PRIVACY POLICY

Last Updated: 11/11/2025

Ellama Tax Solutions (“Ellama,” “we,” “us,” or “our”) is committed to maintaining the privacy and security of your personal information. This Privacy Policy describes the types of information we collect, how we use it, who we may share it with, and the measures we take to safeguard it. By accessing ellamataxsolutions.com or using our services, you consent to the practices outlined below.

Information We Collect

We collect information necessary to provide accurate tax preparation, tax planning, audit assistance, and related services. Information is collected directly from you, through secure third-party tools, or automatically through your interaction with our website.

A. Information You Voluntarily Provide

You may provide personal information when completing intake forms, booking appointments, signing up for resources, or using our secure client portal. This may include:

  • Personal Identification:
    Name, address, phone number, email, date of birth, Social Security number, and government-issued identification (e.g., driver’s license).
    We collect this to verify your identity and prepare your tax return accurately.

  • Financial & Tax Information:
    Income documents (W-2s, 1099s, 1098s), employment information, bank account details, business records, dependent information, deductions, and other tax-related data.
    This information is necessary for lawful and accurate tax filing.

  • Client Portal Information:
    Login credentials, uploaded documents, communication history, and electronic signatures.

  • Payment Information:
    Processed securely through third-party providers like Stripe or Square.
    We do not store your full credit or debit card numbers.

Information Automatically Collected

When you visit our website, certain technical data is collected automatically to help us improve usability and security. This may include:

  • Device and browser information

  • IP address (when captured by analytics tools)

  • Pages you view and actions you take on the website

  • Cookies and similar tracking technologies

Tools that may collect this information include:

  • Google Analytics

  • Meta Pixel

  • Setmore (appointment scheduling)

These tools help us understand site traffic, measure performance, and improve user experience. You may disable cookies in your browser settings.

How We Use Your Information

Your information is used solely for business and operational purposes that support service delivery, compliance, and communication.

We may use your information to:

Provide Tax and Support Services

  • Prepare and file your federal and state tax returns

  • Verify your identity and prevent fraud

  • Provide audit support or IRS correspondence assistance

  • Communicate with you regarding your file, questions, or updates

This helps us deliver accurate, secure, and compliant service under IRS guidelines.

Business Operations

  • Manage appointments, reminders, and follow-up communications

  • Process payments

  • Maintain secure records for regulatory compliance

  • Provide access to your documents through our portal

Website Functionality and Marketing

  • Improve website performance and user experience

  • Deliver newsletters, lead magnets, or resources you request

  • Provide service updates or seasonal reminders

  • Evaluate the effectiveness of online content and advertising

Legal and Compliance Requirements

  • Comply with IRS and state regulations

  • Respond to lawful requests (subpoenas, court orders, agency inquiries)

  • Maintain documentation required for professional practice

  • Detect and prevent fraudulent or unauthorized activity

We do not sell or rent your personal data.

How We Share Information

We only share your information when necessary to complete your tax-related services or comply with legal obligations.

We may share information with:

  • Trusted Service Providers, such as:

    • Tax software platforms (e.g., Drake, TaxSlayer)

    • Secure client portals

    • Payment processors (Stripe, Square)

    • Appointment scheduling tools

    • Email and communication services

    These providers are contractually obligated to handle your information securely.

  • Government Agencies, including:

    • IRS

    • State tax authorities
      Only when required for tax filing or when legally compelled.

  • Legal or Compliance Partners, such as attorneys or auditors, if necessary to protect our rights.

Business Transfers

If Ellama Tax Solutions undergoes a sale, merger, or acquisition, client information may be transferred as part of the business assets — subject to the protections of this same Privacy Policy.

We never share information with marketers, advertisers, or unrelated third parties.

Data Security

We take the security of your information seriously and use multiple layers of protection, including:

  • Encrypted transmission (HTTPS/SSL)

  • Secure document portals

  • Limited employee access

  • Password protections and multi-factor authentication

  • Regular updates and monitoring of systems

  • Data storage procedures aligned with IRS guidelines

While we employ industry-standard measures, no electronic system is completely foolproof. We encourage clients to protect their login credentials and notify us of suspicious activity.

Your Rights and Choices

Depending on your situation and applicable laws, you may request the following:

  • Access to personal information we hold

  • Correction of inaccurate information

  • Deletion of certain personal information

  • Restriction of certain uses of your data

  • Opt-out of newsletters or marketing emails

You may also adjust cookie settings in your browser.

Because of IRS retention rules, some tax-related information must be stored for a required period.

Children’s Privacy

Our services are intended for adults. We do not knowingly collect information from children under 13 without verified parental or guardian consent. If you believe we have unintentionally collected such data, please contact us immediately.

Third-Party Links

Our website may contain links to third-party platforms such as payment processors or scheduling tools. We are not responsible for their privacy practices. We encourage reviewing their policies before providing any information.

Data Retention

We retain your information only as long as necessary to:

  • Provide services

  • Maintain accurate tax preparation records

  • Comply with IRS/state retention requirements (typically 3–7 years)

  • Resolve disputes or address inquiries

After regulatory periods expire, your data is securely deleted or anonymized.

Electronic Signatures & Communications

By using our services, you consent to:

  • Electronic delivery of documents

  • Electronic signatures

  • Communication via email, text message, or client portal

These communications help us serve you more efficiently and securely.

Updates to This Policy

We may update this Privacy Policy as our practices evolve or as laws change. Updates will be posted with a revised “Last Updated” date. Your continued use of our site or services signifies acceptance of these updates.

Contact Information

For questions about this Privacy Policy or your personal information, please contact:

Ellama Tax Solutions
Email: ellamataxsolutions@gmail.com
Website: ellamataxsolutions.com