This privacy
policy applies to Fields & Smith Services, LLC., a multi-member limited
liability corporation formed in the State of Ohio, and all subsidiaries of
Fields & Smith Services, LLC. Which may include, but is not limited to, FIELDS
SMITH, Damian Fields, Landen Bryce, Sudsibins and Noble Services.
Websites:
Our Commitment to
Your Privacy
As a commitment to
your privacy, we pride ourselves in being fully transparent with our clients,
team members, and third-party vendors. We work closely, and diligently with anyone
involved with accessing and/or maintaining client information. It is important
to our company that we create and maintain policies and procedures that help to
keep information private and secure. To further protect your privacy, and to
provide choice and transparency, we offer this privacy policy that explains our
online, and in-office practices, and the choices you may have to opt out of
certain information sharing. In addition to this Privacy Policy, we maintain a
Written Information Security Plan (WISP) that outlines how we protect
Personally Identifiable Information (PII).
We try to keep our
information collection to a minimum. The required information that we collect
from you is to provide the services you contracted us for. Any information that
we collect that is voluntary will be notated on the form or disclosed to you.
In most cases, if the information we are requesting is voluntary, or not
required, the field will lack the asterisk that normally signifies the
information is required.
We may require you
to provide proof of your information by submitting forms or documents.
- Individuals
- Last, Middle and First Name
- Phone Number
- Email Address
- Physical Address
- Social Security Number
- Gender or Gender Identity
- Businesses
- Business Name
- Phone Number
- Physical Address
- Employer Identification Number
- Owners’ Information, which include all the information under Individual with % of ownership
Typically, our
company will ask you to create a client account and add and/or update your
billing information through our client portal. For tax clients, you may be
asked for your billing information at the time of your appointment.
Credit/Debit
Card information
Bank
Account information
- Individuals
- Spouse Information & Documents
- Dependent Information & Documents
- Copy of State Identification Card
- Copy of Birth Certificate
- Copy of Custody Order
- Proof of Residency
- Tax forms
- Businesses
- Tax Forms
- Individuals
- Insurance Information
- Businesses
- Insurance Information
- Certificate of Insurance
The Company
collects and uses your personal information in the following ways:
- To
operate and deliver the services you have requested.
- To
provide you with information, products, and/or services that you request from
us
- To
provide you with notices about your account.
- To
carry out our obligations and enforce our rights arising from any contracts
entered between you and us, including billing you for products and/or services
you requested.
- To
notify you of changes to our Privacy Policy, Cookies and Terms of Service.
- In any
other way we may describe when you provide the information.
For
any other purpose not listed, with your consent.
WE DO NOT SHARE OR
SELL YOUR DATA AND/OR INFORMATION with anyone except to the extent necessary to
provide services to you. We do not share your information in ways unrelated to
what is listed above without first informing you of this and allowing you the
opportunity to opt out if possible.
For contracted
clients, we require you to create an account within our client portal. Within
this portal, you can add, change and/or edit your personal information that is
not encrypted. You may also add, change and/or edit your billing information
such as credit/debit cards, and/or bank accounts. This is a safety net to
protect your information. Our client portal and payment processor use
information technology to detect and eliminate fraudulent behaviors.
We use your email
address to communicate with you about your products and services. We may
occasionally send you emails reminding you of the benefits that are built into
our products and services. We will not use your email address for
advertisements or sponsorship ads, nor will we sell or share your email address
with anyone to advertise to you.
We keep track of
the websites and pages our users visit within the company. We use this
information to better design our website, provide ease of use to users and/or
clients, and to determine what products, services and/or knowledge base
materials are the most popular. This data may be used to deliver customized
content within our websites to clients whose behavior indicates that they are
interested in a particular product, service, and/or knowledge base.
We automatically
collect information about your computer hardware and software. This information
can include your IP address, browser type, domain names, access times, and
referring website addresses. This information is used for the operation of our
products and services, to maintain quality of service, and to provide general
statistics regarding the use of our websites.
We use “cookies” and
site clicks to suggest products and/or services to you, articles from our
knowledge bases, and to provide a robust client experience. These cookies are
also used to protect user login data.
Data Security
To prevent
unauthorized access, maintain data security, and to ensure the correct use of
information, we have put into place appropriate physical, electronic, and
managerial procedures to safeguard and secure information we collect online.
Our websites are
secured by an SSL Certificate issued by Let’s Encrypt, which offers 256-bit
encryption, one of the highest levels of encryption and security possible.
Any
information you submit through our website will be encrypted and secured.
Any personally
identifiable information you provide on our website and through forms on our
website is fully encrypted. These files and information can only be accessed by
authorized personnel in our company. Please refer to our WISP for more detailed
information on what steps we take to secure your information further.
Children’s
Privacy
Our website,
products and services are not designed for or marketed to anyone under the age
of 18. There are certain products and services that are available to those
under the age of 18, but not below the age of 16. If an underage person
attempts to contract us for tax services, we will request parental consent to
perform these services.
Right to
Deletion
Subject to certain
exceptions set out below, on receipt of a verifiable request from you, we will:
- Delete
your personal information from our records; and
- Direct
any service providers to delete your personal information from their records.
Please note that
we may not be able to comply with requests to delete your personal information
if it is necessary to:
- Complete
the transaction for which the personal information was collected.
- Detect
security incidents, protect against malicious, deceptive, fraudulent, or
illegal activity; or prosecute those responsible for that activity.
- Debug
to identify and repair errors that impair existing intended functionality.
- Exercise
free speech, ensure the rights of another consumer to exercise his or her
rights of free speech, or exercise another right provided for by the United
States Constitution.
- Enable
solely internal uses that are reasonably aligned with your expectations based
on your relationship with our company.
- Comply
with an existing legal obligation.
Otherwise
use your personal information, internally, in a lawful manner that is
compatible with the context in which you provided the information.
SMS Messaging/Campaigns
You will be automatically
enrolled in SMS/MMS messaging upon creation of your billing profile. Further,
if you send a text message to one of our staff members and you’ve previously unsubscribed,
your message will constitute an agreement to the resubscription to SMS/MMS
messaging.
We use SMS
Messaging/MMS Messaging to communicate with you about upcoming service
appointments, appointment reminders, invoice and payment reminders and
communications from our staff members. We do not sell or share mobile phone
numbers, or information contained within SMS/MMS messages with third parties or
affiliates for promotional/marketing purposes.
Exception: Some
MMS Messages may include photos that are taken by our service technicians of before
and after of your property. We may use these photos for promotional/marketing
purposes. However, these photos will not contain any personally identifiable
information, including your phone number, or the contents of any SMS/MMS messages.
OPT OUT and
Unsubscribe from Communications
EMAIL
We generally do not send unsolicited
advertisement emails. If we do, and you would like to opt out, there will be an
“unsubscribe” option on the email, or you can simply send us an email at the
email above, leave us a message on any of our website’s, and/or chat with us
via chat on our website during business hours.
SMS/MMS Messaging
To opt out of SMS
messaging, you can reply STOP to any text message you receive from us. Keep in
mind that if you unsubscribe to SMS/MMS messaging, you will no longer be able
to receive text communications from our staff members regarding your services,
instead, you will need to give us a call or send an email.
Changes to This
Statement
We reserve the
right to change this policy from time to time. For example, when there are
changes in our services, changes in our data protection practices, or changes
in the law. When changes to this policy are significant, we will inform you.
You may receive notice by us sending an email to the primary email address
specified in your account, by placing a prominent notice on all our websites,
and/or by updating any privacy information. On this page, we will post a revised
date for your reference. Your continued use of our websites and/or services
available after such modifications will constitute your: 1) acknowledgment of
the modified policy; and 2) agreement to abide and be bound by that policy.
Third-Party
Software
We use third-party
software to collect and process federal and state tax returns. Your use of our
services, including the use of the mytaxportal, constitutes an understanding of
this relationship. Our third-party software does not sell or rent your data to anyone
without your consent. As a courtesy, we are directing you to MyTAXPrepOffices’
privacy policy, which you agree to when you create an account through their
online portal. https://www.mytaxprepoffice.com/privacy-policy.