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Bains Financial Services / Privacy Policy

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Privacy Policy

Your privacy is important to us. This Privacy Policy outlines how we collect, use, and protect your personal information. Please read carefully understand our practices.

At Bains Financial Services we collect only the personal information needed to provide accounting and tax services, including contact details and tax/financial records. We use this information to prepare filings, communicate with you, and comply with legal obligations.

 

We do not sell personal data and we share information only with trusted service providers or when required by law. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

 

If you have questions about the information we hold or want to request access or correction, please contact us at info@bainsfinancial.com.

Information We Collect

We may collect and process the following categories of information (“Personal Information”):

  • Personal identifiers: name, address, telephone number, email address, date of birth

  • Government‑issued identifiers: Social Security numbers, Employer Identification Numbers, state or federal ID numbers

  • Financial information: income data, bank account details, payroll records, business financial statements

  • Tax documentation: prior tax returns, W‑2s, 1099s, receipts, and related records

  • Business records: corporate filings, accounting ledgers, and supporting documentation

  • Technical data: IP address, browser type, device identifiers, and cookies when you access our website

We collect this information directly from you, from third parties you authorize, or from publicly available sources as permitted by law.

Use of Personal Information

We use Personal Information for legitimate business purposes, including but not limited to:

  • Preparing, filing, and maintaining tax returns and related documents

  • Providing accounting, bookkeeping, payroll, and advisory services

  • Meeting contractual, regulatory, and compliance obligations

  • Verifying identity and preventing fraud

  • Maintaining internal records and audit trails

  • Communicating with you regarding services, deadlines, or regulatory updates

We will not use Personal Information for purposes unrelated to those described in this Policy without obtaining your prior consent, unless permitted or required by law.

Legal Basis for Processing (If Applicable)

Where required by applicable privacy laws, we process Personal Information under one or more of the following legal bases:

  • Performance of a contract

  • Compliance with legal obligations (including IRS and state tax authority requirements)

  • Legitimate business interests

  • Consent, where expressly provided

Disclosure of Information

We may disclose Personal Information to the following categories of recipients:

  • Government agencies, including the IRS and state tax authorities, as required by law

  • Third‑party service providers, such as secure portal vendors, payroll processors, IT providers, and software platforms

  • Professional advisors, including attorneys or auditors, when necessary

  • Regulatory bodies, in connection with compliance examinations or legal proceedings

We do not sell or rent Personal Information to third parties.

All third‑party recipients are contractually obligated to maintain confidentiality and implement appropriate security measures.

Data Security

We implement commercially reasonable administrative, technical, and physical safeguards designed to protect Personal Information against unauthorized access, disclosure, alteration, or destruction. These measures include, but are not limited to:

  • Encryption of data in transit and at rest

  • Multi‑factor authentication and access controls

  • Employee confidentiality agreements and training

  • Secure client portals for document exchange

  • Compliance with IRS Publication 4557 and other applicable standards

Despite these measures, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain Personal Information for the period necessary to fulfill the purposes outlined in this Policy, comply with legal and regulatory requirements, resolve disputes, and maintain appropriate business records. Retention periods typically range from 3 to 7 years, unless a longer period is mandated or permitted by law.

Your Rights

Depending on your jurisdiction, you may have certain rights regarding your Personal Information, which may include:

  • The right to request access to the information we hold

  • The right to request correction of inaccurate or incomplete data

  • The right to request deletion, subject to legal and regulatory limitations

  • The right to restrict or object to certain processing activities

  • The right to request a copy of your information in a portable format

To exercise these rights, please contact us using the information provided below. We may require identity verification before responding to your request.

Website, Cookies, and Tracking Technologies

Our website may use cookies, analytics tools, and similar technologies to enhance user experience and analyze site performance. You may adjust your browser settings to refuse cookies; however, doing so may limit certain website functionalities.

Text Messaging and Electronic Communications

By providing your mobile number or opting in to receive text messages, you consent to receive communications from us related to appointments, document requests, filing deadlines, service updates, and other matters necessary to perform our tax and accounting services. Message frequency may vary depending on your engagement with the Firm.

We do not use text messaging for marketing purposes without your explicit consent.

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Standard message and data rates may apply based on your mobile carrier. You may opt out of text messaging at any time by replying “STOP” or by contacting us directly using the information provided in this Policy. Opting out of text messages may limit our ability to provide timely reminders or service‑related updates.

We do not request or require sensitive information—such as Social Security numbers, bank account details, or tax documents—via text message. Any such information should be transmitted only through our secure client portal or other approved secure channels.

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All text messaging records are handled in accordance with applicable privacy, recordkeeping, and regulatory requirements.

Text Messaging and Electronic Communications

We reserve the right to amend or update this Policy at any time to reflect changes in legal requirements or our business practices. Any modifications will be posted on our website with an updated “Last Updated” date. Continued use of our services constitutes acceptance of the revised Policy.

Last Updated: 1/7/2026

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