Privacy Policy

1. Scope & roles

This policy explains how BotdoTax handles information when accounting firms and their staff use our tax-preparation software, and when a firm's clients upload documents through a BotdoTax client portal.

For client information a firm puts into BotdoTax — names, tax identifiers, tax documents and the figures extracted from them — the firm is in charge of that data and BotdoTax processes it on the firm's behalf and under its instructions. If you are a firm's client, the firm's own privacy notice also applies to you, and requests about your information should usually go to the firm first.

2. Information we collect

From firms and their staff

• Account details: name, work email, password (stored only as a one-way hash) and firm name.
• Client records: the details a firm enters about its clients, such as name, entity type, contact details and SSN or EIN.

From uploaded documents

• Files: tax documents uploaded by staff or by clients through the portal — PDFs, images, spreadsheets.
• Extracted data: the form type, tax year, field labels, values, confidence scores and page locations we read from those files.

Automatically

• Usage and device data: log entries such as IP address, browser type, pages requested and timestamps, used to run and secure the service.
• Preferences: small settings stored in your browser, such as light or dark theme.

3. How we use information

• to provide the service: storing documents, extracting their contents, showing them for review and producing exports such as lead sheets;
• to secure accounts, prevent abuse and investigate problems;
• to communicate with you about your account, invitations and support requests;
• to meet legal obligations.

We do not sell personal information, and we do not use client tax documents or extracted data for advertising.

4. AI document processing

To read uploaded documents, BotdoTax sends the file to a third-party AI model provider (currently Google's Gemini API) and receives back the extracted fields. This happens only to perform the extraction the firm asked for. Extracted results are stored encrypted in BotdoTax and are always presented to firm staff for human review; they are not a substitute for a preparer's judgment.

5. How we share information

We share information only as needed to run BotdoTax:

• Service providers that host our application and database, store files, send email and provide AI document extraction, each bound to protect the data and use it only for us;
• Within your firm, with the staff your firm gives access to;
• When required by law, or to protect the rights, safety and security of our users and the service;
• In a business transfer, such as a merger or acquisition, subject to this policy.

6. How we protect data

• Client SSNs and EINs, and data extracted from documents, are encrypted in our database.
• All traffic to BotdoTax is encrypted in transit with TLS.
• Each firm's data is accessed only through that firm's own records.
• Tax identifiers are masked to their last four characters in the app and in exports.
• Client portal links are long, random and scoped to a single client.

No system is perfectly secure. If we learn of a security incident affecting your information, we will notify the affected firm and others as the law requires.

7. Data retention

We keep firm and client data for as long as the firm's account is active, or as the firm directs. When a firm deletes a document or client, or closes its account, we delete the data from our active systems within a reasonable period, except where we must keep it longer to meet legal or regulatory obligations.

8. Your rights & choices

Depending on where you live, you may have the right to access, correct, delete or export your personal information, or to object to certain processing. Firm staff can update most account details in BotdoTax. If you are a client of a firm, please send requests to that firm; we will help it respond.

Deleting your account. To delete your BotdoTax account, contact us at privacy@botdotax.com. We then delete or de-identify your personal information, except what we must keep to meet legal, tax or regulatory obligations, or what forms part of your firm's records.

9. Children's privacy

BotdoTax is a business tool and is not directed to children. A firm may upload documents that concern a minor, such as a dependent's tax form; that information is handled on the firm's behalf as described above.

10. Changes to this policy

We may update this policy as BotdoTax evolves. We will post the new version here with a new date, and tell firm administrators about material changes before they take effect.