Last Updated: June 16, 2025

1. Introduction and Scope

Affinity Apex Acctax ("we," "us," or "our") is committed to protecting the privacy and security of our clients' personal and financial information. This Data Protection Policy outlines how we collect, use, disclose, and safeguard the information of our clients based in the United States. This policy is designed to comply with applicable U.S. federal and state data protection laws, including the Gramm-Leach-Bliley Act (GLBA) and regulations set forth by the Internal Revenue Service (IRS).

This policy applies to all personal and financial data we collect in the course of providing our bookkeeping, taxation, payroll, and business advisory services.

2. Information We Collect

We collect non-public personal information about you and your business from the following sources:

  • Information we receive from you: This includes information you provide on applications, tax organizers, forms, and through other communications. This may include, but is not limited to:
    • Personal Identifiable Information (PII): Names, addresses, Social Security Numbers (SSNs), dates of birth, driver's license numbers.
    • Contact Information: Email addresses, phone numbers.
    • Financial Information: Income, investment details, bank account information, account balances, transaction history, credit card information, and tax return data.
  • Information about your transactions with us or others: This includes information related to the services we provide to you.
  • Information we receive from third parties: This may include information from consumer reporting agencies, government entities, or other third parties as authorized by you.

3. How We Use Your Information

We use your personal and financial information for the following purposes:

  • To provide the accounting, tax preparation, payroll, and advisory services you have requested.
  • To comply with our legal and regulatory obligations, including those under federal and state law.
  • To communicate with you about your account and our services.
  • To process payments and transactions.
  • For our internal business purposes, such as data analysis, audits, and improving our services.

4. Information Sharing and Disclosure

We do not disclose any non-public personal information about our clients or former clients to anyone, except as permitted or required by law.

We may share your information in the following circumstances:

  • With our employees and affiliates: We may share information with our employees and affiliates who need to know the information to provide services to you.
  • With third-party service providers: We may share information with third-party service providers who perform services on our behalf, such as IT support, data storage, or payment processing. We require these service providers by contract to maintain the confidentiality and security of your information.
  • As required by law: We may disclose information in response to a subpoena, court order, or other legal process, or to comply with our regulatory obligations. This includes disclosures to the IRS and other government agencies as necessary for the services we provide.
  • With your consent: We may share your information with other parties with your explicit consent.

We will not sell or rent your personal information to third parties for their marketing purposes.

5. Data Security

We have implemented and maintain a comprehensive written information security program that contains administrative, technical, and physical safeguards to protect your personal information. Our security measures are designed to:

  • Protect the security and confidentiality of your personal information.
  • Protect against any anticipated threats or hazards to the security or integrity of your information.
  • Protect against unauthorized access to or use of your information.

Our security measures include, but are not limited to:

  • Access controls: We limit access to your personal information to authorized employees who have a business need to know.
  • Encryption: We use encryption to protect your sensitive information during transmission and storage.
  • Firewalls and network security: We use firewalls and other network security measures to protect our systems from unauthorized access.
  • Employee training: We provide our employees with training on our data security policies and procedures.
  • Incident response plan: We have a plan in place to respond to any data security incidents.

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, to provide our services, and to comply with our legal and regulatory obligations.

7. Your Rights

Depending on your state of residence, you may have certain rights regarding your personal information. These rights may include:

  • The right to know what personal information we have collected about you.
  • The right to access a copy of your personal information.
  • The right to request correction of inaccuracies in your personal information.
  • The right to request deletion of your personal information, subject to legal and regulatory retention requirements.
  • The right to opt-out of the sale or sharing of your personal information (Note: We do not sell your data).

To exercise any of these rights, please contact us using the details provided in the Contact section of this policy.

  • The right to know: You may have the right to know what personal information we have collected about you, the sources from which it was collected, and the purposes for which we use it.
  • The right to access: You may have the right to request a copy of the personal information we hold about you.
  • The right to correct: You may have the right to request that we correct any inaccurate personal information we have about you.
  • The right to delete: You may have the right to request that we delete your personal information, subject to certain exceptions.
  • The right to opt-out: You may have the right to opt-out of the sale or sharing of your personal information.

To exercise any of these rights, please contact us using the contact information provided below. We will respond to your request in accordance with applicable law.

8. Children's Privacy

Our services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information.

9. Changes to This Policy

We may update this Data Protection Policy from time to time. We will notify you of any material changes by posting the new policy on our website. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

10. Contact Us

If you have any questions or concerns about this Data Protection Policy or our data protection practices, please contact us at:

  • Email: info@affinityapexacctax.com
  • Phone: (908) 643-7722
  • Address: 1-A BD Patel House, Opp. Dangee Dums, Naranpura Road, Ahmedabad 380014