Privacy Policy

Last Updated: August 17, 2025

Your Privacy Matters: Colin D Ward is committed to protecting your personal and financial information. This Privacy Policy explains how we collect, use, protect, and share information when you use our professional accounting and tax services.

1. Information We Collect

Personal and Financial Information

In the course of providing professional accounting and tax services, we may collect the following types of information:

Personal Identifiers: Name, address, phone number, email address, Social Security Number, date of birth
Financial Information: Income statements, tax documents, bank account information, investment records, business financial data
Employment Information: Employer details, W-2 forms, 1099 forms, employment history
Business Information: Business structure, EIN numbers, business financial records, corporate documents
Family Information: Dependent information, spouse details, family financial data
Communication Records: Emails, phone conversations, meeting notes, correspondence

Website Information

When you visit our website or use our contact forms, we may collect:

Contact form submissions (name, email, phone, service interests)
Website usage data (pages visited, time spent, general location)
Technical information (IP address, browser type, device information)

Microsoft Clarity Analytics

We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioral metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

2. How We Use Your Information

We use the information we collect for the following professional purposes:

Service Delivery: Preparing tax returns, providing bookkeeping services, business consulting, and other agreed-upon professional services
Compliance: Meeting federal and state tax filing requirements, regulatory compliance, professional standards adherence
Communication: Responding to inquiries, providing service updates, sending important notices about deadlines or regulatory changes
Business Operations: Maintaining professional records, quality assurance, service improvement
Legal Requirements: Responding to lawful requests, court orders, or regulatory investigations

3. Information Sharing and Disclosure

Professional Confidentiality

We maintain strict professional confidentiality and do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share your information only in the following limited circumstances:

With Your Consent: When you explicitly authorize us to share information with third parties
Service Providers: With trusted vendors who assist in providing our services (software providers, secure data storage, professional consultants) under strict confidentiality agreements
Legal Requirements: When required by law, court order, subpoena, or regulatory authority (IRS, state tax agencies, etc.)
Professional Consultation: With other qualified professionals when seeking advice on complex matters, always maintaining anonymity when possible
Business Succession: In the event of business sale or transfer, with appropriate confidentiality protections

4. Data Security and Protection

Security Measures

We implement industry-standard security measures to protect your information:

Physical Security: Secure office facilities, locked filing systems, restricted access to sensitive areas
Digital Security: Encrypted data transmission, secure cloud storage, password-protected systems, regular software updates
Access Controls: Limited access to client information on a need-to-know basis, employee confidentiality agreements
Regular Monitoring: Ongoing security assessments, backup procedures, incident response protocols

Data Retention

We retain client information in accordance with professional standards and legal requirements, typically seven (7) years from completion of services. Some records may be retained longer as required by law or for ongoing professional relationships.

5. Your Privacy Rights

You have the following rights regarding your personal information:

Access: Request copies of personal information we maintain about you
Correction: Request correction of inaccurate or incomplete information
Explanation: Receive information about how your data is used and shared
Communication Preferences: Opt-out of non-essential communications
File Return: Request return of original documents (copies may be retained for professional records)

Please note that some rights may be limited by professional record-keeping requirements, ongoing service needs, or legal obligations.

6. Third-Party Services and Links

Our website may contain links to third-party websites or services (such as IRS resources, state tax agencies, or professional organizations). This Privacy Policy does not apply to third-party sites, and we are not responsible for their privacy practices. We encourage you to review their privacy policies before providing any information.

We use trusted third-party services for certain business functions (secure client portals, tax software, cloud storage) that are bound by strict confidentiality and security agreements.

7. Electronic Communications

By providing your email address and engaging our services, you consent to receive electronic communications regarding your account, services, and important professional notices. While we use secure email practices, please be aware that email is not completely secure, and sensitive information should be shared through secure client portals when available.

8. 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 notify clients of material changes through our website or direct communication. Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

9. Compliance with Laws

This Privacy Policy is designed to comply with applicable federal and state privacy laws, including:

Internal Revenue Service regulations regarding tax return information
State professional accounting and tax preparer requirements
Ohio privacy and data protection laws
Federal financial privacy regulations

10. Children's Privacy

Our services are not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information promptly.

11. International Users

Our services are primarily designed for U.S. residents and businesses. If you are accessing our services from outside the United States, please be aware that your information may be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction.

Privacy Questions or Concerns?

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your information is handled, please contact us:

Colin D Ward
Professional Tax & Business Services
Cincinnati, Ohio