Privacy Policy

1. Introduction

Effective Date: [9/10/2025]

This Privacy Policy explains how Ay-Eg Office (“we,” “us,” or “our”) collects, uses, discloses, and protects the personal and non-public personal information (NPI) of our clients, prospective clients, and website visitors. We are committed to protecting your privacy and maintaining the confidentiality of your financial information.

2. Information We Collect

We collect various types of information for different purposes:

A. Client Data (Non-Public Personal Information – NPI)

This highly sensitive information is collected directly from you as part of our client relationship and the provision of professional accounting services (tax, bookkeeping, audit, etc.). It may include:

• Identifiers: Name, address, phone number, email address, Social Security Number (SSN), Employer Identification Number (EIN), and driver’s license number.

• Financial Information: Bank account numbers, credit card details, income and expense data, investment records, payroll information, and all data contained in tax returns and financial statements.

• Other Sensitive Data: Marital status, dependent information, health-related expenses (for tax purposes), and any other personal details required for tax or financial compliance.

B. Website and Contact Data

This is information collected when you interact with our website or contact us:

• Contact Information: Name and email address when you sign up for our newsletter, fill out a contact form, or request a consultation.

• Usage Data: Information about how you access and use the website, such as your IP address, browser type, pages viewed, and time spent on the site. (Collected via cookies and analytics tools.)

3. How We Collect Your Information

We collect information through the following methods:

1. Directly From You: When you engage us for services, complete client forms, communicate with our staff, or provide documents through our secure client portal.

2. Automatically: As you navigate our website through cookies, server logs, and analytics software ([e.g., Google Analytics]).

3. From Third Parties: With your authorization, from financial institutions, prior accountants, or through publicly available government sources (e.g., business registrations).

4. How We Use Your Information

We use the collected information for the following purposes:

5. Disclosure of Your Information (Sharing with Third Parties)

We do not sell, rent, or trade your Non-Public Personal Information (NPI). We only disclose information as necessary to provide our professional services or as required by law:

• Service Providers: We may share information with trusted third-party service providers who assist us in operating our business, such as secure document portals ([e.g., ShareFile]), payroll processors, or cloud storage providers. These vendors are contractually obligated to protect your information and may not use it for any other purpose.

• Regulatory/Legal Requirements: We will disclose information if required to do so by law, subpoena, court order, or if we believe such action is necessary to comply with legal processes or protect the rights and safety of our firm or our clients.

• With Your Consent: We will share your information with other parties (like your attorney or financial advisor) only with your express written authorization.

6. Data Security

Given the sensitive nature of the information we hold, we have implemented rigorous technical, administrative, and physical safeguards to protect your data from unauthorized access, disclosure, alteration, and destruction. These measures include:

• Encryption for all sensitive data transmission and storage.

• Secure Client Portal for all document exchanges.

• Restricted Physical Access to client files and office premises.

• Employee Training on confidentiality and data protection best practices.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with our legal and professional obligations (e.g., [7 years] for tax records, as required by [Your Governing Body]), resolve disputes, and enforce our agreements.

8. Cookies and Tracking Technologies

Our website uses “cookies” to collect information and track user activity.

• What they are: Cookies are small data files stored on your device.

• How we use them: To analyze website traffic, remember your preferences, and improve the functionality of our website.

• Your Choices: You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some parts of our website may not function properly.

9. Your Privacy Rights

Depending on your location, you may have the right to:

• Access: Request copies of the personal data we hold about you.

• Correction: Request that we correct any information you believe is inaccurate or incomplete.

• Deletion: Request that we delete your personal data, subject to our legal and regulatory retention requirements.

• Opt-Out: Opt-out of receiving marketing communications from us at any time by clicking the “unsubscribe” link in any email.

To exercise any of these rights, please contact us using the details below.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Effective Date” at the top. We encourage you to review this Privacy Policy periodically for any changes.