How we protect your data
What happens to the tax notices you and your clients upload to TaxNoticePilot — where they are kept, who can see them, and when they are deleted.
Last updated: August 11, 2026
You are handing us documents that belong to your clients, not to you. That is a real professional obligation, and this page is written so you can satisfy yourself about how we handle it.
Your documents stay private
Uploaded notices are kept in private storage with no publicly reachable address. When you open a file, we generate a link that works for a few minutes and then stops working — so a link that gets forwarded, or ends up in a screenshot, expires on its own. Everything is encrypted in transit and at rest.
Only your firm can see your notices
Your notices and clients are scoped to your firm, and every request that reads them is checked against it. Another firm cannot reach your records.
Every time a notice is opened or its files are downloaded, we record who did it and when — including when it is us. If you ever need to know whether anyone at TaxNoticePilot looked at a particular client’s file, that is a question we can answer rather than reassure you about.
Nobody trains on your documents
We use a small number of established providers to read and analyze a notice, and to run the service itself. None of them use your documents to train or improve their models, and neither do we. Your clients’ letters are used to produce your analysis and nothing else — they are never made public, sold, or shared onward.
What we learn from the product is aggregate and de-identified: which notice types we see, how often an analysis needs correcting, how long processing takes. Never the contents of a particular client’s letter.
We measure behaviour, never content
To find where the product is confusing or broken, we collect how people interact with it — what was clicked, where someone navigated, where they got stuck. Nothing is filmed and no screen is captured: what we collect is a stream of interaction events, not a picture of your screen.
Document contents are hidden inside your browser before anything is sent. Taxpayer names, balances and the text of a notice never leave your device as part of this. What reaches us describes the shape of a page and what was clicked — not what it said.
When things are deleted
“Deleted” means deleted, on a schedule, automatically — not hidden from view forever.
- A notice or client you delete disappears from your dashboard immediately and is permanently erased, along with the uploaded files, after 30 days. The delay is your undo window.
- A firm that closes its account has its notices, clients and files permanently erased after 90 days.
- Individual taxpayer reports bought through the consumer flow have their documents and analysis erased after 24 months. We keep only the billing record, because we are required to.
Where we are headed
We are continuously investing in the security of the platform, and formal certification is on our roadmap as we grow. Our commitment is simple: your clients’ data is safe with us today, and the protections around it get stronger over time. If something matters to your firm and is not covered here, ask us and we will give you a straight answer.
Questions
Email b@taxnoticepilot.com and you will reach a person, not a ticket queue. Our Privacy Policy covers the formal detail.