Privacy Statement & Communications Policy
Last Updated: 10-6-2025
1. Introduction
Your privacy is important to us. This Privacy Statement describes howThe Numbers Team ("we", "us", or "our") collects, uses, stores, shares, and protects your personal information, including how we communicate with you (such as via text messages). This policy also describes your rights under Texas law and applicable U.S. laws.
We use TaxDome as our client relationship management (CRM) platform, and we use Dialpad for sending text messages (SMS).
By using our website, providing information to us, or opting in to communications, you consent to this Privacy Statement in full.
2. What Information We Collect
We may collect the following categories of personal data:
|
Category |
Examples / Sources |
Purpose |
|---|---|---|
|
Contact & identity information |
Name, mailing address, email address, phone number, taxpayer ID (e.g. SSN or EIN) |
To provide tax services, prepare returns, communicate with you |
|
Financial / tax information |
Income, deductions, tax filings, bank account numbers, IRS notices |
To perform tax preparation, compliance, and related services |
|
Communications metadata |
Date, time, sender/recipient phone numbers, IP address, message logs |
To manage communications (including via Dialpad), troubleshoot, recordkeeping |
|
Usage information |
Website log data, cookies, analytics |
To improve our website and service experience |
|
Other information |
(If applicable) any additional data you submit to us in forms, documents, or correspondence |
As required to deliver tax services |
We collect data when you provide it (via client intake, contact forms, text opt-in) or when it is generated in providing our services (via TaxDome, usage logs).
3. How We Use & Share Your Information
We will use your personal data for the following purposes:
-
To render tax, accounting, consulting, and related services
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To communicate with you (via email, phone, SMS) about your account, deadlines, status updates, and services
-
To send reminders, alerts, notifications
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To comply with legal, regulatory, and tax obligations
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To manage and secure our systems, detect fraud, maintain records
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To analyze, improve, or develop our services
We do not sell or lease your personal data to third parties for marketing purposes (unless expressly disclosed and consented).
We may share your data with:
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Tax authorities (IRS, state tax agencies) and other governmental bodies as required
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Service providers or subcontractors (e.g. TaxDome, hosting providers, IT vendors) under confidentiality obligations
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Legal or regulatory authorities when required by law or to defend our rights
We require third-party service providers (e.g. TaxDome, Dialpad) to maintain appropriate security and confidentiality safeguards.
4. Data Security, Retention, and Safeguards
We maintain administrative, technical, and physical safeguards to protect your personal data from unauthorized access, loss, alteration, or disclosure. Access is restricted to personnel with a need to know.
We retain your information for as long as necessary to fulfill our services, comply with legal obligations (e.g. tax record retention), or to defend or assert legal claims. After that, we may securely delete or anonymize the data.
5. Rights of Texas Residents under the Texas Data Privacy and Security Act
Effective July 1, 2024, Texas adopted the Texas Data Privacy and Security Act (TDPSA).
Under this law, Texas residents may have the following rights (subject to any applicable exemptions or limitations):
-
Access / Disclosure: You may request to know what personal data we have collected about you and how we use it.
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Correction: You may request correction of inaccurate personal data.
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Deletion: You may request deletion of your personal data (subject to legal retention obligations).
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Opt-out of sensitive data sales (if applicable)
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Request portability: You may request your data in a portable and usable format
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Designate an agent: You may use an agent to submit requests on your behalf (as of Jan 1, 2025)
To submit a request, please contact us at:
[Contact Email]
[Mailing Address]
[Phone Number]
We may ask you to verify your identity before fulfilling certain requests. We will respond within the timeframe required by law.
6. SMS / Text Messaging Policy & Disclosures
We use Dialpad (or the relevant SMS platform) to send text messages (SMS) to clients or potential clients, including reminders, notices, or informational communications.
Consent & Opt-In
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We will only send SMS messages to a mobile number if you have provided prior express written consent (e.g. via a web form, client agreement, or in writing). This is required by federal law (TCPA) and Texas law as amended by SB 140.
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Consent must clearly disclose that you agree to receive text messages, the types of messages (e.g. appointment reminders, service updates), any fees (e.g. message/data rates), frequency of messages, and how to opt out.
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Consent cannot be a condition of purchasing services (in most cases) under Texas’s new telemarketing law (SB 140).
Message Content & Disclosures
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Every message will clearly identify our business name, the purpose of the message, and include an opt-out instruction (e.g. “Reply STOP to unsubscribe”).
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We will not send SMS messages during hours prohibited under law (e.g. late night).
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We will maintain records of your consent (date, method, content).
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Upon receiving an opt-out request (e.g. you reply “STOP”), we will promptly cease sending further messages (except for confirmation of opt-out).
Texas SB 140 & New Rules (effective Sept 1, 2025)
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As of September 1, 2025, Texas treats text-based outreach (SMS/MMS) similarly to telemarketing calls under the Texas Business & Commerce Code §§ 301–305.
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If you make “marketing texts” to Texas residents, you may be required to register as a telephone solicitor with the Texas Secretary of State (Form 3401), post a bond, and adhere to stricter rules.
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Texas defines “telephone solicitation” broadly to include promotional text messages.
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Higher penalties apply for noncompliance with the new Texas rules.
Example Disclosures (to be customized):
By providing your mobile number, you consent to receive SMS messages from [Your Business Name] for appointment reminders, tax updates, and related notices. Message & data rates may apply. You can reply “STOP” to unsubscribe at any time, or “HELP” for help. Message frequency varies.
7. Cookies, Tracking & Analytics
We use cookies and similar tracking technologies (e.g. Google Analytics, etc.) to collect website usage information (pages visited, time, IP address, browser type). This data is aggregated to improve our website and services. You may adjust your browser settings to block or notify you of cookies, but this may affect site functionality.
We do not use cross-site tracking to build profiles for marketing (unless you explicitly opt in).
8. Children’s Information
Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn we have collected a child’s information, we will delete it in accordance with applicable law.
9. Changes to This Policy
We may update this Privacy Statement from time to time. We will post the revised version with “Last Updated” date, and if changes are material, we will notify you (e.g. via email or website banner).
10. Contact Us
If you have questions, concerns, or wish to exercise your privacy rights, you may contact us at:
The Numbers Team
Attn: Privacy Officer
6432 Concord Rd
admin@thenumbersteam.net
409-444-4829