In and Out Policy for Countryside Tax Service
Overview
At Countryside Tax Service, we are committed to providing a secure and transparent process for submitting and receiving tax-related documents. This policy outlines how clients can securely submit their documents (Inflow) and how we deliver completed tax returns and other services (Outflow). We prioritize the confidentiality of your information and adhere to all applicable state and federal regulations, including the Gramm-Leach-Bliley Act (GLBA), the Michigan Identity Theft Protection Act (ITPA), and IRS regulations regarding taxpayer data protection.
Document Submission (Inflow)
1. Online Submission
Secure Client Portal:
Clients can securely upload tax documents through our encrypted client portal at the Secure File Pro Portal
Accepted file formats include PDF, JPEG, and PNG.
The portal employs SSL encryption and multi-factor authentication to protect your data during transmission and access.
Data Storage:
All uploaded documents are stored in a secure, access-controlled environment with regular security audits.
2. Email Submission
Encrypted Email:
Clients may submit documents via email to 1040@charter.net We strongly recommend using encrypted email services or password-protecting files before sending them.
Instructions on how to encrypt emails or password-protect files are available on our website [Link to Instructions].
File Labeling:
Ensure all files are clearly labeled with your name, tax year, and any other identifying information.
Sensitive Information:
Do not include unencrypted Social Security numbers or other sensitive data in the body of emails.
3. In-Person Drop-off
Office Locations:
Visit our office during business hours to drop off your tax documents or drop-off any time using our secure drop box. Click here for office hours.
Appointments:
No appointment is necessary to drop-off your documents, but we strongly recommend setting an appointment if you wish to speak with one of our tax professionals about your documents of taxes.
Document Handling:
Our staff will handle your documents with care and store them securely in a restricted-access area.
4. Mail Submission
Mailing Address:
Send your documents via mail to Countryside Tax Service, 12298 N State Rd, Otisville, MI 48463.
Trackable Services:
We strongly recommend using a trackable mailing service (e.g., USPS Certified Mail, FedEx, UPS) for secure delivery.
Include Information:
Include your contact details and clearly indicate the tax year and any special instructions.
Processing Time:
Please allow 5-7 business days for receipt and processing.
Service Delivery (Outflow)
1. Online Access
Secure Download:
Completed tax returns and related documents will be available for download through our secure client portal.
Notification:
You will receive an email notification when your documents are ready.
Security Measures:
Access requires your login credentials and multi-factor authentication for enhanced security.
2. Email Delivery
Encrypted Documents:
Upon request, we can email your completed tax returns in a secure, encrypted PDF format.
Password Communication:
The password for the encrypted document will be provided via a separate agreed-upon method (e.g., phone call or text message).
3. In-Person Pickup
Identity Verification:
Please bring a valid photo ID (e.g., driver’s license, passport) for identity verification when picking up documents.
Authorized Representatives:
Documents will only be released to you or a pre-authorized representative with written permission.
4. Mail Delivery
Secure Shipping:
We can mail your completed tax returns to the address on file using a trackable service with the option for signature confirmation.
Delivery Time:
Please allow 5-7 business days for delivery, depending on your location
Texting Policy
1. Encrypted Text Communication:
Clients may contact Countryside Tax Service for updates or questions via text. However, all sensitive or personal information must be communicated using secure, encrypted channels, such as email encryption or our client portal.
2. Sensitive Information:
No sensitive client information (such as Social Security numbers, tax details, or financial data) will be shared via standard SMS. Clients are advised to only use encrypted messaging platforms when discussing confidential information.
3. Text Notification:
Clients may opt to receive non-sensitive notifications such as appointment reminders or document readiness via text message. This will be limited to basic notifications and will not include any personal data.
4. Verification for Encrypted Information:
If sensitive information must be communicated (e.g., for password delivery), a secondary method such as a phone call will be used to provide the necessary credentials or further verification.
Additional Information
Turnaround Time
Standard Processing:
Our standard processing time is 7-10 business days from the receipt of all required documents.
Expedited Services:
Expedited services are available for an additional fee, reducing processing time to 3-5 business days.
Additional Information:
We will notify you promptly if additional information is required, which may affect processing time.
Communication
Updates:
We will keep you updated throughout the process via your preferred method of communication (email or phone).
Contact Details:
Please ensure your contact information is current and accurate.
Privacy:
We will only discuss your tax matters with you or an authorized representative with your written consent.
Security and Privacy
Data Protection:
All client information is handled with strict confidentiality and stored securely in compliance with state and federal regulations.
Website and Portal Security:
Our website and client portal use SSL encryption and multi-factor authentication.
Staff Training:
Our staff undergoes regular training on data security and privacy best practices.
Security Audits:
We conduct regular security audits to ensure our data protection practices meet industry standards.
Data Retention and Deletion
Retention Period:
We retain client records for a minimum of seven years to comply with federal and state tax regulations.
Early Deletion Requests:
You may request the deletion of your data before the standard retention period if there are no ongoing legal or compliance requirements.
How to Request:
To initiate a data deletion request, please contact us at (810) 631-4360.
Client Rights and Compliance Notices
Nationwide Compliance:
We comply with state-specific privacy regulations where applicable, such as the California Consumer Privacy Act (CCPA) for California residents.
Rights Under CCPA:
California clients have the right to request access to their data, data portability, and deletion of their personal information.
Accessing and Correcting Your Information
Data Access:
You have the right to request a copy of the information we hold about you.
Data Correction:
If you find any inaccuracies, you can request corrections at any time.
How to Request:
Please contact us at 1040@charter.net, and we will respond within 30 days.
Data Breach Notification
Prompt Notification:
In the unlikely event of a data breach, we will notify affected clients as required by state and federal laws, including Michigan’s ITPA and the CCPA.
Protective Measures:
We will take all necessary steps to secure your information and prevent further unauthorized access.
Contact Us
For any questions, assistance, or to exercise your rights under this policy, please contact us at:
Phone: (810) 631-4360
Email: 1040@charter.net
Mailing Address: Countryside Tax Service, 12298 N State Rd, Otisville, MI 48463
We are committed to providing a safe, secure, and efficient process for all your tax service needs. Thank you for choosing Countryside Tax Service.