Privacy Policy

1. Who We Are

TaxPilota ("Company," "we," "us," "our") is an IT consulting and advisory firm headquartered at 1800 Wazee St, Denver, CO 80202, United States. We provide SaaS selection, workflow analysis, automation strategy, and operational workflow design advisory services to businesses.

For the purposes of applicable data protection laws, TaxPilota is the data controller responsible for personal information collected through our website and advisory engagements.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information that you voluntarily provide when you:

• Submit a contact form or consultation request on our website.
• Send us an email inquiry.
• Enter into an advisory engagement and provide business information.
• Communicate with us via email, phone, or other channels during an engagement.
• Complete any assessment or intake questionnaire we provide.

This information may include your name, email address, phone number, company name, job title, and details about your business operations and processes.

2.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including:

• Your IP address and approximate geographic location.
• Browser type and version.
• Operating system.
• Pages visited and time spent on each page.
• Referring website or search query that brought you to our site.
• Date and time of your visit.

2.3 Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to improve functionality and understand how visitors use our site. You can control cookie settings through your browser preferences. Disabling certain cookies may limit website functionality.

3. How We Use Your Information

TaxPilota uses collected personal information for the following purposes:

• Service Delivery: To provide, manage, and improve our advisory services and respond to your inquiries.
• Communication: To contact you regarding your engagement, answer questions, and provide deliverables.
• Billing and Administration: To process payments, issue invoices, and manage administrative aspects of engagements.
• Legal Compliance: To comply with applicable laws, regulations, and legal obligations.
• Website Improvement: To analyze website usage patterns and improve user experience.
• Business Development: To follow up on inquiries and inform you of services that may be relevant to your needs, where you have provided consent.

4. Legal Basis for Processing

We process your personal information on the following legal bases:

• Contract Performance: Processing necessary to enter into and fulfill advisory engagement agreements.
• Legitimate Interests: Processing necessary for our legitimate business interests, including responding to inquiries, improving our services, and managing client relationships.
• Consent: Where you have explicitly consented to processing, such as receiving marketing communications.
• Legal Obligation: Processing required to comply with applicable laws.

5. Data Sharing and Disclosure

TaxPilota does not sell, rent, or trade your personal information to any third party. We may share your information in the following limited circumstances:

• Service Providers: We may share information with trusted third-party providers who assist us in operating our website and delivering services (e.g., email providers, cloud storage). These providers are bound by confidentiality obligations.
• Legal Requirements: We may disclose information when required by law, court order, or government authority.
• Business Transfers: In the event of a merger, acquisition, or sale of business assets, your information may be transferred to the acquiring entity.
• With Your Consent: We may share information for other purposes with your explicit consent.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce agreements. For active clients, we retain engagement-related information for a minimum of five (5) years following the conclusion of an engagement to comply with applicable record-keeping requirements. Website inquiry data is retained for up to twenty-four (24) months.

7. Data Security

TaxPilota implements appropriate technical and organizational security measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include access controls, encryption of data in transit, and regular security reviews.

While we take data security seriously, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security of your information.

8. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Restriction: Request restriction of processing in certain circumstances.
• Portability: Request transfer of your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests.
• Withdrawal of Consent: Where processing is based on consent, you may withdraw consent at any time.

To exercise any of these rights, please contact us using the information provided at the end of this policy. We will respond to verified requests within thirty (30) days.

9. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt out of the sale of personal information. TaxPilota does not sell personal information. To exercise your CCPA rights, contact us at the information below.

10. Third-Party Websites

Our website may contain links to third-party websites. TaxPilota is not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children's Privacy

TaxPilota's services are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us and we will promptly delete it.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will notify you of material changes by posting the updated policy on our website with a revised effective date. Your continued use of our services following such changes constitutes acceptance of the updated policy.