This Privacy Policy explains how River Taxes LLC (“River Taxes,” “we,” or “us”) collects, uses, shares, and protects information when you use our website, client portal, and applications, and when we provide bookkeeping, accounting, and tax-preparation services. It applies to clients, people invited to a client account, and visitors to our site.

Information we collect

Information you give us

Account and contact details — name, business name, email, phone, mailing address, and login credentials.
Tax and identity information — information needed to prepare filings, which can include Social Security or taxpayer identification numbers, dates of birth, dependent details, and information about your household or business.
Documents you upload — statements, receipts, invoices, prior returns, payroll records, and similar files.
Payment information — processed by our payment provider; we receive confirmation and limited details such as the card brand and last four digits, and we do not store full card numbers.
Messages — what you send us through the portal, email, or text.

Information from accounts you connect

When you link a bank, card, or payment account, we receive account details, balances, and transaction history through our account-connection provider. You choose which accounts to connect and can disconnect them at any time.

Meetings and calls

We collect scheduling details and, where meetings are recorded, the audio or video recording and any automatically generated artifacts. Recording is announced to participants at the start of the meeting. See Recorded meetings below.

Information collected automatically

Log and device data such as IP address, browser type, pages viewed, and timestamps, used for security, troubleshooting, and improving the service. We use cookies and similar technologies that are necessary to keep you signed in and to keep the service secure.

How we use information

Provide the Platform and perform bookkeeping, accounting, and tax-preparation services.
Import, categorize, and reconcile transactions, and produce your financial reports.
Communicate with you about your books, filings, appointments, and account.
Process payments and manage subscriptions.
Secure the service, detect and prevent fraud and abuse, and troubleshoot problems.
Meet legal, tax, professional, and recordkeeping obligations.

We do not sell your personal information, we do not share it for cross-context behavioral advertising, and we do not use it to train third-party machine-learning models for their own purposes.

Automated and AI-assisted processing

To categorize transactions and read uploaded documents, we use automated systems, including machine-learning models operated by third-party providers. Transaction details and document contents may be transmitted to those providers to perform that processing, under contracts that restrict them to providing the service to us.

These systems produce suggestions that our team and you review; they are not the final word on your books, and low-confidence results are flagged for human review. We do not make decisions producing legal or similarly significant effects about you through solely automated means.

Recorded meetings

Video and phone meetings may be recorded so our team can prepare your work accurately and keep a record of what was discussed. Participants are notified at the start of a recorded meeting. Some states require the consent of every participant; if you do not want a meeting recorded, tell us before or at the start and we will turn recording off or proceed another way.

Recordings are stored with access limited to authorized personnel. You may ask us to delete a recording at any time and we will do so unless we are required to retain it. When a recording is deleted it is first made inaccessible and then permanently erased.

Tax return information (IRC §7216)

Federal law places strict limits on how a tax return preparer may use or disclose the information you provide to prepare your return. We will not use your tax return information for any purpose other than preparing and filing your return, and we will not disclose it to anyone outside our firm, without your separate written consentthat meets Treasury Regulation §301.7216-3 — unless the law requires or permits it, such as in response to a court order or a lawful demand from a tax authority. Any consent we ask for is a standalone document, and you are free to decline.

How we share information

We share information only as needed to run the service and meet our obligations. We use service providers in the following categories, each bound by contract to protect your information and use it only to provide services to us:

Financial account connectivity — linking your bank, card, and payment accounts and retrieving transactions.
Payment processing — collecting subscription and invoice payments.
Cloud infrastructure, database, and file storage — hosting the Platform and storing your documents and recordings.
Communications — sending email, text messages, and placing or hosting voice and video meetings.
Automated processing and machine learning — transaction categorization and document data extraction.
Calendar and scheduling — where you connect your own calendar so we can avoid double-booking.
Professional and business advisers — such as our own accountants, insurers, and attorneys, where necessary.

We can provide the current list of specific providers on request — email support@rivertaxes.com.

We also disclose information when you direct us to, when the law requires it (including subpoenas and lawful requests from tax authorities), to establish or defend legal claims, to protect the rights and safety of people or the service, and in connection with a merger, acquisition, or sale of assets — in which case we will tell you before your information becomes subject to a different policy.

Text messages

If you provide a mobile number, we may text you about appointments, documents we need, and your account. Message and data rates may apply and frequency varies. Reply STOP to any message to opt out or HELP for help. Opting out of texts does not affect email or portal notifications about your account.

How we protect information

We maintain an information security program appropriate to the sensitivity of the data we handle. Data is encrypted in transit and at rest; financial-institution access tokens and taxpayer identifiers are encrypted; access is limited to personnel who need it, protected by individual accounts and session controls; and access to client records is logged.

As a firm providing tax preparation and bookkeeping, we are treated as a financial institution under the Gramm-Leach-Bliley Act and maintain safeguards consistent with the FTC Safeguards Rule. No system is perfectly secure; if a breach affects your information, we will notify you as required by law.

How long we keep information

We keep your information for as long as your account is active and afterwards as needed to meet legal, tax, accounting, and professional obligations, to resolve disputes, and to enforce our agreements. Tax and accounting records are generally retained for at least seven years. When information is no longer needed, we delete it or de-identify it.

Disconnecting a financial account stops future collection but does not remove transactions already recorded in your books, which form part of your accounting records.

Your rights and choices

Access and export — view and export your data from the portal, or ask us for a copy.
Correct — update your account information or ask us to fix inaccuracies.
Delete — request deletion of your information, including meeting recordings, subject to records we must legally retain.
Disconnect — unlink any financial account at any time.
Communications — opt out of marketing email at any time and of texts by replying STOP. We will still send messages necessary to service your account.

Depending on where you live, you may have additional rights — to know what we collect, to request deletion or correction, to obtain a portable copy, to appeal a decision, and not to be discriminated against for exercising them. We do not sell personal information or share it for cross-context behavioral advertising, so there is nothing to opt out of in that respect. To exercise any right, email support@rivertaxes.com. We will verify your identity before acting, and you may use an authorized agent.

Children

The Platform is not directed to children and we do not knowingly collect information from children under 13. We may hold information about dependents that you provide for tax purposes; that information is used only to prepare your filings.

Where information is processed

We operate in the United States and process and store information there. If you access the service from elsewhere, you understand your information will be transferred to and processed in the United States.

Changes to this policy

We may update this policy. If a change is material we will give reasonable notice by email or in the portal. The effective date at the top shows when the current version took effect.

Contact us

Questions or privacy requests: support@rivertaxes.com or (877) 748-3709. You can also message us from the portal. Our mailing address is below.