How Tax Automate handles information.

1. Scope and our roles

This policy applies to the Tax Automate website, platform, applications, communications, and services that link to it. It does not govern third-party websites, tax software, practice-management systems, social platforms, or other services that have their own privacy practices.

Tax firms and other customers are responsible for providing required notices, obtaining required permissions, establishing an appropriate legal basis, configuring access, and using the platform consistently with professional duties and applicable law.

2. Information we collect

Information provided directly

• Contact and professional information, such as name, business email, telephone number, firm name, role, office, team size, and tax software.
• Account, subscription, billing, support, onboarding, implementation, and training information.
• Demo requests, survey responses, questionnaire answers, feedback, and communications with us.
• Job-application information if an individual applies to work with NexGen.

Customer Data processed through the platform

Depending on the products, configurations, integrations, and instructions selected by a customer, Customer Data may include:

• Client and taxpayer identity information, contact details, household and entity relationships, identification documents, taxpayer identification numbers, and related records.
• Tax source documents, tax returns, workpapers, financial information, filing history, elections, notices, correspondence, planning information, and supporting documents.
• Client questionnaires, organizers, signatures, approvals, tasks, notes, billing or payment-related records, and workflow history.
• Telephone, email, SMS, website chat, appointment, intake, WhatsApp, Facebook, Pinterest, or other supported communication content, including recordings or transcripts where enabled and legally permitted.
• Information exchanged with supported tax, CRM, practice-management, calendar, communication, document, payment, or other connected systems.

Information collected automatically

• Device, browser, operating system, IP address, approximate location derived from IP, language, and referring page.
• Pages viewed, features used, actions taken, dates and times, error information, logs, session information, and performance data.
• Cookie and similar-technology information as described in our Cookie Policy and applicable consent tools.

Information from other sources

We may receive information from a customer’s authorized users, integration providers, business partners, service providers, event organizers, public sources, or other parties as permitted by law.

3. How we use information

We may use information to:

• Provide, configure, maintain, secure, support, and improve Tax Automate.
• Authenticate users, administer accounts, manage permissions, and support firm, office, team, client, and workflow assignments.
• Read and organize documents, extract information, populate supported workflows, identify missing items, create drafts, surface exceptions, and support professional review.
• Provide client-management, questionnaire, organizer, tax planning, notice response, research, communication, scheduling, follow-up, and front desk functionality selected by customers.
• Connect and exchange information with services authorized by the customer.
• Process demo requests, subscriptions, payments, support requests, training, and business communications.
• Analyze performance and usage, troubleshoot problems, improve usability, and develop features.
• Detect, investigate, and prevent misuse, fraud, security incidents, and violations of agreements.
• Comply with applicable law, legal process, and enforceable governmental requests, and protect rights, safety, and property.

4. AI-assisted processing

Tax Automate uses automated and AI-assisted capabilities to support functions such as document identification, information extraction, organization, classification, summarization, research assistance, draft generation, workflow recommendations, communications, and exception detection.

AI-assisted outputs may be incomplete or incorrect and are not a substitute for professional judgment. Customers and their authorized professionals are responsible for reviewing facts, assumptions, outputs, tax positions, notices, plans, communications, and deliverables before approval, filing, submission, or delivery.

Customer agreements, product documentation, and enabled settings govern the use of Customer Data for service improvement or model-related purposes. NexGen does not use Customer Data to train general-purpose AI models unless the customer has expressly authorized that use in writing.

5. How we disclose information

We may disclose information in the following circumstances:

• Authorized customer users. To the firm, offices, personnel, contractors, and other users authorized under the customer’s account and access settings.
• Service providers. To hosting, infrastructure, security, analytics, communications, payment, support, AI, document-processing, and other vendors that help operate the service under appropriate contractual restrictions.
• Connected services. To tax software, CRM, practice-management, calendar, communications, social, document, payment, and other integrations selected or authorized by the customer.
• Legal and safety purposes. When reasonably necessary to comply with law or legal process, respond to lawful requests, protect users or the public, enforce agreements, or investigate fraud and security issues.
• Business transactions. In connection with a financing, merger, acquisition, restructuring, sale of assets, or similar transaction, subject to appropriate confidentiality and legal protections.
• With direction or consent. When the customer or individual directs us to disclose information or otherwise consents.

We do not currently sell personal information for monetary consideration or use personal information for cross-context behavioral advertising. If these practices change, we will provide required notice and choices.

6. Data retention

We retain information for the period reasonably necessary to provide the services, fulfill the purposes described in this policy, comply with customer instructions and contractual commitments, maintain security and business records, resolve disputes, enforce agreements, and meet legal obligations. Retention periods vary based on the information, product configuration, customer agreement, account status, legal requirements, and operational need.

When acting as a service provider or processor, we delete or return Customer Data according to the applicable agreement, customer instructions, product functionality, and legal obligations. Backup copies may remain for a limited period before being overwritten or deleted through ordinary retention cycles.

7. Security and professional control

We use administrative, technical, and organizational measures designed to protect information in light of its nature and sensitivity. No system is completely secure, and we cannot guarantee that unauthorized access, loss, misuse, or alteration will never occur.

Customers are responsible for protecting credentials, configuring role-based access, maintaining appropriate devices and networks, reviewing connected services, training personnel, and maintaining the written information-security plans and safeguards applicable to their practices. Learn more on our Security and Professional Control page.

8. Privacy choices and rights

Depending on location and applicable law, an individual may have the right to request access to, correction of, deletion of, or a copy of personal information; obtain information about processing; opt out of certain uses or disclosures; limit certain processing of sensitive information; withdraw consent; or appeal a decision concerning a request.

To submit a request, email [email protected] with “Privacy Request” in the subject line. We may verify identity and authority before completing a request. Authorized agents may be required to provide proof of authority. We will not discriminate against an individual for exercising an applicable privacy right.

When information is controlled by a tax firm or another Tax Automate customer, individuals should normally direct requests to that organization. We will assist the customer as required by our agreement and applicable law.

Communication choices

Marketing emails may be stopped by using the unsubscribe link or contacting us. Transactional, account, security, and service messages may continue where necessary. Customers control communication preferences and legally required consents for client communications sent through their accounts.

Cookies and browser controls

Browser settings and any available consent tool may be used to manage certain cookies. Some functionality may not work correctly if necessary technologies are blocked. See the Tax Automate Cookie Policy for details and available controls.

9. Children’s privacy

Tax Automate is a business platform and is not directed to children under 13. We do not knowingly collect personal information directly from children through the public website. Customer Data may include dependent information when supplied by a tax firm for a legitimate tax-service purpose; that information is processed on the customer’s behalf.

10. International processing

Information may be processed in the United States and other locations where NexGen or its service providers operate. Where required, appropriate safeguards will be used for transfers of personal information across jurisdictions.

11. Changes to this policy

We may update this policy to reflect changes in the platform, legal requirements, or privacy practices. We will post the revised policy with an updated effective date and provide additional notice when required.