Privacy Policy & Disclaimer

⚠ Draft for review: this policy was rewritten for the new website and must be reviewed by Santana & Associates (and, ideally, legal counsel) before launch.

Who we are

This website is operated by Santana & Associates, 7050 East Fwy, Suite 2A, Houston, TX 77020 (“Santana & Associates,” “we,” “us”). This policy explains how we handle information collected through santanaacct.com. Information you give us as a client is also protected by our professional obligations and your engagement with us.

Information we collect

Information you choose to give us: when you call, email us, use the contact form or book an appointment, we receive the details you provide, such as your name, email address, phone number and message. The contact form on this site does not store anything on our servers; it opens your own email app with a message addressed to us.

Technical information: like most websites, our hosting provider automatically processes basic technical data (such as IP address, browser type and pages requested) to deliver the site and protect it from abuse.

Cookies: this website does not currently use advertising or analytics cookies. If we add analytics in the future, we will update this policy and, where required, ask for your consent.

How we use information

We use the information you provide to respond to your questions, schedule appointments, provide the services you request, and meet our legal and professional obligations. We do not sell or rent your personal information.

Tax return information

As a tax and accounting firm, we treat tax return information as confidential. We use and disclose it only to provide our services, as permitted by Internal Revenue Code section 7216 and its regulations, as required by law, or with your written consent.

Please don’t email sensitive data

Regular email is not a secure way to send Social Security numbers, tax documents or bank details. Existing clients should use our secure Client Portal, or bring documents to our office.

Get started questionnaire

Our “Get started” questionnaire asks what you need help with and a few related questions (for example, the type of IRS notice, an approximate amount owed, your type of business, revenue and employee ranges, and how soon you need help), plus your name, phone number, email address, preferred contact method and best time to reach you. You can also add an optional note. Your answers are kept only in your browser tab (session storage) while you complete it and are cleared when you close the tab. When you send the questionnaire, we use the information only to contact you and prepare for your consultation. The questionnaire never asks for Social Security numbers, tax documents, bank or card details, and it does not accept file uploads; please don’t include them in the note.

Text messages

We send text messages only if you check the optional text-consent box (or ask us to text you). Message frequency varies, message and data rates may apply, and you can reply STOP to opt out or HELP for help at any time. Consent to receive texts is not a condition of receiving our services. We don’t sell or share your phone number or text-consent information with third parties for their marketing.

Free tools on this site

Our free tools (IRS Notice Lookup, IRS Scam Checker, IRS Interest & Penalty Estimator, Where’s My Refund? helper, Document Checklist Builder, Deadline Calendar, Quarterly Estimated Tax Calculator, 1099-K Checker and Logistics & trucking tools) run entirely in your browser. What you type or select in them is not sent to us or stored by the website.

Third-party services

Some features are provided by other companies and are covered by their own privacy policies, including our Client Portal (provided by ATOM, login.atomanager.com), our online appointment provider, and links to Google, Facebook, Instagram, LinkedIn and Yelp. We are not responsible for the privacy practices of those sites.

When we share information

We share information only with service providers who help us run our business and are required to protect it, when required by law or legal process (for example, a valid request from a government agency), to protect our rights or the safety of others, or with your consent.

How we protect information

We use administrative, technical and physical safeguards designed to protect the information entrusted to us. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Retention

We keep information for as long as needed to provide our services and to meet legal, tax and professional record-keeping requirements.

Children

This website is not directed to children under 13, and we do not knowingly collect personal information from them through the site.

Your choices

You may ask us to update or correct the contact information you have given us, or to stop contacting you, by emailing info@santanaacct.com or calling 713-678-8627.

Website disclaimer

The articles and information on this website are general information only and are not tax, legal or financial advice for your situation. Tax laws change often. Using this website or sending us a message does not create a client relationship. Please contact us before acting on any information here.

Changes to this policy

We may update this policy from time to time. The “last updated” date above shows when it was last changed.

Contact us

Questions about this policy? Contact Santana & Associates, 7050 East Fwy, Suite 2A, Houston, TX 77020 · 713-678-8627 · info@santanaacct.com.