Privacy Policy – Capital Numbers Inc d/b/a TaxOnTrack

Effective Date: January 1, 2025

Capital Numbers Inc, doing business as TaxOnTrack (“TaxOnTrack,” “Company,” “we,” “our,” or “us”), is committed to protecting the privacy, confidentiality, and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our websites or use our tax, accounting, bookkeeping, payroll, notary, and business formation services.

By accessing our website or using our services, you agree to this Privacy Policy.

1. Information We Collect

We collect personal and business information necessary to provide tax, accounting, bookkeeping, payroll, notary, compliance, advisory, and related services, including but not limited to information required by federal and state laws, IRS regulations, and professional standards.

a. Personal Identifiers (including but not limited to):

• Name, mailing address, email address, phone number
• Date of birth
• Social Security Number, ITIN, EIN, or other taxpayer identification numbers
• Government-issued documents for identity verification

b. Financial, Tax, and Business Information (including but not limited to):

• Federal, state, and local tax documents and filings
• Income information (W-2, 1099, K-1, investment records, employment data)
• Expense records, receipts, business ledgers, payroll records
• Accounting, bookkeeping, and financial statements
• Bank account information used for tax filings or payroll processing
• Business formation documents, ownership records, operating agreements
• IRS or state correspondence, notices, transcripts, or tax account data
• Any documents necessary to support tax positions, credits, deductions, or compliance requirements

c. Automatically Collected Website Data (including but not limited to):

• IP address, device identifiers, browser type
• Pages visited, session duration, security logs

d. Cookies & Tracking Technologies (including but not limited to):

Used for website functionality, security, and analytics. Sensitive financial information is not tracked through cookies.

e. Any Other Information Necessary to Provide Tax & Accounting Services:

We may collect any information, documentation, or data reasonably required to prepare tax returns, maintain accounting or payroll records, comply with regulatory requirements, or perform advisory or representation services.

2. How We Use Personal Information

We use the information collected strictly for legitimate business and compliance purposes, including:

• Preparing and filing tax returns
• Providing bookkeeping, payroll, and accounting services
• Completing IRS or state filings
• Verifying identity for regulatory purposes
• Maintaining legally required business records
• Responding to lawful government, tax authority, or audit requests
• Preventing fraud or unauthorized access
• Internal compliance, quality control, and security purposes

3. Legal Basis for Processing

We process personal information under:

• Regulatory obligation
• Contractual necessity
• Legitimate interest (security, fraud prevention)
• Explicit client consent

4. How We Protect Your Information

We implement administrative, technical, and physical safeguards including:

• Role-based access controls
• Secure storage and encryption where applicable
• IRS Publication 1075-aligned confidentiality procedures
• Confidentiality agreements
• Industry-standard cybersecurity protocols

5. Disclosure of Information

We do not sell, rent, or trade personal information. We may disclose information:

• To IRS, New York State, or government agencies as required
• To trusted service providers (e-file platforms, payroll software)
• To comply with subpoenas, regulatory demands, audits, or court orders
• To protect our rights or prevent fraud
• With explicit client authorization

6. Mobile & Text Messaging Privacy

“No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.”

7. Data Retention

We retain information only as long as required by:

• IRS regulations
• New York State laws
• Professional standards
• Contractual and legal obligations

After retention periods end, data is securely deleted or anonymized.

8. Your Rights

Subject to legal limitations, you may request:

• Access to personal information
• Correction of inaccurate information
• Deletion where legally permissible
• Copies of documents previously provided

Requests may be restricted when disclosure is prohibited by law.

9. Children’s Privacy

We do not knowingly collect information from children under 13, except when included in a parent or guardian’s tax filings.

10. Third-Party Links & Tools

We are not responsible for third-party privacy practices. Users should review third-party privacy policies independently.

11. Limitation of Liability

To the maximum extent permitted by law:

• TaxOnTrack and Capital Numbers Inc are not liable for unauthorized access, cybersecurity incidents, or breaches beyond our reasonable control.
• Use of websites, email, or digital tools is at your own risk.
• No warranties are made regarding uninterrupted or error-free operation of digital services.
• Third-party service providers maintain their own compliance obligations.

12. Changes to This Policy

We may update this Privacy Policy at any time. Updated versions will include a new effective date.

13. Contact Information

Capital Numbers Inc d/b/a TaxOnTrack
Email: taxontrackllc@gmail.com
Phone: 631-710-8789
Selden & Port Jefferson Station, New York