Privacy Policy

Introduction

Belmoore Financial Solutions ("BMFS," "we," "us," or "our") is dedicated to protecting your nonpublic personal and financial information. This Privacy Policy details the types of information we collect from clients, prospective clients, and website visitors, how we use and protect that information, and under what specific circumstances it may be disclosed in connection with our tax preparation, accounting, bookkeeping, payroll, and business advisory services.

1. Information We Collect

We collect information from you through your interactions with our public website and through our professional services:

A. Website & AI Chatbot Data

• Contact Us Form: When you submit an inquiry through our website contact form, we collect your contact details, including your full name, email address, phone number, and any details included in your message.
• AI Chatbot Interactions: When you use our website AI Chatbot, our database logs your IP address, timestamp, and chat interaction history (your questions and the chatbot's responses) for quality assurance, service performance, and security monitoring.

B. Tax & Financial Information (Client Services)

To deliver professional accounting, tax preparation, payroll, and advisory services, and to meet federal, state, and regulatory compliance standards, we collect nonpublic personal information (NPI) and personally identifiable information (PII). This includes:

• Personal Identifiers: Full legal name, mailing address, email address, telephone number, Social Security Number (SSN), or Individual Taxpayer Identification Number (ITIN).
• Financial & Tax Records: Income statements, investment documents, business financial statements, banking and direct deposit routing details, payroll records, and prior-year tax returns.

2. How We Collect Information & Portal Usage

We maintain a strict boundary between our public informational website and client data storage:

• Public Website Submissions: Information entered into our "Contact Us" form is transmitted directly to our staff as an internal email and is not stored in a website database.
• Secure Client Portal (Verifyle): To ensure maximum security, our public website does not accept or store sensitive financial documents or PII. All client documents, tax questionnaires, and confidential financial files must be transmitted exclusively through our secure, encrypted client portal, Verifyle, or during direct in-person/phone consultations.
• Third-Party Records: We may obtain financial records from designated third parties (such as banks, payroll processors, or prior service providers) only when authorized by you in writing.

3. How We Use Your Information

We use your personal and financial information strictly for legitimate business, professional, and legal compliance purposes:

• Professional Services: Preparing and filing federal, state, and local tax returns, managing payroll processing, performing accounting and bookkeeping, and conducting business advisory consultations.
• IRC § 7216 Tax Privacy Compliance: In strict accordance with Internal Revenue Code (IRC) Section 7216, we will not disclose or use your tax return information for any purpose other than tax return preparation (including cross-utilizing tax data for secondary services such as payroll or business advisory) without your explicit, signed written consent.
• Administrative & Verification: Identity verification, fraud prevention, invoicing, and billing processing.
• AI Chatbot & Website Security: Chatbot dialogue logs are processed to maintain system functionality, troubleshoot technical issues, and enforce automated behavioral safety rules.
• Marketing Protection: We do not sell, rent, lease, or trade your personal or financial data to any third party for marketing or advertising purposes.

5. Disclosure of Your Information

We maintain strict confidentiality regarding all client records and do not disclose nonpublic personal information to non-affiliated third parties, except as permitted or required by law and professional ethics standards. Authorized disclosures are limited to:

• Taxing & Government Authorities: The Internal Revenue Service (IRS) and state/local taxing agencies for the purpose of filing authorized tax returns.
• Authorized Service Infrastructure: Trusted cloud and software technology vendors (such as Verifyle and professional tax software providers) operating under binding confidentiality agreements.
• Legal Compliance: Compliance with valid court orders, subpoenas, statutory requirements, or state board of accountancy regulations.

7. Cookies and Tracking Technologies

Our public website utilizes standard analytical and session cookies to evaluate website traffic, improve navigation, and monitor performance.

• Cookies do not store PII.
• Contact form submissions are processed directly to email without website database persistence.
• Chatbot interaction logs (IP addresses and chat transcripts) are stored securely in a dedicated database strictly for operational maintenance, debugging, and security policy enforcement.
• You may configure your web browser to block or disable non-essential cookies, though certain interactive website features may be affected.

8. Your Rights and Choices

You have the right to request access to the personal information we hold about you, request corrections to inaccurate records, and inquire about our data handling practices. You may update your contact information or communication preferences at any time by contacting our office.

9. Changes to This Privacy Policy

We reserve the right to amend this Privacy Policy periodically to reflect updates in our technology, service offerings, or applicable federal and state privacy regulations. Revisions will be posted to this page with an updated Effective Date.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact us:

Belmoore Financial Solutions
2173 Embassy Drive, Lancaster, PA 17603
Phone: 717-406-3249
Email: [email protected]