Effective date: October 23rd, 2026
Who we are and what this policy covers
Octagon Tax & Accounting Services, Inc. (“Octagon Tax,” “we,” “us”) protects the personal and financial information entrusted to us. We do not sell your information.
We provide tax preparation, tax planning, bookkeeping, accounting, financial reporting, and payroll services to individuals and businesses.
This policy explains how we collect, use, share, and protect information when you:
- visit our website, www.octagontax.com;
- contact us by phone, email, or our website forms; or
- become a client and give us information to perform services.
As a tax and accounting firm, we are treated as a financial institution under the federal Gramm-Leach-Bliley Act (GLBA). We follow the FTC’s Privacy and Safeguards Rules and Section 7216 of the Internal Revenue Code, which restricts how tax return information may be used and disclosed.
Information we collect
From website visitors. When you fill out our contact or consultation form, we collect what you enter, such as your name, email, phone number, and message. Our website and hosting provider also automatically collect technical data: IP address, browser and device type, pages visited, and the date and time of your visit.
From clients. To perform our services, we collect information you give us or authorize us to obtain, including:
- names, addresses, phone numbers, email addresses, and dates of birth for you, your spouse, and your dependents;
- Social Security numbers, ITINs, EINs, and copies of identification documents;
- income, wage, investment, and tax documents (W-2s, 1099s, K-1s, prior-year returns);
- bank, brokerage, and payment account information, including routing and account numbers for refunds and payments;
- business records: bookkeeping data, payroll and employee information, sales tax records, and financial statements; and
- information from the IRS, state tax agencies, financial institutions, and other parties you authorize us to contact.
How we use information
We use your information only to provide and support the services you engage us for, including to:
- prepare, review, and electronically file federal, state, and local tax returns and reports;
- provide bookkeeping, accounting, payroll, sales tax, and advisory services;
- process refunds, payments, and direct debits you authorize;
- respond to your inquiries and schedule consultations;
- represent you before tax authorities when you authorize us to;
- meet our legal, regulatory, and professional record-keeping obligations; and
- keep our website and systems secure and working properly.
We do not use tax return information for marketing or any other purpose without your written consent, as required by IRC Section 7216.
How we share information
We do not sell, rent, or trade your personal information, and we do not share it with outside companies for their own marketing.
We share information only as needed to serve you or as the law requires:
- Tax authorities: the IRS and state and local agencies, when we file returns or represent you.
- Service providers: companies that help us run our practice, such as tax and accounting software, secure cloud storage, e-signature, payroll processing, email, and website hosting. They may use your information only to provide services to us and must keep it confidential and secure.
- People you authorize: for example, your bank, lender, attorney, or financial advisor, with your consent.
- Legal requirements: to comply with a subpoena, court order, or other legal process, or to protect our rights.
- Business transfer: if our practice is sold or merged, client records may transfer to the successor firm, subject to this policy and applicable law.
Because we share information with nonaffiliated parties only as permitted by GLBA, you do not need to take any action to limit sharing. If our practices change, we will notify you and give you a chance to opt out.
How we protect information
We maintain a written information security program, as required by the FTC Safeguards Rule and IRS guidance for tax professionals. Our safeguards include:
- encryption of data in transit and at rest where supported;
- multi-factor authentication on systems that hold client data;
- secure portals and e-signature tools for exchanging documents, instead of unencrypted email;
- access limited to staff and providers who need the information to do their work;
- confidentiality obligations for everyone who handles client information; and
- monitoring, regular updates, and secure disposal of records we no longer need.
No system is completely secure. If a breach affects your personal information, we will notify you and the appropriate authorities as required by law, including the Florida Information Protection Act. Please avoid sending Social Security numbers or account numbers through our website contact form or regular email.
Cookies, analytics, and third-party links
Our website uses cookies and similar technologies that are needed for the site to work properly and securely. We do not currently use analytics or advertising tools to track visitors. If we add such tools in the future, we will update this policy to describe them and how you can opt out.
You can block or delete cookies in your browser settings, though some site features may not work properly.
Our website links to other sites, such as our Facebook page. Their own privacy policies govern how they handle your information, and we are not responsible for their practices.
Retention, your choices, and children
Retention. We keep client records as long as needed to provide services and as required by law and professional standards, including IRS rules that require preparers to keep copies of returns. When records are no longer needed, we destroy them securely.
Your choices. You may ask us to:
- give you a copy of the personal information we hold about you;
- correct information that is inaccurate; or
- delete information we are not required by law to keep.
You may also unsubscribe from any newsletters or marketing emails at any time. Residents of certain states may have additional privacy rights under their state’s laws. To make a request, contact us using the information below. We may need to verify your identity first.
Children. Our website is not directed to children under 13, and we do not knowingly collect their information online. We collect information about minor dependents only from their parents or guardians to prepare tax returns.
Changes and contact
We may update this policy from time to time. We will post the revised version on this page with a new effective date, and we will notify clients directly of any material changes. Existing clients also receive our privacy notice when required by law.
Questions or requests about your privacy:
Octagon Tax & Accounting Services, Inc. 7777 Glades Rd, Suite 100 Boca Raton, FL 33433 Phone: (561) 667-6396 Email: delberg@octagontax.com