Data Security Notice
1. Introduction
At Frontier Tax Services, protecting client data is our top priority. We take extensive measures to ensure that all personal and financial information shared with us is kept secure, confidential, and used solely for the purpose of providing tax and financial services. This Data Security Notice outlines our data protection practices and the steps we take to protect client information.
2. Our Commitment to Data Security
We are committed to protecting your personal and financial information. Our data security practices meet or exceed industry standards, and we continually review and improve our security measures to safeguard client data in compliance with IRS requirements and data protection regulations.
3. How We Protect Your Information
We use a combination of advanced security measures to ensure the confidentiality, integrity, and availability of client data. Our security practices include:
- Data Encryption: All client information is encrypted both in transit and at rest. We use AES-256 encryption for data at rest and TLS 1.2 or higher for secure data transmission over the internet.
- Access Control: Access to client data is restricted to authorized personnel only. Access permissions are based on job roles, and all employees undergo security training to ensure they handle data responsibly.
- Multi-Factor Authentication (MFA): MFA is required for all systems that contain sensitive client data, providing an additional layer of security beyond password protection.
- Secure Document Transfer: We use Drake Portals (SecureFilePro) to securely transfer files with clients. This portal provides encrypted, password-protected access to sensitive documents, ensuring that client information is accessible only to authorized users.
- Regular Audits: We conduct periodic internal audits to verify compliance with data security protocols and identify any areas for improvement.
4. Third-Party Services and Data Sharing
To provide high-quality tax preparation and support services, we may use trusted third-party services. These providers are carefully selected to ensure they meet rigorous data security standards and are authorized to process data solely for providing services to our clients. Third-party services we use include:
- Drake Tax Software: We use Drake Tax software to prepare and e-file tax returns. Drake adheres to IRS security requirements, including encryption and secure data storage practices.
- Protection Plus Tax Resolution Services: Included with every return, Protection Plus offers audit defense, identity theft restoration, and tax preparation guarantees. Limited client data may be shared with Protection Plus solely for the purposes of tax resolution and support.
- EPS Financial Services: If requested by the client, we provide refund transfer and payment solutions through EPS Financial, which follows stringent standards for secure financial transaction processing.
- Google Drive (Google Workspace): We securely back up client records using Google Drive as part of our Google Workspace. All data stored in Google Drive is encrypted in compliance with industry security standards.
We do not sell or disclose client information to third parties for marketing purposes. For more information, please refer to our Privacy Policy.
5. Client Responsibilities
While we implement strong security measures to protect your data, clients also play a role in ensuring data security. We ask clients to:
- Use Secure Portals: Use the Drake Portals (SecureFilePro) system for sharing sensitive documents with our office rather than email or other unsecured methods.
- Protect Your Credentials: Keep your portal login credentials confidential and avoid sharing them with unauthorized individuals. Notify Frontier Tax Services immediately if you suspect unauthorized access to your account.
- Report Security Concerns: Let us know promptly if you suspect any unusual activity or if you have questions about data security.
6. Incident Response
In the unlikely event of a data breach or security incident, Frontier Tax Services has an established Incident Response Plan to quickly contain and mitigate any potential impact on client data. Clients will be notified as soon as possible if their information is affected, along with any recommended steps to protect their information.
7. Changes to This Notice
We may update this Data Security Notice periodically to reflect changes in our data security practices or regulatory requirements. Clients will be notified of significant updates via email or through our website.
8. Contact Us
If you have any questions about this Data Security Notice or if you would like to learn more about our data protection practices, please contact us at:
- Phone: (606) 268-3068
- Email: info@frontiertaxservices.com
- Address: Frontier Tax Services, PO BOX 3, West Liberty, KY, 41472