Privacy Policy

William Costley LLC
Last Updated: September 03, 2025

Overview

This Privacy Policy describes how William Costley LLC ("we," "us," "our," or the "Company") collects, uses, discloses, and protects your information when you use our website, client portal, and professional services. We are a strategic tax and financial consulting firm serving high-income individuals, private practice owners, and mid-market organizations, and we understand the sensitive nature of the information entrusted to us.

We use your personal data for internal business purposes only. We do not sell your data to other companies or third parties. By using our services, you agree to the collection and use of information in accordance with this Privacy Policy.

PLEASE READ THIS POLICY CAREFULLY TO UNDERSTAND HOW WE HANDLE YOUR INFORMATION. IF YOU DO NOT AGREE TO THIS POLICY, PLEASE DO NOT USE OUR SERVICES.

Information We Collect

Personal Information You Provide Directly

We collect personal information necessary to provide our professional services, including:

Identity Information: Name, address, phone number, email address, Social Security number, date of birth, driver's license information
Financial Information: Income details, bank account information, investment accounts, tax records, business financial statements, credit information
Tax Information: Prior year tax returns, tax documents (W-2s, 1099s, K-1s), deduction records, tax payment history, IRS correspondence
Business Information: Business entity details, employee information, business financial records, operational data, entity structure information
Communication Records: Emails, phone calls, text messages, meeting notes, and other communications related to our services

Information Collected Automatically

Through our website, client portal (TaxDome), and communication systems (Birdeye SMS), we may collect:

Usage Information: Pages visited, time spent, clicks, navigation patterns
Device Information: IP address, browser type, operating system, device identifiers
Location Information: General geographic location based on IP address
Communication Data: Message delivery status, response times, communication preferences

Information from Third Parties

We may receive information about you from:

Financial institutions and investment firms (with your consent)
Other professional service providers (attorneys, financial advisors)
Government agencies (IRS, state tax authorities) as required for our services
Business partners and referral sources
Background check services (for employment verification of family members in business contexts)

How We Use Your Information

We use your personal information for the following purposes:

Primary Service Delivery

Preparing and filing tax returns
Providing strategic tax planning and financial consulting
Maintaining accurate bookkeeping and accounting records
Creating financial planning and analysis (FP&A) dashboards
Offering IRS representation and resolution support
Conducting entity structuring and tax optimization reviews

Communication and Client Management

Communicating with you about your account and services
Sending service updates, tax law changes, and important notices
Providing customer support and responding to inquiries
Managing client onboarding and ongoing relationships
Coordinating meetings and consultations

Business Operations

Processing payments and managing billing
Maintaining client records and case files
Improving our services and developing new offerings
Training staff and ensuring quality control
Complying with professional standards and regulatory requirements

Legal and Regulatory Compliance

Meeting IRS and state tax authority requirements
Fulfilling legal obligations and responding to lawful requests
Maintaining records as required by law and professional standards
Protecting against fraud, security threats, and legal liability

How We Disclose Your Information

We may disclose your personal information in the following circumstances:

With Your Consent

To other professional service providers you've authorized us to work with
To financial institutions for account setup or transaction processing
To family members or authorized representatives you've designated

For Business Purposes

Service Providers: Third-party vendors who assist us in providing services (cloud storage, software providers, payment processors)
Professional Partners: Other CPAs, attorneys, or financial advisors when necessary for your services
Business Transfers: In connection with a merger, acquisition, or sale of business assets

Legal Requirements

Government Agencies: IRS, state tax authorities, and other regulatory bodies as required
Legal Process: In response to court orders, subpoenas, or other legal proceedings
Protection of Rights: To protect our rights, property, safety, or the rights of others

Third-Party Service Providers

We work with trusted service providers, including:

TaxDome: For secure client portal and document management
Birdeye: For SMS communication and client engagement
Cloud storage providers: For secure data backup and storage
Payment processors: For billing and payment collection

Online Analytics and Advertising

We use Google Analytics and similar services to understand how visitors use our website. These services may use cookies and similar tracking technologies. We do not use your personal information for targeted advertising to third parties.

You can opt out of Google Analytics by installing the Google Analytics opt-out browser add-on available at: https://tools.google.com/dlpage/gaoptout

Security, Retention, and Data Protection

Security Measures

We implement industry-standard security measures to protect your information:

Encrypted data transmission and storage
Secure client portal access with multi-factor authentication
Regular security audits and updates
Limited access on a need-to-know basis
Professional liability insurance coverage

Data Retention

We retain your personal information for as long as necessary to:

Provide ongoing services to you
Comply with legal and regulatory requirements
Maintain professional records as required by law
Generally, tax and financial records are maintained for seven (7) years after the last service date

International Data Transfers

Your information may be stored and processed in the United States. By using our services, you consent to the transfer of your information to the United States, where data protection laws may differ from those in your country.

Your Rights and Choices

Communication Preferences

You may opt out of non-essential marketing communications by:

Using the unsubscribe link in emails
Replying "STOP" to text messages
Contacting us directly using the information below

Please note that you cannot opt out of essential service-related communications.

Access and Correction Rights

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

Access your personal information we maintain
Request corrections to inaccurate information
Request deletion of your information (subject to legal retention requirements)
Object to certain uses of your information
Request a copy of your information in a portable format

To exercise these rights, please contact us using the information provided below.

Notice to California Residents

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

Right to Know: You can request information about the categories and specific pieces of personal information we collect
Right to Delete: You can request deletion of your personal information (subject to legal exceptions)
Right to Opt-Out: We do not sell personal information to third parties
Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To submit a request, please contact us at the information provided below.

Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information.

Third-Party Links

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

Posting the updated policy on our website
Sending an email notification to your registered email address
Providing notice through our client portal

Changes to this Privacy Policy are effective when posted. We encourage you to review this policy periodically.

Professional Disclaimer

The information, examples, and guidance provided through our website, communications, and general discussions are for educational and illustrative purposes only and should not be construed as specific tax, legal, or financial advice. Tax laws are complex and subject to frequent changes, and every individual and business situation is unique. The application of tax strategies and financial planning concepts depends on your specific circumstances, financial position, and objectives.

We strongly recommend that you consult with William Costley LLC directly for personalized advice tailored to your individual situation, or seek guidance from another qualified tax professional, attorney, or financial advisor before making any decisions based on general information. No client relationship is established through the provision of general information, and such information should not be relied upon without professional consultation specific to your circumstances.

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Contact Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us.

For privacy-related inquiries, please include "Privacy Policy" in the subject line of your email or mention it when calling.

This Privacy Policy reflects our commitment to protecting your personal information and maintaining the highest standards of professional confidentiality as a strategic tax and financial consulting firm.

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