TaxPin

Privacy Policy

Last updated: July 29, 2026

1. Who We Are

TaxPin ("TaxPin," "we," "us") provides a secure document-exchange portal that connects tax preparation firms ("Firms") with their clients ("Clients"). TaxPin is operated by ApexPin Tax Service LLC. Contact: info@apexpintax.com.

2. Information We Collect

• Account information — name, email address, phone number, and password (stored as a cryptographic hash).
• Tax documents — files you or your Firm upload, which may contain sensitive information such as Social Security numbers, income records, and financial statements.
• Usage records — security logs of actions such as uploads, downloads, sign-ins, and document confirmations, kept for audit and compliance purposes.

3. How We Use Information

We use your information solely to operate the service: transmitting documents between you and your Firm, sending notification emails, maintaining security (including fraud prevention and audit logging), and complying with legal obligations. We do not sell your personal information, and we do not use your tax documents for advertising, analytics, or model training.

Two features involve automated processing, and both are limited to operating the service:

• Document text recognition — when a document is uploaded, we may run automated text recognition on it so your Firm can check the extracted values against the original side by side. Extracted values are never applied automatically; a person at your Firm must review and approve them.
• Message translation — when you and your Firm write to each other in different languages, the text of those portal messages is translated automatically so both sides can read it. This applies to message text only, not to your documents.

4. Security

• Documents are encrypted in transit (TLS) and at rest (AES-256).
• Files are accessible only through expiring, signed links — never public URLs.
• Each Firm's data is isolated at the database level; one Firm can never access another Firm's data.
• Two-factor authentication (2FA) is available for all accounts and required for Firm staff.
• Sessions automatically expire after 30 minutes of inactivity.

5. Who Can See Your Documents

Documents you upload are visible only to you and the Firm that invited you. TaxPin personnel do not access document contents except where strictly necessary for security investigation or as required by law.

6. Service Providers

We rely on vetted infrastructure providers to operate the service:

• Supabase — database and encrypted file storage, hosted in the United States.
• Vercel — application hosting.
• Amazon Web Services — transactional email delivery (Amazon SES) and automated text recognition on uploaded documents (Amazon Textract), in the United States.
• Stripe — payment processing when your Firm bills you through the portal. Card details are entered directly with Stripe and are never stored by TaxPin.
• Google Cloud Translation — translation of portal message text when you and your Firm use different languages.
• Twilio — SMS text-message delivery, for clients who opt in.

These providers process data on our behalf under their own security commitments and do not use it for other purposes.

7. Retention

Documents are retained while your account is active so that you and your Firm can access prior-year records. Tax records are generally retained in accordance with IRS record-keeping guidance. When a Firm deletes a client or a document, the associated files are permanently removed from storage.

8. Your Choices

• You may view and update your name, contact email, and phone number in the portal settings.
• You may request account deletion or a copy of your data by contacting your Firm or info@apexpintax.com.
• Notification emails are transactional (not marketing) and are part of the service.

9. SMS / Text Message Notifications

If you provide a mobile phone number and opt in, your Firm may send you transactional SMS text messages through TaxPin — for example, when a document has been shared with you, when documents are requested, or when your uploads are received. You opt in by checking the SMS consent box on the invite-request form or in your account settings, and consent is not a condition of using the service.

• Message frequency varies based on your document activity.
• Message and data rates may apply.
• Reply STOP to any message to unsubscribe at any time. Reply HELP for help, or contact info@apexpintax.com or (617) 874-6753.
• We do not share your mobile phone number or your SMS opt-in consent with any third parties or affiliates for their own marketing or promotional purposes. Your mobile information is used only to deliver the notifications you requested and is shared only with our messaging provider (Twilio) strictly to transmit those messages.
• Carriers are not liable for delayed or undelivered messages.

10. GLBA Notice

Tax preparation firms are financial institutions under the Gramm-Leach-Bliley Act. TaxPin acts as a service provider that helps Firms meet their safeguarding obligations under the FTC Safeguards Rule and IRS Publication 4557. Your Firm remains responsible for its own privacy practices.

11. Children

TaxPin is not directed to children under 13, and we do not knowingly collect information from them.

12. Changes & Contact

We will post any changes to this policy on this page with an updated date. Questions: info@apexpintax.com · ApexPin Tax Service LLC.

This document is provided for general information and does not constitute legal advice.