Legal
Privacy Policy
Sunshine Bookkeepers Inc (“Sunshine Bookkeepers,” “we,” “us,” or “our”) is a Florida-based bookkeeping and tax preparation firm. We take the privacy and security of your personal and financial information seriously. This Privacy Policy explains what information we collect, how we use and protect it, and the choices you have. It applies to our website, our secure client portal, and the services we provide to our clients.
As a tax and accounting firm, we are considered a “financial institution” under the federal Gramm–Leach–Bliley Act (GLBA) and are subject to the Federal Trade Commission’s Privacy Rule and Safeguards Rule, as well as IRS data-protection standards (including IRS Publication 4557) and the Florida Information Protection Act (FIPA). We handle your information in accordance with those obligations.
1. Information We Collect
We collect information that you provide directly, information generated through your use of our portal, and a limited amount of technical information collected automatically.
Information you provide to us
- Identity & contact information — name, business name, mailing address, email address, and phone number.
- Tax & financial information — Social Security Numbers (SSN), Individual Taxpayer Identification Numbers (ITIN), Employer Identification Numbers (EIN), dates of birth, dependents’ information, income and expense records, bank and account details, prior tax returns, and other information needed to prepare returns or maintain your books.
- Identity verification — government-issued identification (such as a driver’s license) where required to verify your identity or to comply with IRS requirements.
- Documents you upload — financial statements, receipts, payroll records, and any files you submit through the client portal or otherwise share with us.
- Communications — messages, consultation requests, and correspondence you send to us.
Information collected automatically
- Essential website data — when you log into the client portal, we use strictly necessary cookies to keep you signed in and to protect against fraud (session and security tokens). We do not use advertising, marketing, or third-party analytics cookies, and we do not track you across other websites.
- Server logs — standard technical information such as IP address, browser type, and timestamps, retained for security, troubleshooting, and to record the execution of agreements.
2. How We Use Your Information
We use your information only for legitimate business purposes connected to the services you engage us for, including to:
- Prepare your tax returns and maintain your bookkeeping records;
- Provide, operate, and secure your client portal account;
- Communicate with you about your engagement, documents, deadlines, and questions;
- Prepare and deliver proposals, engagement agreements, and invoices;
- Verify your identity and prevent fraud or unauthorized access;
- Comply with our legal, regulatory, and professional obligations.
We do not sell, rent, or trade your personal information to anyone, and we do not use your information for advertising.
3. Tax Return Information
Federal law (Internal Revenue Code § 7216) strictly limits how tax return preparers may use or disclose the information you provide in connection with the preparation of your tax returns. We use your tax return information only to prepare and file your returns and to provide the services you have engaged us for. We will not use or disclose your tax return information for any other purpose without first obtaining your written consent, except where disclosure is permitted or required by law.
4. How We Protect Your Information
We maintain a written information security program and administrative, technical, and physical safeguards designed to protect your information, consistent with the FTC Safeguards Rule and IRS Publication 4557. These include:
- Encryption — sensitive personal information (such as SSNs, identification numbers, and intake data) is encrypted at rest, and all data is transmitted over encrypted (HTTPS/TLS) connections;
- Access controls — portal accounts are invitation-only and protected by multi-factor authentication (MFA);
- Least-privilege access — information is accessible only to personnel who need it to perform the services;
- Secure storage & backups — documents are stored with reputable cloud providers under appropriate safeguards, with encrypted backups.
While we take these measures seriously, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
5. How We Share Your Information
We share your information only as necessary to provide our services and meet our obligations, and only with parties bound to protect it. We may share information with:
- Service providers we rely on to operate our practice — such as secure cloud hosting and document storage, tax preparation software, e-signature, and email delivery providers. These providers are permitted to use your information only to perform services for us.
- Government authorities, including the IRS and state agencies, as part of preparing or filing your returns, or when required to respond to a lawful request, subpoena, or legal obligation.
- Professional advisors (such as legal counsel) where reasonably necessary, and with your direction (for example, sharing records with another professional you designate).
- A successor in the event of a merger, acquisition, or transfer of our practice, subject to the protections of this Policy.
6. How Long We Keep Your Information
We retain your information for as long as you are a client and afterward for the period required to meet our legal, regulatory, and professional record-keeping obligations (tax and accounting records are generally retained for a minimum of several years). When information is no longer required, we securely delete or destroy it.
7. Your Privacy Rights
You have the right to:
- Request access to the personal information we hold about you;
- Request that we correct inaccurate or incomplete information;
- Request deletion of your information, subject to our legal retention obligations;
- Withdraw consent for optional uses of your information.
To exercise any of these rights, contact us using the details in the “Contact Us” section below. We may need to verify your identity before acting on your request.
8. Data Breach Notification
In the event of a security breach affecting your personal information, we will notify affected individuals and, where applicable, the relevant authorities, in accordance with the Florida Information Protection Act (FIPA) and other applicable law.
9. Third-Party Links
Our website may contain links to third-party sites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party site you visit.
10. Children’s Privacy
Our website and services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information from children except as part of a client’s tax or financial records (for example, dependent information provided by a parent or guardian).
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Effective date” above and post the updated version on this page. Material changes will be communicated to active clients where appropriate.
12. Contact Us
If you have questions about this Privacy Policy or how we handle your information, please contact us:
Sunshine Bookkeepers Inc
Florida, United States