Privacy Policy

Effective Date: July 29, 2025

Last Updated: October 14, 2026

Important: what to upload

The free research tool doesn't keep your questions or documents, and it hides private numbers before any text leaves your browser. Automatic hiding can miss things, so only use sample or redacted documents, or ones you are authorised to process.

This Privacy Policy explains how Tax Stack AI, LLC ("Company," "we," or "us") collects, uses, and shares personal information when you use our website and services, including our AI-powered chatbot and tools designed for accounting professionals.

1. Information We Collect

We collect the following types of information:

Information You Provide:

  • Account Information: Name, email address, and business contact details when you register
  • Business Information: Company name, industry, and service needs
  • Document Content: Tax documents and files you upload (with PII automatically redacted)
  • Chat Interactions: Messages sent to our AI chatbot (PII is filtered before processing)
  • Support Communications: Messages sent to our support team

Information Automatically Collected:

  • Usage Analytics: Page views, feature usage, session duration (via Google Analytics)
  • Device Information: Browser type, IP address, device identifiers
  • Error Logs: Technical errors and performance metrics (no PII included)
  • Document Metadata: File size, type, upload timestamp (not document content)

We do not knowingly collect personal information from individuals under the age of 16.

2. How the free research tool handles your documents

The free research tool at taxstackai.com/portal is built so your documents stay with you:

  • Documents are read in your browser. The files are not uploaded to us.
  • Private numbers, such as Social Security numbers, tax ID numbers and account numbers, are replaced with placeholders before any text is sent.
  • For free users, scanned pages are read on your own device.
  • The text that is sent goes to an AI server we rent and run ourselves. Neither we nor that server stores your questions, answers or documents.
  • We do not use what you type or upload to train AI models.

Automatic hiding can miss a number, so you stay responsible for what you put in. Only use sample or redacted documents, or documents you are authorised to process.

3. How We Use Your Information

We use the information we collect to:

  • Provide and operate our AI chatbot and services
  • Respond to inquiries and support requests
  • Improve and personalize your user experience
  • Analyze trends and usage to enhance our offerings (with anonymized data only)
  • Process document analysis with PII automatically redacted
  • Detect and prevent fraud or security issues
  • Comply with applicable laws and regulations

Data Protection Measures:

  • All uploaded documents are automatically scanned for PII before processing
  • Sensitive information (SSNs, account numbers, etc.) is redacted before analysis
  • Document content is automatically deleted after 30 days
  • Analytics data is anonymized and aggregated
  • We do not use your data to train AI models

4. Sharing Your Information

We do not sell your personal information. We may share your data with:

  • Trusted third-party service providers (such as hosting and analytics vendors) under data protection agreements
  • Government authorities if required to comply with legal obligations

5. Your Rights Under California Law

If you are a California resident, you have the right to:

  • Access the personal information we have about you
  • Request deletion of your personal data, with certain legal exceptions
  • Opt out of the sale or sharing of your data (we do not sell or share your data)
  • Limit the use of any sensitive personal data (we do not collect or process such data)

To exercise your rights, contact us using our contact form.

6. Cookies and Tracking

We use cookies to improve functionality and analyze site traffic. You can manage cookie preferences through your browser settings.

7. Data Security & Retention

Security Measures:

  • HTTPS/TLS encryption for all data transmission
  • Encrypted database storage for user accounts and metadata
  • Automatic PII detection and redaction before document processing
  • Secure file upload with virus scanning and file type validation
  • Access logging and monitoring for security incidents
  • Regular security updates and vulnerability assessments

Data Retention:

  • Document Files: Can be deleted at anytime by the user, automatically deleted after 3 years
  • Analysis Results: Can be deleted at anytime by the user, automatically deleted after 3 years
  • Account Information: Retained while account is active, deleted within 30 days of account closure
  • Usage Analytics: Anonymized data retained for up to 2 years for service improvement
  • Error Logs: Retained for 90 days for debugging purposes (no PII included)

Important Security Notice:

While we implement industry-standard security measures, no system is 100% secure. We strongly recommend not uploading documents containing highly sensitive PII. Our automated PII detection helps protect your privacy, but cannot guarantee 100% detection of all sensitive information.

8. Third-Party Links

Our services may link to third-party websites or platforms. We are not responsible for the privacy practices of those sites.

9. Updates to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date reflects the most recent version. Continued use of our site constitutes your acceptance of any changes.

10. Contact Us

For questions or privacy-related requests, please use our contact form.

Free research portal: what we keep

The free portal at taxstackai.com/portal needs no account. We don’t keep your questions, answers or documents. Documents are read in your browser. Only their text, with private details such as tax ID numbers hidden, goes to the AI server we rent and run ourselves, which doesn’t store it.

If you fill in the “build this for my firm” form, we keep what you typed (your email and firm, plus your name, role, firm size and tools if you add them), the link or campaign that brought you, and whether you ticked the email box, with the box’s exact wording and the time. These details are stored on a computer we run ourselves, not with a mailing-list or CRM service. We use them to contact you about a setup for your firm. We send you news about TaxStack only if you ticked that box, and you can unsubscribe any time. We don’t sell or share your details.

The form uses Cloudflare Turnstile to tell people from bots, so Cloudflare sees basic technical details of your visit. We count portal events such as “a link was shared” in Google Analytics, without their content.

Your browser keeps a small cookie and a note in its own storage so we don’t ask you again, and a random id that is added to links you share, so we can see that a visitor came from a shared link. A shared answer travels inside the link itself (after the “#”), which browsers never send to us. Anyone with the link can read it.

To have your details deleted, email taxstackai@gmail.com with the address you used, and we’ll remove them.