Privacy Policy
Alex Sears CPA · Effective October 1, 2026
Alex Sears CPA ("the firm", "we") is a sole-practice certified public accounting firm in Texas. This policy explains what personal information we collect, how we use and protect it, and the choices you have.
What we collect
- Contact details: name, email, phone, mailing address.
- Tax and financial information: income documents (W-2, 1099, K-1), prior returns, IRS transcripts and notices, Social Security numbers and dates of birth for you and your dependents, payroll records, bank and brokerage statements.
- Bank connection data: if you choose to link a bank account, read-only account and transaction data provided through Plaid.
- Payment information: handled by Stripe or TaxDome. We never see or store full card numbers.
- Communications: emails, portal messages, and recordings or notes of calls, made only with your knowledge.
- Website data: basic technical information from your browser when you visit our site or book a call.
Why we use it
We use your information only to provide the services you engage us for: preparing and filing returns, tax planning, bookkeeping, payroll filings, and responding to the IRS or state agencies on your behalf. We also use it to send engagement letters and invoices, keep required records, and meet our legal and professional obligations.
We do not sell your information. We never use client information or tax return information for advertising or marketing, and we never share it with anyone for those purposes.
Website visitors
Our public website uses cookies and advertising and analytics tools from Google (Google Analytics and Google Ads) and Meta (the Meta Pixel). They help us measure how our ads perform and show our ads to people who may need a CPA. These tools collect general browsing information, such as the pages you visit, the ad that brought you to the site, your device and browser type, and an approximate location based on your IP address. They also record when someone sends a contact form or books a call, but not what you write in it. No client tax data ever goes to these tools.
To turn them off on our site, choose "Essential only" in the cookie banner or use the Cookie preferences link in the footer, as described in our website privacy notice. You can also manage ads across the web in Google Ads Settings and Meta ad preferences.
Tax return information
Federal law (Internal Revenue Code section 7216 and its regulations) limits how a tax preparer may use or disclose information gathered to prepare your return. We use it only to prepare your return and provide related services. Any other use or disclosure happens only with your separate, signed consent, as the law requires.
Who we share it with
We share information only with service providers that help us serve you, and only what each one needs:
| Service | What it does for us |
|---|---|
| TaxDome | Client portal, document exchange, engagement letters, invoices |
| Google (Gmail, Google Cloud) | Email, secure storage of encryption keys, our website and client pages |
| Plaid | Read-only bank connections you choose to link |
| Stripe | Payments for paid consultations |
| Calendly | Scheduling calls |
| IRS e-Services, Tax1099 | Transcripts and information-return filings |
| Backblaze | Encrypted offsite backups; it cannot read them |
| Cloudflare | Secure delivery of our web pages |
| Anthropic | AI assistance for drafting and summaries under its commercial terms |
We also disclose information to the IRS and state tax agencies when you authorize a filing, and when the law requires it (for example, a subpoena or a professional standards review).
How we protect it
We follow a written information security plan as the FTC Safeguards Rule (16 CFR Part 314) requires. It includes:
- encryption of every computer and drive that stores client data
- encrypted backups
- multi-factor sign-in on firm accounts
- a firewall and intrusion blocking
- scanning of uploaded files
- a rule that nothing is filed or paid without your written approval
No system is perfectly secure. If a breach affects your information, we will notify you as Texas and federal law require.
How long we keep it
We keep client records for 7 years after the last return we prepared for you, as IRS and professional rules allow, then delete them securely. If you disconnect a linked bank account or end our engagement, we remove the bank connection the same day and keep only the records the law requires.
Your choices
- Request a copy of the information we hold about you.
- Ask us to correct information that is wrong.
- Ask us to delete information we are not required to keep.
- Disconnect a linked bank account at any time.
- Withdraw any consent you gave under section 7216, going forward.
To make a request, email alex@alexsearscpa.com. We will respond within 30 days.
Contact
Alex Sears CPA · 3414 Colorado Bend Dr, Katy, TX 77494 · alex@alexsearscpa.com · 832-677-0085
Changes
If we change this policy, we will post the new version here with a new effective date.