JR Shelton Bookkeeping & Consulting Services LLC
Privacy Policy
Privacy Policy
Effective Date: October 31, 2023
Last Updated: March 9, 2026
This Privacy Policy explains how JR Shelton Bookkeeping & Consulting Services LLC (“we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with our website (the “Website”) and our services (including bookkeeping, business and individual tax return preparation, payroll, and consulting) (collectively, the “Services”).
“Personal information” generally means information that identifies, relates to, describes, or can reasonably be linked to an individual. Some of the information we handle is sensitive (for example, Social Security numbers, government ID numbers, tax and payroll records, and financial account information).
This Privacy Policy does not apply to third-party websites or services that may be linked from our Website.
Overview and Scope
This Privacy Policy applies to personal information we collect:
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through the Website (including forms, scheduling, and communications),
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through our firm management software, secure client portals, and internal systems; and
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through your interactions with us for the Services (including client onboarding, document exchange, and communications).
If you are a business client and we process information about your employees in order to provide payroll or related Services, we process that information on your behalf and for your business purposes.
Information we collect
Information you provide to us
Depending on the Services you request and how you interact with us, you may provide:
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Contact and account information: name, mailing address, email address, telephone number, and other information you submit through forms or communications.
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Business information: business name, business contact details, EIN, entity/formation documents, and other business records relevant to the Services.
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Tax information (sensitive): tax documents and supporting records (e.g., W-2, 1099, K-1, prior returns, etc.), Social Security numbers, dates of birth, and other information needed to prepare and file tax returns.
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Bookkeeping and accounting records: income/expense records, bank/credit card transaction data, invoices/receipts, and other accounting records needed for bookkeeping and related Services.
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Payroll information (sensitive): for payroll Services, we may receive employee details from business clients (e.g., employee names, addresses, SSNs, wage/withholding information, direct deposit details, and employment-related forms), as provided by the business client and/or its authorized representatives.
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Identity verification information (sensitive): government-issued identification information (such as a driver’s license number) when reasonably necessary for identity verification, fraud prevention, regulatory compliance, or to perform the requested Services.
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Payment and billing information: payment and billing details used to invoice and collect payment for Services.
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Scheduling information: appointment and booking details when you schedule with us (generally limited to basic contact/booking details).
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Communications: emails, messages, phone call notes, and documents you send us through U.S. mail or electronic communications, including email and our secure client portal.
If you provide information about another individual (for example, a dependent for tax purposes or an employee for payroll purposes), you represent that you have the legal authority to provide that information to us.
Information collected automatically through the Website
When you visit the Website, we (and our website platform/service providers) may automatically collect:
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IP address, browser type, device and operating system information, and similar technical data;
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general Website usage data (e.g., pages viewed, links clicked, and time spent on pages); and
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cookie and similar technology data (see “Cookies and website tracking” below).
How we use personal information
We use personal information for the following purposes:
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Providing the Services: performing bookkeeping, tax return preparation, payroll processing, consulting, and related client support.
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Client communications: communicating about scheduling, document requests, engagement matters, Service updates, and other service-related issues.
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Billing and payment processing: invoicing, collecting payment, and maintaining transaction records.
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Compliance and recordkeeping: complying with tax, payroll, and other legal requirements, and maintaining records consistent with professional and legal obligations.
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Security and fraud prevention: protecting our business, clients, and systems; detecting, preventing, and responding to security incidents and fraud.
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Website operations and improvements: troubleshooting, maintaining, and improving the Website and user experience.
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Project and marketing materials: When a client engages us for website design, marketing, or social media services, we may reference the client’s business name, publicly available website, or publicly accessible social media pages as examples of work we have performed, consistent with the permissions granted in our engagement agreements and related addenda.
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Marketing (limited): sending occasional marketing communications about our Services, consistent with your preferences and applicable law (see “Marketing emails” below).
How we disclose personal information
We do not sell, rent, or disclose customer lists or tax return information to third parties for marketing or unrelated commercial purposes.
We may disclose personal information in the following situations:
Service providers and platforms we use
We use third-party service providers to operate our business and deliver Services. These providers may process personal information on our behalf, subject to appropriate confidentiality and security obligations.
Examples of current providers we use include:
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Wix (Website hosting and Website cookies)
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MyCase (secure document storage, secure messaging, client portal, and CRM)
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QuickBooks (bookkeeping/accounting platform)
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TaxWise (tax preparation software)
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TidyCal (scheduling; limited to booking information)
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Microsoft services (email and document storage/backup and security tooling used in our environment)
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Mailchimp (marketing emails and unsubscribe management)
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Zoom services (phone/voice communications platform)
Systems that may contain tax return information: Based on our current workflows, the systems that may contain tax return information include our client portal/document storage, tax preparation software, email (if tax documents are sent by email), bookkeeping platform (to the extent tax information is contained in the bookkeeping records), and cloud document storage/backup used for finalized returns and client documents.
We may change service providers over time.
Legal, compliance, and safety disclosures
We may disclose personal information:
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to federal, state, or local authorities as necessary to file tax returns, payroll filings, and related submissions, and to respond to lawful requests;
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to professional advisors (e.g., attorneys, accountants, auditors, insurers) as appropriate; and
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to protect rights, safety, and security (for example, to investigate and help prevent fraud or security incidents).
With your direction
We may disclose personal information when you instruct us to do so or consent to a specific disclosure. When disclosures are made at your direction, we require written authorization signed by you unless the disclosure is otherwise permitted or required by law.
​Tax return information and confidentiality
We do not use tax return information for marketing, cross-selling, or any non-tax purpose. If a use or disclosure of tax return information requires taxpayer consent under Internal Revenue Code §7216 or applicable regulations, we will obtain written consent in a separate document that meets all legal requirements before such use or disclosure occurs.
Cookies and website tracking
Our Website uses cookies and similar technologies primarily to support site functionality, security, and basic Website performance.
You can control cookies through your browser settings. If you disable cookies, some Website features may not function properly.
We do not use session replay tools, keystroke logging, behavioral profiling, mouse-movement tracking, or other invasive tracking technologies. Our Website may collect basic aggregate usage data, such as page visits and link clicks, for general site functionality, security, and performance monitoring.
Marketing emails and opt-out
We send limited marketing emails (typically a few per year). Marketing emails include an unsubscribe option. If you unsubscribe, we will honor your opt-out request in accordance with applicable law, including processing opt-out requests within required timeframes and maintaining a functioning unsubscribe mechanism.
Even if you opt out of marketing emails, we may still send non-marketing messages related to Services (for example, engagement communications, document requests, invoices, and legal/compliance notices).
Data security
We use reasonable administrative, technical, and physical safeguards designed to protect personal information. These include using secure platforms for client document exchange and employing security tooling in our environment. We maintain a written information security program designed to address administrative, technical, and physical safeguards appropriate to the size and nature of our business.
No security measure is perfect. Please use caution when sending sensitive information electronically. Whenever possible, use our secure client portal/document exchange rather than standard email for highly sensitive documents.
Retention and secure disposal
Retention period: We retain client documents for 7 years, after which they are securely deleted from our active systems in accordance with our internal data retention and backup practices unless the client remains active and requests continued retention in writing, or unless longer retention is required by law, regulation, or ongoing legal obligation.
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Physical documents: Physical documents are scanned and the originals are returned to the client. Any physical copies retained on premises are scanned and then securely shredded once the return is filed, and the client has confirmed they received their originals.
When records are no longer required to be retained, we take reasonable measures to securely dispose of them.
Incident response and breach notification
If we learn of a suspected security incident involving personal information, we will investigate and take appropriate steps to contain and remediate the issue. As part of our response, we would consult with an attorney and have our IT specialist review the incident.
If notification is required, we will provide notices as required by applicable law, including the Florida Information Protection Act and any other applicable federal or state requirements, and will coordinate with service providers where relevant.
International data processing
We do not intentionally transmit client data outside the United States. However, we cannot fully control how every third-party service provider structures its infrastructure or support operations. If we learn that our use of a provider results in material cross-border processing of client data, we will evaluate appropriate safeguards, work in good faith with the provider to align data handling practices with our privacy standards, and, where reasonably feasible, consider alternative solutions to protect client information. We will update this Privacy Policy as necessary.
Children’s privacy
Our Website and Services are intended solely for individuals eighteen (18) years of age or older and are not directed to children under the age of 18.
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We do not knowingly enter into service engagements with individuals under the age of 18. As part of our onboarding process, we actively verify client eligibility, including age requirements. If we discover that an individual under 18 has attempted to engage our services, we will immediately terminate the engagement, revoke access to any client portals or systems, delete all associated information in accordance with our data retention and record retention policies, and issue written confirmation of termination due to violation of our age requirement policy.
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We do not knowingly collect personal information directly from individuals under the age of 18 through our Website.
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In the course of providing tax preparation and related professional services, adult clients may provide information regarding their dependents, including minors. Any such information is collected solely from the child’s parent or legal guardian for the limited purpose of preparing tax returns, complying with federal and state tax laws, and fulfilling related legal and regulatory obligations.
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We do not use minor information for marketing, advertising, profiling, behavioral tracking, or any unrelated commercial purpose. Information relating to minors is treated as confidential tax return information and safeguarded in accordance with applicable federal and state law, including relevant taxpayer privacy protections.
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If we become aware that personal information has been submitted directly by an individual under 18 without verified parental or legal guardian involvement, we will take reasonable steps to promptly delete such information.
Your information and access
You may request access to or correction of personal information we maintain about you, subject to applicable legal and professional recordkeeping requirements. Certain information may be retained as required by law or professional obligations.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date above and post the updated version on our Website.
Contact us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
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JR Shelton Bookkeeping & Consulting Services LLC
13875 Carlow Park Drive Riverview, FL 33579
Phone: 813.510.5416
Email: Info@jrshelton.com