Privacy Policy

1. Introduction

Your Tax Base Inc. ("Your Tax Base," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website yourtaxbase.com and use our services.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for an account or subscribe to our services
• Fill out a contact form or request a consultation
• Subscribe to our newsletter or blog updates
• Use our tax calculators or tools
• Complete identity verification and USPS Form 1583 requirements for mail service
• Purchase notarization, add-on, or other optional services
• Record a voluntary testimonial
• Communicate with us via email, phone, or chat, including the name and email address you give when you start a website chat

This information may include:

• Name and contact information (email address, phone number, mailing address)
• Professional information (occupation, employer, income level)
• Tax-related information (current state of residence, tax filing status)
• Payment information (processed securely through third-party payment processors)
• Any other information you choose to provide

2.2 Identity, Mail, and Media Information

Because we operate a regulated mail service and prepare official documents for you, using those services involves categories of information beyond a typical website:

• Government identification documents: Copies of the IDs federal postal regulations require for USPS Form 1583 (such as a driver license or passport), including their expiration dates so we can prompt you before a document lapses
• Notarization records: When you use remote online notarization, the notarization platform verifies your identity and records the session as required by law
• Your postal mail: We photograph mail exteriors, and open and scan mail contents when you request it, to deliver your virtual mailbox service
• Documents you ask us to prepare: Information needed for your Declaration of Domicile, vehicle registration guidance, and similar documents, which can include vehicle title details
• Voluntary testimonials: Video and voice recordings you choose to submit, governed by the consent you give at recording time
• Emergency contacts: If you provide them, the name, phone number, and relationship of people you designate, used only to contact them in the circumstances you designate

2.3 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage patterns:

• IP address and browser type
• Operating system and device information
• Pages visited and time spent on pages
• Referring website addresses
• Click patterns and navigation paths
• While you have a website chat going: whether our site is still open in your browser, so our team knows whether you are there to read a reply, and can email it to you if you have left

2.4 Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activities. For more details, please see our Cookie Policy.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our tax domicile services
• Communication: To respond to your inquiries, send service updates, and provide customer support
• Personalization: To customize your experience and provide relevant content and recommendations
• Marketing: To send promotional materials, newsletters, and updates (with your consent)
• Analytics: To analyze usage patterns and improve our website and services
• Compliance: To comply with legal obligations and protect our legal rights
• Security: To detect, prevent, and address fraud and security issues
• Business Operations: To process payments, maintain records, and operate our business

3.1 Automated Processing

We use automated document-processing tools to operate parts of our service efficiently and accurately: reading information from the identification documents you upload, helping verify that prepared forms match your documents, and organizing and describing your scanned mail (optional). These tools operate under confidentiality obligations, our team reviews their output, and no decision that produces legal or similarly significant effects about you is made by automated means without human review. If you have questions about our use of these tools, contact us at [email protected].

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

• Payment Processing: Stripe processes all payments; we never store your full card details
• Mail Processing: USPS-licensed commercial mail receiving to physically receive, scan, and forward mail addressed to you, bound by the confidentiality rules described in Section 4.2
• Notarization: Proof.com, the remote online notarization platform that verifies your identity and conducts notary sessions when you use that service
• Email Services: Resend (for transactional and marketing emails)
• Scheduling: Cal.com (for consultation bookings)
• Team Messaging: A messaging service our team uses to receive and answer website chat messages
• Cloud Infrastructure: Hosting, database, and secure document storage providers for our website and your account data
• Document Processing: Automated document-processing providers (see Section 3.1), under confidentiality obligations
• Analytics: Google Analytics and Microsoft Clarity (see our Cookie Policy for details and choices)

4.2 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests, such as:

• Compliance with legal obligations or court orders
• Protection of our rights, property, or safety
• Investigation of fraud or security issues
• Cooperation with law enforcement or regulatory authorities

Your USPS Form 1583 and assigned mailing address, and the mail we handle for you, remain confidential except where disclosure is legally mandated or requested by law enforcement or other authorized government agencies.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement technical and organizational security measures matched to the sensitivity of the information we handle:

• All connections to our website and dashboard are encrypted in transit (TLS)
• Your card details are entered directly with Stripe, our payment processor; they never reach and are never stored on our servers
• Customer records are isolated at the database level with row-level security, so accounts can only read their own data
• Government ID images and notarized documents are stored in private, access-controlled storage and served only through time-limited links
• Dashboard pages and APIs require an authenticated session, and authenticated content is never cached by our content delivery network
• Staff access to our admin console requires two-factor authentication, and administrative actions are logged
• Payment webhooks are cryptographically signature-verified and replay-protected
• Sign-in is passwordless: we email a short-lived, single-use code, and there is no password to create or remember
• The endpoints that send and check that code are rate-limited, per address and per network, to deter automated abuse

If we learn of a breach of security affecting your personal information, we will notify you and the relevant authorities as required by applicable law, without undue delay.

No method of transmission over the Internet or electronic storage is 100% secure. While we work to protect your personal information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. This includes:

• Active account information: Retained while your account is active
• USPS Form 1583 and supporting identification records: Retained for the duration of your mail service and afterward as postal regulations and law require
• Scanned mail: Retained per your dashboard settings and our post-cancellation mail handling terms; you can request scans be deleted from your mailbox at any time
• Notarization session records: Retained by the notarization platform for the period Florida law requires
• Testimonial recordings: Retained until you withdraw consent, after which we stop new use and remove them from surfaces we control
• Billing and transaction records: Retained up to 7 years for tax and accounting purposes
• Marketing communications: Until you unsubscribe or request deletion
• Website chat messages: Retained for 3 years, then deleted; you can ask us to delete yours sooner. The network details kept with a chat (a scrambled form of your IP address and your browser type) are deleted after 90 days
• Legal compliance data: As required by applicable laws

7. Your Privacy Rights

7.1 General Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Objection: Object to processing of your personal information
• Restriction: Request restriction of processing in certain circumstances
• Portability: Request transfer of your data to another service provider
• Withdraw Consent: Withdraw consent for processing based on consent

7.2 GDPR Rights (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with your local data protection authority.

7.3 CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to deletion of personal information
• Right to non-discrimination for exercising CCPA rights

7.4 Other U.S. State Privacy Rights

A growing number of states, including Virginia, Colorado, Connecticut, Texas, Oregon, Montana, and others, grant their residents privacy rights similar to those described above. Rather than maintain different processes by state, we extend the core rights in Section 7.1 (access, correction, deletion, portability, and objection) to all of our U.S. customers regardless of the state you live in or are moving from. We do not sell personal information. If we decline a request, you may appeal by replying to our response, and we will have it re-reviewed.

7.5 Exercising Your Rights

To exercise any of these rights, email [email protected] with "Privacy Request" in the subject line, and tell us which right you are exercising. We will verify your identity, using your account email where possible, and respond within the timeframe applicable law requires (generally within 45 days). You may use an authorized agent to submit a request; we will verify the agent's authority before acting.

8. Marketing Communications

You may opt out of receiving marketing communications from us at any time by:

• Clicking the "unsubscribe" link in our marketing emails
• Contacting us at [email protected]
• Updating your communication preferences in your account settings

Please note that even if you opt out of marketing communications, we may still send you transactional or service-related messages (e.g., account notifications, service updates).

9. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those of your country. We take appropriate safeguards to ensure your personal information remains protected in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to registered users
• Displaying a prominent notice on our website

Your continued use of our services after such changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: