Privacy Policy

Introduction

Oak Haven Tax & Accounting ("we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.oakhaventax.com and use our services.

Please read this Privacy Policy carefully. By using our website or services, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Submit a contact form through our website
• Engage our tax preparation or accounting services
• Upload documents through our secure client portal
• Communicate with us via email or phone

This information may include:

• Name and contact information (email address, phone number, mailing address)
• Tax identification numbers (Social Security Number, Employer Identification Number)
• Financial information (income, expenses, bank account details)
• Employment information
• Business information
• Other information necessary to prepare tax returns or provide accounting services

Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing activity through Google Analytics, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• General location information (city/state level)

We do not use cookies or other tracking technologies beyond those required for Google Analytics.

How We Use Your Information

We use the information we collect to:

• Prepare tax returns and provide accounting services
• Communicate with you about your account and our services
• Respond to your inquiries and requests
• Process payments for our services
• Comply with legal and regulatory requirements
• Maintain records as required by professional standards and law
• Improve our website and services
• Analyze website traffic and user behavior

Legal Basis for Processing (CCPA Compliance)

Under the California Consumer Privacy Act (CCPA) and similar privacy laws, we collect and process personal information for the following business purposes:

• Performing services you have requested
• Complying with legal obligations
• Detecting and preventing fraud
• Improving our services
• Internal research and analytics

How We Share Your Information

We do not sell your personal information to third parties. We may share your information with:

Service Providers

We work with trusted third-party service providers who assist us in operating our business, including:

• Payment Processors: To process payments for our services
• Analytics Providers: Google Analytics for website usage analysis
• Secure File Transfer Services: For document sharing through our client portal (when implemented)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

Legal Requirements

We may disclose your information when required by law, including:

• In response to subpoenas, court orders, or legal process
• To comply with IRS regulations and tax reporting requirements
• To protect our rights, property, or safety
• To investigate potential violations of our terms of service

Professional Standards

As a tax and accounting practice, we may share information with:

• The IRS and state tax authorities when required
• Other tax professionals with your explicit consent
• Regulatory bodies as required by professional standards

Data Retention

We retain your personal information for a minimum of five (5) years from the date of service completion, or longer if required by:

• Federal and state tax regulations
• Professional accounting standards
• Legal obligations
• Legitimate business purposes

After the retention period expires, we securely destroy or anonymize your information in accordance with professional standards.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Secure, encrypted communications
• Password-protected systems
• Restricted access to personal information
• Regular security assessments
• Secure client portal for document uploads (when implemented)
• Physical security of our office premises

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Your Rights Under CCPA

If you are a California resident, you have specific rights regarding your personal information:

Right to Know

You have the right to request:

• The categories of personal information we collect
• The specific pieces of personal information we hold about you
• The categories of sources from which we collect information
• Our business purposes for collecting information
• The categories of third parties with whom we share information

Right to Delete

You have the right to request deletion of your personal information, subject to certain exceptions, including:

• Completing transactions or providing requested services
• Complying with legal obligations
• Detecting and preventing fraud
• Maintaining records as required by professional standards

Right to Opt-Out

We do not sell personal information, so there is no need to opt out of sales.

Right to Non-Discrimination

We will not discriminate against you for exercising your CCPA rights.

How to Exercise Your Rights

To exercise your CCPA rights, contact us at:

We will respond to your request within 45 days. We may require verification of your identity before processing your request.

Rights for Non-California Residents

Even if you are not a California resident, you may contact us to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your information (subject to legal and professional obligations)
• Object to certain processing activities

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Google Analytics

We use Google Analytics to understand how visitors use our website. Google Analytics collects information anonymously and reports website trends without identifying individual visitors. Google Analytics uses cookies and may collect:

• Your IP address
• The pages you visit
• Time spent on our website
• How you arrived at our website

You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on, available at: https://tools.google.com/dlpage/gaoptout

Client Portal Security

When our secure client portal is implemented, we will use industry-standard encryption and security measures to protect documents and information you upload. You will receive specific terms and conditions regarding portal use at that time.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on this page with a new "Last Updated" date.

For material changes, we will provide prominent notice on our website or contact you directly. Your continued use of our services after changes become effective constitutes acceptance of the revised policy.

Professional Obligations

As a licensed tax and accounting practice, we are subject to professional standards and ethical obligations, including:

• IRS Circular 230 regulations
• California accountancy regulations
• Professional confidentiality requirements

These professional obligations may supersede certain provisions of this Privacy Policy where required by law or professional standards.

Questions and Complaints

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact us at:

We will investigate and attempt to resolve complaints and disputes in a timely manner.

Consent

By using our website and services, you consent to this Privacy Policy and our collection, use, and disclosure of your information as described herein.