Last Updated: November 20, 2025

1. Introduction

This Privacy Policy explains how Tracy Owens CPA PC (“Company,” “we,” “our,” or “us”) collects, uses, protects, and shares information when you visit our website or engage our professional services.

2. Information We Collect

We may collect the following types of information:

A. Information You Provide Directly

• Contact information (name, phone number, email, address)

• Tax and financial documents

• Accounting records

• Communication records such as emails, phone calls, and messages

B. Automatically Collected Data

When visiting our website, we may collect:

• IP address

• Browser type

• Pages visited

• Basic analytics data

No sensitive financial information is collected automatically.

3. Use of RingCentral for Communications

We use RingCentral as our business phone and text messaging system.

What RingCentral May Collect

RingCentral may capture:

• Call metadata (time, duration, phone numbers)

• Voicemail recordings

• Text message logs

• Device information

What We Do With RingCentral Data

We use RingCentral solely for:

• Client communication

• Call management and routing

• Document requests

• Scheduling

We do not store financial information inside RingCentral. Financial documents are handled exclusively via secure systems such as ShareFile, Karbon, or other secure portals.

Third-Party Responsibility

RingCentral independently manages their security, data retention, and privacy practices. Their policies apply to any information processed through their platform.

4. How We Use Your Information

We use your information to:

• Provide accounting and tax services

• Communicate with you via phone, email, and secure messaging

• Maintain records as required by law

• Improve our website and service offerings

• Comply with regulatory obligations (IRS, state agencies, etc.)

We do not sell your personal information.

5. Data Sharing

We may share information only as necessary to provide professional services or as required by law, including:

• Authorized third-party processors (e.g., ShareFile, Karbon, RingCentral)

• IRS or state taxing authorities (when filings are submitted)

• Legal counsel, as required

All third-party providers are selected for their security and compliance standards.

6. Data Security

We implement reasonable technical and administrative safeguards, including:

• Encrypted storage of tax and financial documents

• MFA (Multi-Factor Authentication) on secure systems

• Strict access controls

• Industry-standard firewall and security protocols

Communications via RingCentral are protected using their encryption and security standards.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you

• Request corrections to inaccurate information

• Request deletion of data not required for legal or tax recordkeeping

• Request a copy of your data

To exercise any rights, contact us at {{Your Email}}.

8. Data Retention

Tax and financial records are retained in accordance with IRS, state, and professional guidelines—typically 7 years, unless required longer.

Communication logs through RingCentral may be retained per RingCentral’s internal retention schedules.

9. Cookies and Tracking

Our website may use cookies for analytics and functional purposes. You may disable cookies in your browser settings.

10. Children’s Privacy

We do not knowingly collect information from children under 13.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Changes take effect upon publication.

12. Contact Us

For questions about this policy, contact:

Tracy Owens CPA PC