposes for Using Your Information

Elm Tax Service uses the information collected via the internet form for the following purposes:
• Tax Preparation and Filing: To prepare, review, and file your federal, state, and local tax returns.
• Client Communication: To respond to inquiries, confirm receipt of documents, request additional information, or send tax-related updates.
• Identity Verification: To prevent fraud and ensure accurate client identification.
• Billing and Payments: To process invoices, refunds, and payments securely.
• Compliance with Laws: To meet obligations under IRS regulations, state tax laws, and other applicable requirements.
• Service Improvement: To analyze form usage patterns and improve our website’s functionality and security.
• Record Keeping: To maintain accurate and complete client files for the legally required retention period.


5. Legal Basis for Processing (If Applicable under GDPR)

If you are located in the European Economic Area (EEA), we process your personal data under one or more of the following legal bases:
• Contract Performance – processing necessary to fulfill our tax services agreement.
• Legal Obligation – compliance with applicable tax laws and regulations.
• Legitimate Interests – preventing fraud, maintaining records, and improving services.
• Consent – for optional information you choose to provide.


6. Disclosure of Your Information

We will never sell your personal information. We may share it only in the following circumstances:
1. With Tax Authorities: Such as the IRS or state/local tax agencies when filing returns.
2. With Trusted Service Providers: Such as secure cloud storage providers, encrypted email platforms, or e-signature services that assist in tax preparation.
3. For Legal Compliance: When required by court order, subpoena, or other lawful request.
4. For Fraud Prevention: With banks, payment processors, or law enforcement if fraudulent activity is suspected.
5. With Your Explicit Consent: If you direct us to share your data with a third party (e.g., a financial advisor).

All third parties receiving personal information must adhere to confidentiality and data protection requirements consistent with this Privacy Policy.


7. Data Storage and Retention

• Storage Location: Information submitted through the internet form is stored in secure servers located in the United States.
• Encryption: All data is encrypted during transmission (via SSL/TLS) and at rest where possible.
• Retention Period: We retain your data for at least 7 years after the end of the tax year in which services were provided, or longer if required by law.
• Secure Disposal: After the retention period, records are securely deleted or destroyed.


8. Security

We employ multiple layers of protection to safeguard your personal information:
• SSL/TLS Encryption for all form submissions.
• Firewall and Intrusion Detection Systems to monitor and block unauthorized access.
• Access Controls to restrict data access to authorized personnel only.
• Two-Factor Authentication (2FA) for internal systems handling sensitive data.
• Regular Security Audits to identify and address vulnerabilities.
• Employee Training on confidentiality and data protection best practices.

Despite our best efforts, no method of transmission or storage is 100% secure. However, Elm Tax Service takes all reasonable measures to protect your information.


9. Your Rights

Depending on your location, you may have certain rights regarding your personal information:
• Access: Request a copy of the information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of personal information, subject to legal retention requirements.
• Restriction: Request restriction of processing in certain circumstances.
• Data Portability: Receive your information in a structured, machine-readable format.
• Withdrawal of Consent: Withdraw consent for optional data collection at any time.

To exercise these rights, contact us using the details in Section 15.


10. Cookies and Tracking Technologies

Our internet form may use cookies and similar technologies for:
• Session Management: Keeping you logged in or retaining entered form data during your session.
• Security: Detecting fraudulent or suspicious activity.
• Performance Monitoring: Measuring page load times and form completion rates.

You can manage cookie preferences in your browser settings, but disabling cookies may limit form functionality.


11. Third-Party Links

Our website and internet form may contain links to third-party sites. This Privacy Policy does not cover third-party websites. We encourage you to review the privacy policies of any external sites you visit.


12. Children’s Privacy

Our services are not directed toward individuals under the age of 18. We do not knowingly collect personal information from minors. If we discover that a minor has submitted data through our internet form, we will delete it promptly.


13. International Data Transfers

If you access our internet form from outside the United States, be aware that your data will be transferred to and stored in the U.S., where privacy laws may differ from those in your country. By using our form, you consent to this transfer.


14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. Updates will be posted on our website with a revised “Last Updated” date. We encourage you to review this policy periodically.


15. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:

Elm Tax Service
2000 W Pioneer Parkway Suite 10D
Peoria IL 61615
Phone: 309-685-7829
Website: ElmTaxService.com


16. Acknowledgment

By submitting your personal information through the Elm Tax Service Internet Form, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.