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Privacy Policy

Last Updated: January 2025

1. Introduction

Chau Tran CPA PLLC ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website www.chautrancpa.com and use our services, including the DynaTax AI platform.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our website or services.

2. Information We Collect

2.1 Personal Information You Provide

We collect information that you voluntarily provide when you:

  • Contact us through forms on our website
  • Schedule a consultation (scheduling is handled through the third-party DynaTax AI platform)
  • Engage our professional services
  • Subscribe to our newsletter or communications
  • Use our interactive tools or calculators

This information may include:

  • Name and contact information (email, phone, address)
  • Tax-related information (when you become a client)
  • Financial information necessary for tax preparation
  • Social Security Number or Tax ID (for engaged clients only)
  • Communication preferences

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain information:

  • IP address and geographic location
  • Browser type and version
  • Device information
  • Pages visited and time spent on pages
  • Referring website
  • Date and time of access

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. You can control cookie settings through your browser. Types of cookies we use:

  • Essential Cookies: Required for website functionality
  • Analytics Cookies: Help us understand how visitors use our site
  • Preference Cookies: Remember your settings and preferences

3. How We Use Your Information

We use the information we collect to:

  • Provide professional tax preparation and accounting services
  • Communicate with you about our services
  • Respond to your inquiries and requests
  • Process transactions and maintain client records
  • Improve our website and services
  • Send you marketing communications (with your consent)
  • Comply with legal and regulatory requirements
  • Protect against fraud and unauthorized access
  • Maintain records as required by professional standards

4. Third-Party Service Providers

4.1 DynaTax AI Platform

Important Disclosure: We use DynaTax AI, a third-party software platform, to deliver our tax preparation services — including consultation scheduling, document exchange, and payment processing. When you use our services:

  • Your information is processed through the DynaTax AI platform
  • Consultation scheduling and payments are handled on the DynaTax AI platform, subject to its own terms and privacy practices
  • DynaTax AI maintains its own privacy policy and terms of service
  • All data is stored exclusively on US-based servers
  • The platform is accessible only from US IP addresses
  • We remain responsible for the professional services provided

For DynaTax AI's privacy practices, please visit: https://dynatax.ai/privacy

4.2 Other Third-Party Services

We may share your information with trusted third-party service providers who assist us with:

  • Website hosting and maintenance
  • Email communications
  • Analytics and performance monitoring
  • Professional services (legal, IT security)

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

5. Data Security

We implement administrative, technical, and physical security measures to protect your personal information, including:

  • Encryption: 256-bit SSL encryption for data transmission
  • Access Controls: Limited access to authorized personnel only
  • Geographic Restrictions: Platform accessible only from US locations
  • Secure Storage: All data stored on US-based, SOC 2 compliant servers
  • Regular Audits: Periodic security assessments and updates
  • Two-Factor Authentication: Required for client portal access

Important: No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

  • Provide our services to you
  • Comply with legal and professional obligations
  • Resolve disputes and enforce our agreements

Professional Standards: As a CPA firm, we are required to retain certain records for:

  • Tax returns and supporting documents: Minimum 7 years
  • Client correspondence: Per professional standards
  • Engagement letters and agreements: Indefinitely

7. Your Rights and Choices

You have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information (subject to legal retention requirements)
  • Opt-Out: Unsubscribe from marketing communications at any time
  • Data Portability: Request your data in a portable format
  • Restriction: Request restriction of processing in certain circumstances

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

8. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected
  • Right to know if personal information is sold or disclosed
  • Right to opt-out of sale of personal information (Note: We do not sell personal information)
  • Right to deletion of personal information
  • Right to non-discrimination for exercising CCPA rights

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. International Users

US-Only Services: Our services and the DynaTax AI platform are available only to users located in the United States. The platform blocks access from non-US IP addresses as a security measure. All data is stored exclusively on US-based servers and remains under US jurisdiction.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by:

  • Posting the updated policy on our website
  • Updating the "Last Updated" date
  • Sending email notification to active clients (for significant changes)

12. Contact Information

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Chau Tran CPA PLLC
Email: info@chautrancpa.com
Phone: (267) 714-8668
Office Locations:
Canyon: 2001 4th Ave Plaza 2, Canyon, TX 79015
Amarillo: 1008 E Amarillo Blvd, Amarillo, TX 79107
Lubbock: 7008 Salem Ave, Lubbock, TX 79424

13. Professional Standards

As a licensed Certified Public Accountant in the State of Texas, we are bound by:

  • AICPA Code of Professional Conduct
  • Texas State Board of Public Accountancy rules and regulations
  • IRS Circular 230 requirements
  • Professional confidentiality obligations

These professional standards require us to maintain the confidentiality of client information and implement appropriate safeguards.

License Information: Chau Tran is a licensed Certified Public Accountant in the State of Texas. If you have concerns about our professional conduct, you may contact the Texas State Board of Public Accountancy at (512) 305-7800 or visit www.tsbpa.texas.gov.