Privacy Policy

1. Information We Collect

We collect information in three ways. Some of it you give us directly, some is collected automatically when you visit our website, and some comes from the work we do for you as a client.

When you fill out our contact form or request a consultation, we collect your name, email address, phone number, and any details you choose to share about your practice or your situation.

If you become a client, we collect the information needed to do the work. Depending on the services you use, this may include the following.

• Names, addresses, dates of birth, and Social Security or tax identification numbers for you, your spouse, and your dependents.
• Tax returns, IRS and state notices, and other tax documents.
• Bank, credit card, and loan statements, along with access to your accounting and payroll systems.
• Employee and provider payroll details, such as pay rates, tax withholding forms, and direct deposit information.
• Compensation agreements and production or session reports used to calculate provider and clinician pay.
• Vendor invoices and payment details for bills we pay on your behalf.
• Job descriptions and candidate applications when we help your practice hire.

When you visit our website, some technical information is collected automatically. This may include your IP address, browser type, device type, and the pages you view. It is gathered through cookies and similar technologies, which are described in the next section.

2. Cookies and Analytics

Cookies are small data files stored by your web browser. Our website uses a limited number of them to keep the site working, protect it from abuse, and understand how visitors use it. We do not use cookies to show you ads on other websites.

We use Google Analytics to understand how visitors find and use our website, such as which pages are viewed most and how long people stay. Google Analytics uses cookies to collect this information, and Google processes it under its own privacy policy. You can opt out by installing the Google Analytics Opt-out Browser Add-on.

We use Cloudflare to keep our website fast and secure. Cloudflare may process technical information, such as your IP address, to block malicious traffic. It may also set a small functional cookie that helps tell real visitors apart from automated bots. We also use Cloudflare Web Analytics, which measures site traffic without cookies and without tracking you across other websites.

You can block or delete cookies through your browser settings. Some parts of the website may not work as intended if you do.

3. How We Use Your Information

We use your information only for purposes connected to our relationship with you.

• To respond to your questions and schedule consultations.
• To provide the services you engage us for, such as closing your books, running payroll, preparing returns, and paying bills.
• To calculate provider and clinician pay according to the compensation agreements your practice provides.
• To communicate with the IRS and state agencies on your behalf when you authorize us to.
• To remind you about deadlines, quarterly estimates, and documents we need from you.
• To keep our website secure and improve how it works.
• To meet our legal, tax, and professional obligations.

We do not sell, rent, or trade your personal information, and we never share client data with other companies for their marketing.

4. Tax Return Information

Federal law places strict limits on how tax preparers may use and share tax return information, and we follow those rules. We use your tax information to prepare your returns, plan for future years, and respond to notices on your behalf. We will not use it for any other purpose or share it outside our firm without your written consent, unless the law requires it.

IRS and state notices are handled by our enrolled agents, who are federally licensed to represent taxpayers before the IRS. We contact a tax agency about your account only after you have authorized us to do so.

5. Patient Information

Most of our clients are independent medical and healthcare practices. Our work relies on financial information such as collection totals, bank deposits, and production or session reports. It does not require patient medical records or diagnoses.

We ask practices to share only what the work requires and to remove patient details from reports whenever possible. If a file we receive does include patient information, we limit access to the team members working on your account, use it only for the task at hand, and do not share it with anyone else.

6. Sharing Your Information

We share information only when it is needed to provide our services, when you ask us to, or when the law requires it. This may include the following.

• Software providers we use to deliver our work, including QuickBooks Online for bookkeeping and Gusto for payroll.
• Banks and payment platforms used to pay bills and process payroll.
• The IRS and state tax and payroll agencies when we file returns, reports, and payments for you.
• Your other advisors, such as an attorney or financial planner, when you ask us to work with them.
• Government authorities or courts when required by law.

These providers handle information under their own privacy and security policies. We work with established, widely used platforms and give them only the information they need to do their part.

7. Keeping Your Information Safe

Protecting client information is built into how our practice runs. Marc Eastin, our Chief Information Officer, designs the systems and technology we use with both security and the client experience in mind.

Our safeguards include encrypted systems for storing and sharing documents, secure upload methods instead of regular email attachments, multi-factor authentication on the accounts we use, and access limited to the team members who work on your account.

We will never ask you to send a Social Security number, bank details, or passwords by regular email or text message. If you receive a request like that claiming to be from us, please contact us before you respond.

No system is completely secure, but we review our safeguards regularly. If a security incident affects your information, we will notify you as required by law.

8. How Long We Keep Information

We keep client information for as long as we work together and afterward for as long as tax law, payroll rules, and professional standards require. Many of our clients have been with us for decades, and keeping prior-year records helps us answer IRS notices and plan ahead. When information is no longer needed, we delete or destroy it securely.

If you contact us through our website and do not become a client, we keep your inquiry only as long as it is useful for responding to you.

9. Your Choices and Rights

You may ask to see the personal information we hold about you and ask us to correct, update, or delete it. You may also opt out of non-essential emails from us at any time.

Some records cannot be deleted right away because the law requires us to keep them. If that applies, we will explain why and delete the records once the required period ends. Because we serve clients across the country, you may have additional rights under the laws of the state where you live, and we will respect them as required.

10. Changes to This Policy

We may update this policy as our services, systems, or the law change. When we do, we will post the new version on this page and update the date at the top.

11. Contact Us

Baker's Bookkeeping & Tax Services is based in Lenexa, Kansas, and serves clients nationwide.

If you have questions about this policy or how we handle your information, please email us at info@bakertaxservices.com .