Data Usage Agreement | LEGACY VAULT

Purpose of This Agreement

This Data Usage Agreement explains how The Legacy Vault collects, stores, processes, and uses your personal and tax-related information. By using our services, you consent to the data practices described below.

What Data We Collect

1. Personal Identification Information

Full legal name, date of birth, and Social Security Number
Contact information (email, phone, address)
Government-issued ID (driver's license, passport)
Spouse and dependent information (if applicable)

2. Financial Information

W-2 forms and employment income details
1099 forms (interest, dividends, self-employment income)
Bank account information for direct deposit
Investment and retirement account information
Business income and expense records
Mortgage, property tax, and rental income details

3. Tax-Related Documents

Uploaded tax documents (PDFs, images)
Prior year tax returns
IRS correspondence and notices
Supporting receipts and documentation

4. System and Usage Data

Client portal login history and timestamps
Document upload and download activity
Communication logs with tax professionals
Browser and device information

How We Use Your Data

Your data is used exclusively for the following purposes:

Tax Preparation and Filing

Preparing accurate federal and state income tax returns
Calculating deductions, credits, and tax liabilities
Filing returns electronically with the IRS and state agencies
Responding to IRS or state tax authority inquiries

Client Communication

Sending status updates about your tax return
Requesting additional documentation when needed
Notifying you of important deadlines
Answering questions about your return

Record Keeping

Maintaining copies of filed returns as required by law
Storing documentation for compliance purposes
Creating audit trails for accountability

Service Improvement

Analyzing aggregated, anonymized data to improve our services
Identifying common client needs and pain points
Enhancing our client portal functionality

We DO NOT use your data for marketing, advertising, or any purpose outside of tax preparation without your explicit consent.

Data Storage and Security

Where Your Data Is Stored

Your information is stored in secure, encrypted cloud-based systems that comply with industry standards:

Professional tax software platforms (secure, encrypted)
Secure cloud storage with access controls
Backup systems for disaster recovery

Security Measures

End-to-end encryption for data transmission (SSL/TLS)
Multi-factor authentication for portal access
Role-based access controls for staff
Regular security audits and vulnerability assessments
Automatic session timeouts for inactive users
Secure document upload and storage protocols

We comply with IRS Publication 4557 (Safeguarding Taxpayer Data) and follow best practices for data protection.

Data Retention Policy

How Long We Keep Your Data

Active Records: Minimum 3 years from filing date
IRS Compliance: Up to 7 years (recommended by IRS)
Legal Requirements: Longer if required by law

Data Deletion

After the retention period:

We may securely delete or archive your records
You can request earlier deletion (subject to legal retention requirements)
Deleted data is permanently removed from active systems

Important: You are responsible for keeping your own copies of tax documents.

Data Sharing and Third Parties

We may share your data with:

1. Government Agencies (Required)

IRS (for filing federal tax returns)
State tax agencies (for filing state returns)
Law enforcement (if legally required)

2. Service Providers (Limited)

Tax software vendors (for return preparation)
Secure cloud storage providers
Payment processors (for fee collection)
E-file transmitters (for electronic filing)

All third-party providers are bound by confidentiality agreements and security requirements.

3. With Your Explicit Consent

We will only share your data with other parties if you explicitly authorize us to do so.

❌ We NEVER sell, rent, or trade your personal information to third parties for marketing purposes.

Your Rights and Control

You have the right to:

Access: Request a copy of the data we hold about you
Correction: Request corrections to inaccurate information
Deletion: Request deletion of your data (subject to legal retention)
Withdrawal: Withdraw consent for data processing (may affect service)
Portability: Request a copy of your tax documents in a standard format
Objection: Object to certain data processing activities

To exercise these rights, contact us at privacy@thelegacyvault.com

Consent and Acknowledgment

By using The Legacy Vault's services and submitting your information, you:

Consent to the collection and use of your data as described above
Acknowledge that accurate tax preparation requires detailed personal information
Understand that we will share your data with the IRS and state agencies for filing
Agree to our data retention and security practices
Confirm that you have read and understood this Data Usage Agreement

✓ Digital Consent

Your submission of the intake form or use of our client portal constitutes your digital consent. We record the date and time of your consent for our records.

Changes to This Agreement

We may update this Data Usage Agreement periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated agreement on our website and updating the effective date. Your continued use of our services constitutes acceptance of the updated agreement.

Contact Us

Questions or concerns about how we use your data? Contact our Privacy Team:

The Legacy Vault - Privacy Team

Email: privacy@thelegacyvault.com

Phone: 1-800-TAX-VAULT

Response time: Within 5 business days

This Data Usage Agreement is effective as of the date shown above and governs our collection and use of your information.