Privacy Policy

Top Notch Tax Pros Privacy Policy

Top Notch Tax Pros is a trade name of Xiondra Williams Enterprise LLC ("Top Notch Tax Pros," "we," "us"). This policy explains what information we collect when you use topnotchtaxpros.com, our client portal, our phone line and our text messages; how we use and protect it; and the choices you have. As a tax return preparer, we are also bound by Section 7216 of the Internal Revenue Code, the Gramm-Leach-Bliley Act and the FTC Safeguards Rule. When those laws are stricter than this policy, we follow the law.

1. Information we collect

Information you give us

• Identity and contact details: legal name, date of birth, address, email, phone number, occupation, and photo ID.
• Tax information: Social Security numbers or ITINs for you, your spouse and your dependents; income documents (such as W-2s and 1099s); prior-year returns; deductions, credits and household details; IRS and state notices; and anything else you upload or tell us to prepare your return.
• Financial details: bank routing and account numbers for refunds or payments, and your answers about refund products.
• Signatures and agreements: typed names, drawn signatures, the time you signed, and your consent choices.
• Messages: what you send us through the portal, email, text, website chat or phone.
• Referral and partner information, if you join our referral or affiliate program.

Information collected automatically

• Device and log data: IP address, browser type, pages visited, sign-in times and security events. We use this to keep accounts secure and the site working.
• Cookies: we use only cookies needed for sign-in, security and remembering your progress on a form. We do not use advertising or cross-site tracking cookies, and we do not sell or share data for targeted advertising.
• Phone calls: if you call us, we record the phone number, call time and length. If a call is recorded or transcribed, you will be told at the start of the call.

Information from others

We may receive information from the IRS and state tax agencies (such as acceptance or rejection of your return), from banks that process refund products, and from a person who referred you (your name and contact information only).

2. How we use your information

We use your information to:

1. Prepare, review, sign and electronically file your tax returns, and help with amended returns and IRS or state notices.
2. Verify your identity, protect your account, and prevent fraud and identity theft.
3. Communicate with you about your return, documents we still need, fees, signatures, appointments and refund status.
4. Process refund products you ask for, through our participating banks.
5. Run our referral and affiliate programs.
6. Meet our legal duties, including record keeping, due diligence, and responding to lawful requests.
7. Improve our services using information that does not identify you.

We use your tax return information for anything beyond preparing your return only as federal law allows or with your separate written consent (see Section 4).

3. Automated tools and AI

We use automated tools, including artificial intelligence, to help read uploaded documents, flag missing items, answer common questions in website chat, and answer calls on our phone line. These tools assist our staff. They do not make final decisions about your return, and a human preparer reviews every return before it is filed. Our AI assistants will tell you they are automated if you ask, and they do not give personal tax advice. Social Security and account numbers are masked in AI document reviews.

4. When we share your information

We do not sell your personal information. We share it only as follows:

• Tax agencies: with the IRS and state or local tax agencies to file your returns and respond to notices.
• Service providers: with companies that help us operate, under contracts that require them to protect your information and use it only for our services. These include our tax software and e-signature provider, website hosting and database provider, email provider, text and phone provider, phone assistant provider, and AI service provider.
• Refund product banks: if you ask for a refund advance or refund transfer, with the participating bank that processes it.
• Preparers on our team: with the U.S.-based preparers who work on your return.
• Legal reasons: when required by law, court order or subpoena; to report suspected fraud or identity theft to tax authorities; or to protect the rights and safety of our clients, our business or others.
• Business transfer: if our business is sold or merged, your information would transfer only as tax law allows, and the new owner would be bound by this policy.
• With your consent: for any other purpose, only with your written consent.

We do not share your information with nonaffiliated third parties for their own marketing. Because we share only as the law allows without an opt-out, federal law does not require us to offer you an opt-out.

Consent to Use of Tax Return Information (Section 7216). Federal law requires your written consent before we use your tax return information for purposes other than preparing and filing your return, such as telling you about other tax-related services. Giving this consent is optional and is never a condition of our services. You can revoke it at any time in Portal > Settings or by contacting us. If you believe your tax return information has been disclosed or used improperly, you may contact the Treasury Inspector General for Tax Administration (TIGTA) at 1-800-366-4484 or complaints@tigta.treas.gov.

5. Text messages and mobile information

If you opt in to text messages, we use your mobile number to send updates about your return, documents, fees, signatures, appointments and refund status. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help. See our Text Messaging Terms.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties. The only exception is the text and phone providers that deliver our messages for us.

6. How we protect your information

We keep a written information security program as required by the FTC Safeguards Rule. Our protections include:

• Encryption of Social Security numbers and bank account numbers when stored, and encryption of data in transit.
• Sign-in codes sent to you in addition to your password, automatic sign-out after inactivity, and an Account PIN to verify your identity by phone.
• Access limited to the staff who need it for your return, with access logs.
• Private document storage with time-limited links.
• Locked PDF documents that can be viewed and printed but not edited.

No system is perfectly secure. Protect your password, PIN and sign-in codes, and tell us right away if you think your account has been accessed without permission. We will never ask for your password or full Social Security number by text or email.

7. If there is a data breach

If a breach affects your personal information, we will notify you without unreasonable delay, and no later than 30 days after we determine a breach occurred, as Florida law requires. We will also notify the Florida Attorney General, the FTC, the IRS and credit reporting agencies when the law requires it.

8. How long we keep information

We keep copies of your returns, signed e-file authorizations (Form 8879) and related records for at least three years, as federal law requires, and generally for seven years after the return is filed so we can help with amended returns, notices and audits. Signed agreements and consent records are kept for the same period. After that, we securely delete or destroy the information unless the law requires us to keep it longer.

9. Your choices and rights

• See and correct: view your information and documents in the client portal, or ask us to correct anything that is wrong.
• Delete: ask us to delete your account. We will delete what the law allows and keep records we are legally required to keep.
• Consent: revoke your Section 7216 consent at any time.
• Texts: reply STOP to any text, or change your preference in Portal > Settings.
• Email: use the unsubscribe link in any marketing email. You will still receive messages about your return.
• Do Not Track: because we do not track you across other websites, we do not change our practices in response to browser Do Not Track signals.

To make a request, contact us using the details below. We will verify your identity before acting on it.

10. Children and dependents

Our services are for adults 18 and older. We collect information about minor dependents only from their parent or guardian for tax purposes, and we use it only for preparing returns.

11. Changes to this policy

We will post any changes on this page with a new effective date. If a change materially affects how we use or share your information, we will notify you by email or through the portal before it takes effect.

12. Contact us

Top Notch Tax Pros, a trade name of Xiondra Williams Enterprise LLC
4750 E Moody Blvd, Suite 210, Bunnell, FL 32110
Phone: (386) 387-6194
Email: hello@topnotchtaxpros.com