HTS Tax Pros, LLC — Website Policies

Privacy Policy

Effective date: 1/1/25

HTS Tax Pros, LLC ("we", "us", "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information provided to us through our website, client portal, email, phone, and in-person interactions.

1. Information We Collect

• Personal identification: name, address, email, phone, Social Security number, Tax ID.
• Tax & financial data: W-2s, 1099s, income statements, bank/transaction details, tax return data.
• Technical data: IP address, browser type, cookies and usage analytics from this website.
• Communications: emails, voicemails, chat transcripts, and documents you upload.

2. How We Use Information

• To prepare and file tax returns and provide tax-related services.
• To communicate with clients about services, appointments, and notices.
• To comply with legal and regulatory obligations (e.g., IRS recordkeeping).
• To improve our website, services, and client experience.

3. Sharing & Disclosure

We do not sell personal data. We may disclose information to:

• Third-party service providers who assist with tax prep, document storage, or payment processing (under contract and required to safeguard data).
• Government authorities or parties when required by law, subpoena, or for legitimate tax administration purposes.
• In a merger, sale, or change of control — only as permitted by law and with appropriate safeguards.

4. Data Security

We maintain reasonable administrative, technical, and physical safeguards to protect data — including encryption for electronic records, access controls, and secure client portals. No method of transmission or storage is 100% secure; absolute security cannot be guaranteed.

5. Your Rights

You may request access to or copies of your records, request correction of inaccurate information, or ask us to delete your data where permitted by law. To exercise rights, contact info@htstaxpros.com.

6. Retention

We retain records as described in our Data Retention Policy. Originals you provide are returned to you; we retain digital copies for compliance and recordkeeping.

7. Cookies & Analytics

We use cookies and analytics to operate the site and improve performance. You can manage cookie preferences through your browser settings.

8. Contact

Questions about this Privacy Policy: info@htstaxpros.com.

Terms of Service

Effective date: 1/1/25

These Terms of Service ("Terms") govern your access to and use of HTS Tax Pros, LLC's website, client portal, and services. By using our site or engaging our services you agree to these Terms.

1. Services & Engagement

Tax preparation services are provided only after an engagement agreement or signed consent. Scope of services, fees, and responsibilities will be set out in the engagement letter.

2. Client Responsibilities

• Provide accurate, complete information and supporting documents in a timely manner.
• Review drafts and final returns for accuracy and ask questions before filing.
• Retain originals of source documents; HTS returns originals after scanning.

3. Fees & Payment

Fees are disclosed in the engagement letter. Payment methods and policies are in our Payment & Refund Policy.

4. Intellectual Property

All website content is owned by HTS or licensed to us. You may not copy or reuse content without permission.

5. Disclaimers & Limitation of Liability

We provide tax preparation services based on information you supply. We do not guarantee specific tax outcomes. To the maximum extent permitted by law, HTS's liability for damages is limited to the fees paid for the service giving rise to the claim.

6. Governing Law & Dispute Resolution

These Terms are governed by the laws of the State of Mississippi. Disputes will be resolved in the state or federal courts located in [County], MS, unless otherwise agreed in writing.

7. Changes to Terms

We may update these Terms. Material changes will be posted with a revised effective date.

Disclaimer / Legal Notice

Effective date: 1/1/25

All content on this website is provided for general informational purposes only and does not constitute tax, legal, or financial advice. Use of this website does not create an accountant-client relationship. For advice about individual circumstances, please contact us directly to schedule an engagement.

HTS Tax Pros, LLC is not responsible for any reliance on the information on this site. While we aim to provide accurate, up-to-date content, laws and regulations change; you should confirm information and consult a professional.

Security Statement

Effective date: 1/1/25

Protecting tax and personal data is a top priority. Our security practices include:

• Encryption of electronic transmissions and stored client files (industry-standard TLS/HTTPS and encrypted storage).
• Role-based access controls and background checks for staff with access to sensitive data.
• Use of secure client portals for document exchange and e-signatures.
• Endpoint protection, regular backups, and periodic security reviews.

Despite safeguards, no system is completely immune to attack. If a security incident affecting personal data occurs, we will follow applicable legal requirements for notification and mitigation and will notify affected clients as appropriate.

Payment & Refund Policy

Effective date: 1/1/25

Payment

HTS accepts payment by Cash, Check, Credit/Debit (4.5% Fee), Venmo, and Zelle. Payment for services is due as specified in the engagement letter. For returns requiring extended research or amended returns, additional fees may apply.

Refunds

• If you withdraw before work begins: Full Refund offered.
• If we have prepared work and you cancel before completion: partial refund may apply based on time and resources expended.
• No refunds will be provided for work already filed with taxing authorities unless required by law or error by HTS.

Disputes about fees should be raised in writing to info@htstaxpros.com. We will investigate and respond within a reasonable timeframe.

Cookie Policy

Effective date: 1/1/25

Our website uses cookies and similar technologies to improve site functionality and analytics. Cookies are small text files stored by your browser.

Types of cookies we use

• Essential: required for site operation (session cookies, login).
• Performance & analytics: collect anonymous usage data to improve the site.
• Third-party: may be set by external services (e.g., analytics providers).

You can control cookies through your browser settings and opt out of analytics tracking via standard browser extensions or settings.

Accessibility Statement

Effective date: 1/1/25

HTS Tax Pros is committed to making our website accessible to everyone. We aim to conform to recognized accessibility standards and are working to improve site features (text alternatives, keyboard navigation, readable fonts). If you encounter accessibility barriers, please contact us at info@htstaxpros.com or call 662-340-1031, and we will provide assistance or an alternative format where possible.

Record Request & Document Handling

Effective date: 1/1/25

Original Documents

We do not retain original physical documents provided during tax preparation. Originals are scanned for our records and returned to the client at the conclusion of the preparation process or when otherwise requested.

Requesting Copies

Clients may request copies of retained records (digital copies of returns, supporting documents) by submitting request HERE. We will verify identity and respond within [30] days. Fees may apply for extensive retrieval or copying.

Legal Holds

If records are subject to audit, litigation, or investigation, we will preserve relevant records beyond standard retention periods until the hold is released.

Document Upload Guidelines

Effective date: 1/1/25

To help us prepare your returns quickly and securely, follow these guidelines when submitting documents:

• Use our secure client portal where possible. Do not email highly sensitive documents unless specifically instructed.
• Submit clear, legible scans or photos (all four corners visible, no glare).
• Combine multi-page documents into single PDFs where practical.
• Label uploads with the client name and tax year (e.g., "Smith_2024_W2.pdf").