Privacy policy

Thank you for choosing Coastal Tax Specialist. We are committed to protecting your personal and tax return information in accordance with federal and Hawaii law, including IRS Section 7216 requirements for tax return preparers.

1. Information We Collect

We collect information necessary to prepare your tax returns, including:

• Personal identifying information (name, address, phone, email, SSN, date of birth)
• Financial information (income, deductions, credits, investments, banking details)
• Employment and dependent information
• Tax documents (W-2s, 1099s, 1098s, schedules, prior returns)
• Communication preferences and billing information

2. How We Use Your Information

Your information is used solely to:

• Prepare and electronically file your tax returns
• Communicate about your tax preparation services
• Comply with federal, state, and IRS requirements
• Provide basic post-filing support as described in our Terms of Service
• Maintain internal business records as required by law

3. Tax Return Information Disclosure Rules

Federal law (IRC Section 7216) strictly limits how tax return preparers may use or disclose "tax return information." We do not disclose your tax return information except:

• As authorized by you in writing (required for most disclosures)
• To complete your tax return preparation and filing
• When required by law or IRS procedures
• To defend ourselves in legal proceedings

4. Secure Service Providers

We use industry-leading, IRS-compliant platforms:

1. CCH Axcess Tax Software: Our tax preparation and e-filing platform
2. Encyro: Secure document sharing and client communication

Both platforms implement enterprise-grade security including:

• Data encryption in transit (TLS 1.3) and at rest (AES-256)
• Secure data centers with physical and network controls
• Access restricted to authorized personnel only
• Regular independent security audits

5. Third-Party Service Providers

Service providers are contractually required to:

• Use your data only to provide services to Coastal Tax Specialist
• Maintain appropriate technical and organizational security measures
• Protect data confidentiality in accordance with their service agreements

CCH Axcess Privacy Policy: https://taasupportportal.wolterskluwer.com/uk/en/home-page/welcome2/service-policies-and-notices/policies 

Encyro Privacy Policy: https://www.encyro.com/privacy 

6. Data Security Practices

• Access limited to employees who need information to serve you
• Secure workstations with multi-factor authentication
• Regular staff training on data protection
• Secure digital data deletion procedures
• Business continuity planning for data protection

7. Data Retention

We retain your records for at least 3 years after the tax year as required by IRS Publication 947 and longer as needed for:

• Compliance with recordkeeping requirements
• Responding to IRS/state inquiries
• Professional liability protection

You may request a copy of your records at any time during our retention period.

8. Your Rights

• Review our Terms of Service and this Privacy Policy before engagement
• Request information about our security practices
• Receive secure delivery instructions for sensitive documents
• Revoke consent for non-essential disclosures (subject to legal limits)

9. Secure Communication Guidelines

Do not send sensitive information (SSNs, bank details, tax returns) through regular email. Use:

• Encyro secure links provided in engagement communications
• Secure upload instructions sent after intake
• IRS-compliant secure delivery methods

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in law or practice. Material changes will be posted on our website with an updated "Last Updated" date at the top.

Contact Us

Questions about our privacy practices? Email [email protected] or call 808-491-3663.