1. Introduction
Romatop LLC (“Romatop,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, submit tax documents, request services, or engage with us electronically.
By accessing our website or submitting information, you agree to the terms of this Privacy Policy.
2. Information We Collect
We collect personal and non-personal data in order to prepare taxes, provide accounting services, improve customer experience, and comply with federal and state requirements.
2.1 Personal Information
When you submit information through our website, we may collect:
- Full name
- Date of birth
- Email address
- Phone number
- Mailing address
- Social Security Number (SSN) or Taxpayer Identification Number (TIN)
- Uploaded tax documents
- Financial information and income data
- Filing status and dependent information
- Employer information (W-2, 1099, etc.)
2.2 Technical Information
We may automatically collect:
- IP address
- Device type
- Browser type
- Location (approximate)
- Pages visited
- Session duration
- Cookies and analytics data
2.3 Lead Forms & Refund Estimator Data
If you use our refund estimator or contact forms, the data you enter may be stored temporarily or permanently to:
- Provide your tax estimate
- Follow up with you
- Improve our services
3. How We Use Your Information
We use your information to:
- Prepare and file federal and state tax returns
- Verify your identity
- Provide accounting and tax services
- Respond to your inquiries
- Contact you with updates about your tax return
- Send appointment confirmations or service reminders
- Improve website performance
- Conduct compliance with IRS and state regulations
- Prevent fraud, identity theft, and unauthorized access
4. How We Share Your Information
Romatop LLC does not sell your personal information.
We only share your data with:
4.1 Service Providers
This may include:
- Secure payment processors
- Cloud storage services
- Encrypted document transmission providers
- SMS/email notification providers
- Third-party tax software (IRS-approved)
- Zapier automations (if applicable for leads or notifications)
All service providers are obligated to protect your privacy.
4.2 Legal Requirements
We may disclose information if required to:
- Comply with federal or state law
- Respond to a subpoena or IRS audit
- Protect our legal rights
5. Data Security
We use administrative, technical, and physical safeguards to protect your information, including:
- SSL/HTTPS encryption
- Encrypted document upload forms
- Secure tax preparation software
- Multi-factor authentication
- Restricted employee access
- Encrypted email delivery when required
No system is 100% secure, but we take all reasonable measures to protect your information.
6. Data Retention
We retain tax documents and financial information for the period required by:
- IRS regulations
- State tax authorities
- Accounting and compliance laws
Typically, tax records are retained for at least 3–7 years, or longer as required.
You may request deletion of your records when retention requirements expire.
7. Your Rights
Depending on your state, you may have the right to:
- Access your personal data
- Request corrections
- Request deletion when legally possible
- Opt out of marketing emails
- Request a copy of your filed documents
To submit a request, contact: info@romatop.com
8. Cookies & Tracking Technologies
We may use:
- Cookies
- Pixel tags
- Google Analytics
- Session identifiers
- Tracking pixels for advertisements
These technologies help us measure performance and improve your experience.
You can disable cookies through your browser settings.
9. Third-Party Links
Our website may contain links to external websites (e.g., IRS.gov).
We are not responsible for the privacy practices of third-party websites.
10. Children’s Privacy
Our services are not intended for individuals under 18 years of age.
We do not knowingly collect information from children.
11. Changes to This Privacy Policy
We may update this policy periodically. Changes are effective immediately upon posting.
12. Contact Us
If you have questions about this Privacy Policy or your personal data, contact us:
📍 Romatop LLC
Phoenix, AZ
📞 (602) 492-2079
📧 info@romatop.com