Your Data, Protected.
Your Trust, Kept.

Who we are & scope

This Privacy Policy explains how Syntax Solutionz LLC ("Syntax Solutions," "we," "us" or "our"), based at 3 Sugar Creek Center Blvd #100, Sugar Land, TX 77478, handles personal information. It applies to our website at syntaxsolutionz.com, our consultations, and the accounting, bookkeeping, tax preparation, payroll, CFO, catch-up bookkeeping, ITIN and US company formation services we provide.

As a provider of tax preparation and financial services, we are treated as a "financial institution" under the federal Gramm-Leach-Bliley Act (GLBA). We also follow the IRS rules for tax return preparers, including Internal Revenue Code Section 7216, and applicable US state privacy laws.

The terms of your signed engagement letter and NDA also apply to the client records you share with us. If they conflict with this policy, the engagement letter controls for those records.

Information we collect

Information you give us

• Contact and inquiry details: name, email, phone number, company name, company size and the details you share in our contact, quote or consultation forms.
• Identity and tax identifiers: Social Security Number, ITIN, EIN, date of birth, passport or government ID copies (for example, for ITIN applications reviewed as an IRS Certifying Acceptance Agent and for LLC formation).
• Financial records: bank and card statements, ledgers, invoices, receipts, prior tax returns, IRS and state notices, and access to accounting or payment platforms you authorize.
• Payroll information: employee and contractor names, addresses, tax IDs, wages, withholding and bank details you provide so we can run payroll and prepare W-2 and 1099 forms.
• Business formation details: owner and member information, ownership percentages, registered agent and business addresses.
• Billing details: information needed to invoice you and process payments. Card payments are handled by our payment processors; we do not store full card numbers.

Information collected automatically

When you visit our website, we and our partners may collect IP address, browser and device type, pages viewed, referring links, approximate location and similar data through cookies and analytics tools (see Section 06).

Information from third parties

With your authorization, we receive information from the IRS and state tax agencies, your previous accountant, your bank, scheduling tools such as Calendly, and the accounting, payroll and payment platforms you connect (such as QuickBooks, Xero, Zoho Books, Gusto, Stripe, Shopify, Wise or Payoneer).

How we use information

• To respond to inquiries, schedule consultations and prepare a written scope and fixed-fee quote.
• To deliver our services: bookkeeping, financial reporting, tax preparation and e-filing, payroll, ITIN applications, entity formation, EIN requests and compliance filings.
• To communicate with you about your engagement, deadlines, notices and invoices.
• To verify identity, prevent fraud and protect the security of our systems and your accounts.
• To meet our legal, regulatory, professional and recordkeeping obligations.
• To improve our website and services and, where permitted, to send you marketing about our services.

Tax return information

Information you provide for preparing a tax return is "tax return information" under Section 7216 of the Internal Revenue Code. We use and disclose it only to prepare, file and support your returns, or as otherwise permitted by federal law.

We will not use or disclose your tax return information for any other purpose, including marketing other services, without your separate, written consent in the form required by IRS regulations. Any consent you give is voluntary, is limited to the purpose and duration stated, and can be withdrawn.

As an Authorized IRS e-file Provider, we transmit returns only through IRS-approved channels and follow the IRS safeguarding requirements for e-file providers.

How we share information

We share personal information only as needed to provide our services or as required by law:

• Government agencies: the IRS, state tax departments, state Secretaries of State and other agencies when filing returns, forms or applications on your behalf.
• Service providers: companies that host our website and files, process payments, provide email, scheduling, e-signature, accounting and payroll software, and professional liability insurance. They must protect the data and use it only for the services they provide to us.
• Parties you direct us to: your banks, lenders, registered agents, attorneys, investors or other advisers, at your request.
• Legal and safety reasons: to comply with law, subpoenas or court orders, or to protect the rights, property or safety of our clients, our firm or others.
• Business transfers: in connection with a merger, sale or reorganization, subject to this policy and professional confidentiality obligations.

Cookies & tracking

Our website uses cookies and similar technologies, which fall into these categories:

You can accept, reject or customize non-essential cookies at any time through the Cookie Settings link in our footer, or by blocking cookies in your browser.

Global Privacy Control: We treat a GPC signal from your browser as a valid request to opt out of the sale or sharing of your personal information and targeted advertising for that browser. We do not currently respond to "Do Not Track" signals, since no common standard for them exists.

How we protect your data

We maintain a written information security program designed to meet the FTC Safeguards Rule and IRS guidance for tax professionals (IRS Publication 4557). Our safeguards include:

• A signed NDA at the start of every engagement.
• Access limited to your assigned team, with multi-factor authentication on systems that hold client data.
• Encryption of client data in transit and, where supported, at rest.
• Secure file-sharing for documents instead of ordinary email attachments.
• Staff confidentiality agreements and regular security training.
• Vendor oversight and an incident response plan, including notice to affected clients and regulators as required by law.

Data retention

We keep personal information only as long as needed for the purposes described in this policy, including the periods required by IRS rules, state law and professional standards. Tax returns and supporting records are generally kept for at least [X] years after filing; website inquiry data that does not lead to an engagement is generally deleted within [X] months.

When information is no longer needed, we securely delete or destroy it, in line with the FTC Safeguards Rule.

Your privacy rights

Depending on your state of residence, including California, Texas, Virginia, Colorado, Connecticut and other states with consumer privacy laws, you may have the right to:

• Know and access the personal information we hold about you.
• Correct inaccurate information.
• Delete personal information, subject to legal and recordkeeping exceptions.
• Get a copy of your information in a portable format.
• Opt out of the sale or sharing of personal information, targeted advertising and certain profiling.
• Appeal our decision if we decline your request.

Some client information is covered by the GLBA and federal tax law instead of state privacy laws. Where that applies, we will still respond to your request and explain what we can and cannot change.

How to make a request

Email info@syntaxsolutionz.com or call +1 346-279-4489. We will verify your identity before acting and respond within 45 days (we may extend once by 45 days where the law allows). You may use an authorized agent with your signed permission. To appeal a decision, reply to our response with "Appeal" in the subject line; we will answer within the time your state law requires.

We will not discriminate against you for exercising any of these rights.

California residents

This section is our notice at collection under the California Consumer Privacy Act, as amended by the CPRA. In the past 12 months, we have collected:

• Identifiers and contact details (name, email, phone, IP address).
• Customer records and financial information (account, payroll and tax details).
• Sensitive personal information (SSN, ITIN, passport or ID numbers), used only to provide services you request and never to infer characteristics about you.
• Commercial information (services requested and purchased).
• Internet activity (website browsing and interactions).
• Professional information (business role and company details).

These categories come from you, your devices and the third parties described in Section 02, and are used for the purposes in Section 03. We do not sell personal information for money. Advertising and analytics cookies may count as a "sale" or "sharing" of internet activity and identifiers; you can opt out through Cookie Settings or the Do Not Sell or Share My Personal Information link. We do not knowingly sell or share the personal information of consumers under 16.

Emails & text messages

We may send service updates and, with your permission where required, newsletters or offers. Every marketing email includes an unsubscribe link, in line with the CAN-SPAM Act. Service and deadline messages about your engagement will still be sent.

If you agree to receive text messages, message and data rates may apply. Reply STOP to opt out or HELP for help. We do not sell or share your phone number or SMS consent with third parties for their marketing.

International clients

Many of our clients own US companies from Canada, India, Pakistan, China, South East Asia, Africa and other regions. Our services are provided from the United States, and some team members and service providers may work from other countries. By using our services, your information may be transferred to, stored in and processed in the United States and those countries, where privacy laws may differ from those of your home country. We apply the safeguards in this policy wherever your information is handled.

Children's privacy

Our website and services are intended for adults and businesses. We do not knowingly collect personal information online from children under 13. Information about dependents is collected only from a parent or guardian to prepare a tax return. If you believe a child has given us information directly, contact us and we will delete it.

Changes to this policy

We may update this policy as our services or the law change. We will post the revised version on this page with a new "Last updated" date and, for material changes, notify clients by email. This website may link to third-party sites, such as our social media pages and Google reviews, which have their own privacy policies.