Privacy Policy
Introduction
DCS Tax and Accounting is committed to protecting the confidentiality, integrity, and security of the personal and financial information entrusted to us.This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you engage our services, visit our website, or use our client portals. We aim to comply with all applicable federal and state laws and professional standards governing tax and accounting services.By using our website or our services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.
Information We Collect
We collect information necessary to provide tax, accounting, payroll, and advisory services and to comply with our legal and professional obligations.
A. Personal Identifying Information (PII)
We may collect:
Full legal name
Mailing and billing address
Email address and telephone number
Date of birth
Social Security number (SSN) or Employer Identification Number (EIN)
Government-issued identification details (such as driver’s license or ID number)
B. Financial and Tax Information
We may collect:
Income information, including W-2s, 1099s, K-1s, and other tax forms
Business financial statements and general ledgers
Bank and credit card statements
Payroll records and reports
Business entity documents and registrations
Bank routing and account numbers used for tax refunds or payments (when provided)
C. Digital and Technical Information
When you visit our website or use our online tools or client portals, we may collect:
IP address and general location information
Device type and browser type/version
Access times and pages visited
Login information for secure client areas
Cookies and similar tracking technologies (where applicable)
D. Communications and Documents You Provide
We may also collect:
Information you provide in person, by phone, by email, or through contact forms
Documents you upload or deliver to us (paper or electronic)
Responses to questionnaires or intake forms
Notes and records from consultations
We collect only the information reasonably necessary to perform our services or as required by law and professional standards.
How We Use Your Information
We use your information for legitimate business and professional purposes, including but not limited to:
Preparing, filing, and managing federal, state, and local tax returns
Providing accounting, bookkeeping, payroll, and advisory services
Managing client accounts and maintaining accurate records
Communicating with you about your engagement, deadlines, filings, and services
Verifying your identity and preventing fraud
Complying with legal, regulatory, and professional obligations
Maintaining and improving our website, portals, and security
Responding to your inquiries, requests, or feedback
We do not sell, rent, or trade your personal information.
How We Share or Disclose Information
We take confidentiality seriously and only share your information under limited circumstances.
A. With Your Authorization
We may share your information when you explicitly authorize us to do so, such as:
Filing your tax returns electronically with the IRS or state agencies
Communicating with banks, financial advisors, or other third parties at your request
B. With Service Providers and Vendors
We may share information with trusted third parties who help us operate our business and deliver services, such as:
Tax and accounting software providers
IRS-authorized e-file service providers
Secure cloud storage and hosting providers
IT support and cybersecurity vendors
Document management and client portal providers
These third parties are required to protect your information and use it only for the specific services they provide to us.
When Required or Permitted by Law
We may disclose information if required or permitted by law, regulation, or professional standards, including to:
The Internal Revenue Service (IRS)
The Virginia Department of Taxation and other tax authorities
Courts, regulators, or law enforcement agencies with proper legal authority
Professional oversight or licensing bodies, when applicable
D. Professional Confidentiality
We adhere to the confidentiality requirements established by applicable tax laws and professional standards, which limit our ability to disclose your information without your consent except in specific circumstances allowed by law.
When Required or Permitted by Law
We may disclose information if required or permitted by law, regulation, or professional standards, including to:
The Internal Revenue Service (IRS)
The Virginia Department of Taxation and other tax authorities
Courts, regulators, or law enforcement agencies with proper legal authority
Professional oversight or licensing bodies, when applicable
D. Professional Confidentiality
We adhere to the confidentiality requirements established by applicable tax laws and professional standards, which limit our ability to disclose your information without your consent except in specific circumstances allowed by law.
Data Security
We implement reasonable and appropriate administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, disclosure, alteration, or destruction. These measures may include:
Secure office practices and restricted access to physical files
Encrypted transmission of data where appropriate
Use of secure client portals and password-protected systems
Access controls and role-based permissions for staff
Regular system monitoring and updates
While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security, but we are dedicated to using industry-appropriate safeguards.
Your Privacy Rights
Depending on applicable Virginia and federal law, you may have certain rights regarding your personal information, which may include the right to:
Request access to the personal information we hold about you
Request correction of inaccurate or incomplete information
Request deletion of certain personal information, subject to legal and professional record-retention requirements
Request information about how we use and share your data
To submit a request or ask questions about your privacy rights, please contact us using the information in the “Contact Information” section below. We will respond within a reasonable timeframe and in accordance with applicable law.
Data Retention
We retain personal and financial information for as long as necessary to:
Provide services to you
Maintain accurate business and professional records
Comply with federal and state tax and regulatory requirements
Resolve disputes and enforce our agreements
Tax and accounting records are generally kept for a minimum of three (3) to seven (7) years, or longer if required by law or professional guidance.
Children’s Information
Our services are directed to adults and business clients. We do not knowingly collect personal information directly from children under 13 years of age. When we receive information about dependents, it is provided by the parent or legal guardian for tax preparation or related services.
Cookies and Website Tracking
Our website may use cookies and similar technologies to improve user experience and analyze website usage. Cookies are small data files stored on your device by your browser.
We may use cookies to:
Remember user preferences and settings
Improve website performance and functionality
Analyze how visitors use our website for internal purposes
These tools are not used to collect sensitive financial information. You can control or disable cookies through your browser settings; however, doing so may affect certain features or functionality of the site.
Third-Party Websites
Our website may contain links to third-party websites, tools, or services that are not operated or controlled by DCS Tax and Accounting. We are not responsible for the privacy practices, content, or security of those third-party sites. We encourage you to review the privacy policies of any external websites you visit.
Changes to This Privacy Policy
We may update or revise this Privacy Policy from time to time to reflect changes in laws, regulations, professional standards, technology, or our business practices.
When we update this Policy, we will revise the “Effective Date” at the top. Your continued use of our website or services after any changes are posted signifies your acceptance of the updated Privacy Policy.
Contact Information
For questions about this Privacy Policy or your personal information, please contact:
DCS Tax and Accounting
Phone: +1 (703) 650-8117
Website: www.dcsxperts.com
Email: info@dcsxperts.com