TaxNoticePilot Privacy Policy

What we collect when you or your clients upload a tax notice, who we share it with, how long we keep it, and the rights you have over it.

Last updated: August 11, 2026

1. Introduction

TaxNoticePilot (“TaxNoticePilot,” “we,” “us,” or “our”) provides an online service that helps taxpayers and tax professionals analyze IRS and state tax notices, identify deadlines, and generate structured response workflows. The documents you upload are among the most sensitive records a person has, and this policy is written to be specific about what happens to them rather than reassuring.

For a shorter, plain-English version written for tax professionals evaluating us, see How we protect your data.

2. Information We Collect

Account information. Your name, email address, and authentication credentials when you create an account, join a waitlist, or are invited to a firm.
Notice content. The PDFs and images you upload, the text extracted from them, and the fields derived from that text — agency, tax period, notice date, amounts, and deadlines. For a firm, this includes documents uploaded by your clients through an intake link you share with them.
Client records. For firm accounts, the names, email addresses, phone numbers and notes you record about your clients.
Case data. Risk scores, classifications, recommended next steps, generated drafts, and the notes and status changes you save.
Billing information. Handled by Stripe. Card numbers never reach our servers.
Usage and access data. Device, browser, IP address, and product events. This includes a record of each time a notice is opened or its files are downloaded, and by whom — see section 6.

3. How We Use Your Information

To process uploaded notices and produce the analysis, risk score, deadlines, and recommended next steps you asked for.
To create and manage your account, cases, clients, and reminders.
To process payments and provide receipts.
To protect the service from fraud, abuse, and unauthorized access.
To communicate with you about your account, product updates, and support requests.
To improve the accuracy of our notice extraction and analysis. We do not train any model of our own on your documents. What we learn is aggregate and de-identified — which notice types we encounter, how often an analysis needs correcting, how long processing takes — and is never tied to the contents of a particular notice.

4. How We Share Information

We do not sell your personal information, and we do not share it for advertising. We rely on the following service providers, each bound by a data processing agreement and each used only for the purpose listed:

Cloud infrastructure and storage — hosting our application, database, and the private storage that holds uploaded documents.
Document processing and analysis — converting an uploaded scan into text and producing the analysis. These providers do not use your content to train or improve their models, do not make it public, and do not share it onward. They retain content only briefly, for security and abuse prevention, before deleting it.
Payments — processing transactions and subscription billing.
Email delivery — sending transactional and product email.
Product analytics and error monitoring — understanding how the product is used and detecting faults. We collect interaction events rather than any screen or video capture, and document contents are hidden inside your browser before anything is sent, so taxpayer names, balances and notice text are not included. Email addresses are removed from error reports.

If you are a tax professional and need the identity of a specific provider to satisfy your own obligations, email us and we will tell you.

We also share information with your designated tax professional when you choose to send a case to them, and with authorities where required by valid legal process or to protect the rights, safety, or property of users and the public.

5. Data Retention

Deletion is automatic and scheduled, not something we do only when asked:

A notice or client record you delete is removed from your account immediately and permanently erased, along with any uploaded files, 30 days later. The delay exists so an accidental deletion can be reversed.
A closed firm account has its notices, client records, and files permanently erased 90 days after closure. The same applies to a closed individual account.
Individual taxpayer reports purchased through the consumer flow have their documents, extracted text, and analysis permanently erased after 24 months. We retain the billing record beyond this to meet tax and accounting obligations.
Access records (section 6) are retained for two years.

You may ask us to delete your data sooner by emailing the address in section 10.

6. Security

Uploaded documents are held in private storage with no publicly reachable address. When a document is opened in the app we issue a signed link that expires after 15 minutes. Data is encrypted in transit and encrypted at rest by our storage and database providers. A firm’s notices and clients are scoped to that firm, and requests are checked against it on every read.

We keep a record of every time a notice is opened or its files are downloaded, including access by our own staff. If you need to know who has viewed a particular record, we can tell you.

No system is perfectly secure. We are continuously investing in the security of the platform, and formal certification is on our roadmap as we grow. See How we protect your data for a plain-English summary.

7. Your Rights and Choices

Depending on where you live, you may have the right to access, correct, export, or delete the personal information we hold about you, and to object to or restrict certain processing. To exercise any of these, email us at the address in section 10. We will respond within the timeframes required by applicable law.

If you are a tax professional using TaxNoticePilot, note that for your clients’ personal information you are the controller and we act as your processor: we act on your instructions with respect to that data.

8. Children’s Privacy

TaxNoticePilot is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us and we will take steps to remove it.

9. Changes to This Policy

We may update this Privacy Policy as the product evolves. If we make material changes — particularly to retention periods or to the list of service providers in section 4 — we will notify you by email or in the product. The “Last updated” date above reflects the most recent revision.

10. Contact Us

Questions about this policy, or a request regarding your data: b@taxnoticepilot.com.