PRIVACY POLICY
The Calderwood Group
Effective Date: 02/04/2026
The Calderwood Group (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your personal and financial information. As a professional tax and business advisory firm, we understand the sensitive nature of the information you entrust to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website or engage our services.
1. Information We Collect
1.1 Personal Information
We collect personal information that you voluntarily provide to us when you:
- Engage our professional services
- Register for an account on our client portal
- Contact us with inquiries
- Subscribe to newsletters or communications
- Upload documents or files through our secure file transfer system
This information may include:
- Name, address, telephone number, and email address
- Date of birth and Social Security number
- Tax identification numbers (EIN, SSN, ITIN)
- Employment information and income details
- Bank account and financial institution information
- Business financial records, including profit and loss statements, balance sheets, and general ledgers
- Payroll information for employees
1.2 Financial and Tax Information
In the course of providing tax preparation, business advisory, back office support, and payroll services, we collect and maintain:
- Federal, state, and local tax returns and supporting documentation
- Investment and retirement account statements
- Real estate and property records
- Business entity formation documents
- Payroll tax filings and employee wage information
1.3 Automatically Collected Information
When you visit our website, we may automatically collect:
- IP address and device information
- Browser type and operating system
- Pages visited and time spent on our website
- Referring website addresses
2. How We Use Your Information
We use the information we collect for the following purposes:
- To prepare and file federal, state, and local tax returns
- To provide tax planning and business advisory services
- To process payroll and maintain payroll records for your employees
- To deliver back office support and part-time CFO services
- To communicate with you regarding your account, services, or inquiries
- To comply with legal and regulatory requirements, including IRS regulations and state tax laws
- To maintain accurate records for our professional services
- To send periodic newsletters, updates, or promotional materials where permitted by law and with your consent.
- To improve our website and services
- We do not sell or share personal information for targeted advertising or marketing purposes as those terms are defined under applicable privacy laws.
3. How We Share Your Information
We maintain strict confidentiality standards consistent with professional accounting ethics. We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:
3.1 With Your Consent
We may share your information with third parties when you explicitly authorize us to do so.
3.2 Service Providers
We may share information with trusted third-party service providers who assist us in operating our business, including:
- Tax software providers and electronic filing services
- Payroll processing platforms
- Secure document storage and cloud hosting providers
- Banking and payment processing services
- IT and security service providers
These service providers are contractually obligated to maintain the confidentiality and security of your information and may only use it to perform services on our behalf.
3.3 Legal and Regulatory Compliance
We may disclose your information when required by law or in response to:
- Subpoenas, court orders, or legal processes
- Requests from government agencies, including the IRS, state tax authorities, or regulatory bodies
- Tax audits or investigations
- Requirements under applicable federal or state regulations
3.4 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections outlined in this policy.
4. Data Security
We implement reasonable administrative, technical, and physical safeguards designed to protect your information, including:
- Encryption of data in transit and at rest using SSL/TLS protocols
- Secure, password-protected client portals with multi-factor authentication
- Regular security audits and vulnerability assessments
- Restricted access to personal information on a need-to-know basis
- Employee training on data protection and confidentiality obligations
- Secure backup and disaster recovery procedures
While we take reasonable precautions to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but remain committed to maintaining the highest standards of data protection.
5. Data Retention
We retain your personal and financial information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with our legal and regulatory obligations. Tax records, supporting documentation, and related financial information are typically retained for a minimum of seven years in accordance with IRS guidelines and professional standards. Payroll records are maintained according to federal and state requirements, generally for at least four years.
6. Your Rights and Choices
You have the following rights regarding your personal information:
- Access:You may request copies of the personal information we maintain about you.
- Correction:You may request that we correct inaccurate or incomplete information.
- Deletion:You may request deletion of your personal information, subject to our legal and regulatory retention obligations.
- Opt-Out:You may opt out of receiving marketing communications by following the unsubscribe instructions in our emails or contacting us directly.
- Portability:You may request a copy of your data in a commonly used electronic format.
To exercise these rights, please contact us using the information provided in Section 10 below. We may require verification of your identity before fulfilling your request.
7. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand user preferences. Cookies are small text files stored on your device that help us remember your preferences and improve site functionality. You may disable cookies through your browser settings, though this may limit certain features of our website.
8. Third-Party Links
Our website may contain links to third-party websites, including client portals, payroll platforms, or other service providers. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.
9. 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 we become aware that we have inadvertently collected information from a child, we will take steps to delete such information promptly.
10. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
The Calderwood Group
2900 Weslayan Street, Suite 520
Houston, Texas 77027
Email: info@calderwoodgrp.com
Phone: 713.622.4700
11. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated policy on our website with a revised effective date. We encourage you to review this Privacy Policy periodically. Your continued use of our services after any changes constitutes your acceptance of the updated policy.
12. State-Specific Privacy Rights
If you are a resident of California, Virginia, Colorado, or another state with specific privacy laws, you may have additional rights regarding your personal information. Please contact us for more information about exercising these rights.
* * *
By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.