Effective Date 7/31/2025
Aiola CPA, PLLC (“Aiola CPA,” “we,” “our,” or “us”) values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.aiolacpa.com, use our services, or engage with us through third-party platforms. This policy applies to our digital presence, services, and communications, including those involving SMS, third-party software, and client onboarding tools.
1. Who We Serve and Legal Compliance
We serve clients across all U.S. states, including jurisdictions with comprehensive privacy laws (California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon), and internationally, including the EU and Canada.
Accordingly, this policy is designed to comply with:
- California Consumer Privacy Act (CCPA/CPRA)
- Colorado Privacy Act (CPA)
- Virginia Consumer Data Protection Act (VCDPA)
- GDPR (General Data Protection Regulation)
- PIPEDA (Canada)
- Gramm-Leach-Bliley Act (GLBA)
2. Information We Collect
We may collect the following personal information directly from you or through our tools:
- Full name
- Email address
- Date of birth
- Mailing address
- Phone number (including SMS-enabled numbers)
- Social Security Number and Tax Identification Number
- Financial account and payment information
- Information about dependents or family members (including minors, when provided through tax documents)
We also collect certain usage data through:
- Dropbox
- HubSpot contact forms
- Google Analytics 4 (GA4)
- Cookies and tracking tools (optional and future-enabled)
You may choose to withhold certain data, but doing so may limit your ability to use parts of our services.
3. Tools and Platforms We Use
We use the following tools and platforms to provide services, manage communications, and process data:
- HubSpot (forms, CRM)
- Soraban (portal, e-signatures, tax organizers)
- Ignition (payments, engagement letters)
- Dropbox (file uploads for leads)
- ClickUp (onboarding tasks, form data)
- Mailchimp (email marketing)
- Zoom (video communications)
- Microsoft Teams (internal document storage)
- Zapier (workflow automations)
- Stripe (payment processing)
- Google Analytics 4 (site traffic monitoring)
Some offshore staff may access data to support service delivery. All contractors are bound by confidentiality agreements.
4. How We Use Your Information
We use your information to:
- Provide tax, accounting, and advisory services
- Process payments and deliver deliverables
- Communicate with you by email, phone, or SMS
- Improve our services, website, and communication tools
- Comply with legal obligations (e.g., IRS and state agency filings)
- Send you marketing or promotional messages (with opt-out options)
- Personalize content and future communications
- Respond to data subject requests (access, correction, deletion)
5. SMS Policy
By providing your mobile number, you consent to receive SMS communications from Aiola CPA for service-related notifications, updates, and appointment reminders. Message and data rates may apply. You can opt out at any time by replying STOP to any message or contacting us at [email protected].
6. Cookies and Tracking Tools
We use cookies and similar technologies to enhance your browsing experience. While we do not currently use behavioral advertising tools, we may implement tracking pixels (e.g., Facebook or Google Ads) in the future. When this occurs, a cookie consent banner will be deployed to obtain your consent and allow opt-out.
7. Data Sharing and Disclosure
We do not sell your personal information. We may share your data:
- With trusted vendors who provide services on our behalf (under contract)
- To comply with legal requests or audits
- During a business reorganization or sale (with confidentiality safeguards)
- With your explicit permission (e.g., referrals to attorneys or lenders)
8. Data Retention and Security
We retain personal and tax data for seven (7) years in accordance with industry best practices and IRS regulations. We do not currently have a formal document retention policy but adhere to internal guidelines. Data is encrypted in transit and at rest. Access is restricted to authorized personnel only.
9. Your Privacy Rights
Depending on your jurisdiction, you may have the right to:
- Access your personal information
- Request correction or deletion
- Opt out of marketing communications
- Limit use of sensitive personal data
- Request information about data sharing practices
To exercise your rights, contact us at [email protected]. We will verify your identity before processing requests and respond within legally required timeframes.
10. Children’s Data
We do not knowingly collect personal information from children under 13. However, we may receive indirect information through tax documents related to dependents. This information is treated with the same level of security and confidentiality.
11. Changes to This Policy
We may update this policy from time to time. The “Last Updated” date at the top reflects the most recent changes. Material updates will be communicated by email or posted prominently on our website.
12. Contact
For any questions about this Privacy Policy or to submit a request:
Email: [email protected]
Aiola CPA, PLLC respects your privacy and appreciates your trust in us to handle your information responsibly and securely.
