Privacy Policy

Effective Date: January 1, 2026

White Sands Tax Services (“White Sands,” “we,” “us,” or “our”) values your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, contact us, schedule a consultation, or use our secure client portal and related services.

This Privacy Policy applies to our website at:

https://www.whitesandstaxservices.com (the “Site”)

This Privacy Policy does NOT apply to third-party websites or services that we do not control, even if we link to them (for example, our secure client portal hosted by TaxDome and scheduling pages hosted by Calendly). Those third parties have their own privacy policies.

1) INFORMATION WE COLLECT

A. Information you provide through the Site

When you submit information through our Site (for example, the Contact form), we may collect:

- Name

- Email address

- Phone number

- Message content

- “What do you need help with?” and other details you choose to provide (including “Tell us about you”)

Important: For your privacy, please do not submit sensitive documents (such as tax forms, full Social Security numbers, or full financial account numbers) through the Site’s contact form. If we move forward, we will invite you to our secure client portal for document uploads, signatures, and secure messaging.

B. Information you provide when scheduling (Calendly)

If you schedule a consultation using Calendly, we (and/or Calendly) may collect:

- Name

- Email address

- Location

- New or returning client status

- State of residence

- How you heard about us

- Services you are interested in

- Any additional information you provide during scheduling

C. Client portal information (TaxDome) and professional services data

If you become a client and use our secure portal (TaxDome), we and/or our service providers may collect information needed to provide tax preparation, bookkeeping, payroll, and related professional services, which may include:

- Contact details and identifiers

- Government identifiers (such as SSN/ITIN)

- Date of birth and dependents’ information

- Tax returns and supporting documents (W-2s, 1099s, etc.)

- Bank account and routing information and other financial information you provide for service purposes

- Payroll-related information

- Messages, files, and information you upload or submit through the portal

D. Payment information (Stripe)

Payments are processed through Stripe (including via integrations such as invoicing/portal tools). We do not store full payment card numbers on our servers. Stripe may collect and process payment and billing information as described in Stripe’s privacy policy.

E. Information collected automatically (cookies and similar technologies)

When you use the Site, we and our service providers may automatically collect:

- IP address

- Device and browser type/settings

- Approximate location derived from IP address

- Log information (pages viewed, date/time of visit, referring/exit pages)

- Cookie and tracking data (see Section 5)

2) HOW WE USE INFORMATION

We use information to:

- Respond to inquiries and communicate with you

- Schedule and manage consultations and appointments

- Provide our services (tax prep, bookkeeping, payroll, and related support)

- Operate, maintain, and improve the Site

- Measure performance and understand Site usage

- Send administrative messages (confirmations, service updates, security notices)

- Send marketing communications through HubSpot or other tools (where permitted and based on your preferences)

- Protect against fraud, misuse, and security incidents

- Comply with legal, regulatory, professional, and contractual obligations

3) HOW WE DISCLOSE / SHARE INFORMATION

We do not sell your personal information.

We do not share your personal information for cross-context behavioral advertising (i.e., targeted advertising based on your activity across non-affiliated websites).

We may disclose information to the following categories of recipients:

A. Service providers and vendors

We may share information with trusted vendors that help us operate our business and provide services, such as:

- Website hosting and website platform: Squarespace

- Scheduling: Calendly

- Secure client portal and practice management: TaxDome

- Payment processing: Stripe

- Customer relationship management and email communications: HubSpot

- Email and file tools used to communicate and collaborate: Google Workspace (Gmail/Drive)

- Analytics and site performance tools: Google Analytics and Google Tag Manager

- Advertising measurement (if enabled): Google Ads conversion tracking

B. Legal, compliance, and protection

We may disclose information if required by law or legal process, or if we believe disclosure is necessary to protect rights, safety, and security, and to prevent fraud or misuse.

C. Business transfers

If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction.

4) YOUR CHOICES AND ACCESS

A. Marketing emails

If you receive marketing emails, you can opt out by using the unsubscribe link in the email or by contacting us.

B. Cookie choices

You can manage cookies through:

- Our Site’s cookie banner (when available), and

- Your browser settings (you can delete or block cookies)

C. Access / correction requests

You may request access to or correction of certain personal information we maintain about you by contacting us using the information in Section 12. For security and legal reasons, we may need to verify your identity and may be unable to delete or change certain records we must keep for legal, regulatory, or professional obligations.

5) COOKIES AND SIMILAR TECHNOLOGIES

We use cookies and similar technologies to operate the Site and to understand and improve it. These may include:

- Necessary cookies (Site functionality and security)

- Analytics cookies (e.g., Google Analytics via Google Tag Manager)

- Advertising/measurement cookies (e.g., Google Ads conversion tracking)

Google information and controls:

- Google Privacy Policy: https://policies.google.com/privacy

- How Google uses data when you use our partners’ sites or apps: https://policies.google.com/technologies/partner-sites

- Google Ads settings: https://adssettings.google.com/

6) CALIFORNIA DO NOT TRACK DISCLOSURES

Some browsers offer a “Do Not Track” (“DNT”) signal. Our Site does not respond to DNT signals at this time.

Third parties (such as analytics and advertising providers) may collect information about your online activities over time and across different websites when you use our Site.

7) DATA RETENTION

- Website inquiries and communications: We may retain inquiries and related communications indefinitely for business records, customer service, and legal/compliance purposes, unless you request deletion (and subject to legal/operational constraints).

- Client records: We retain client records for at least 3 years and may retain active client records longer (including potentially indefinitely) to provide ongoing services, maintain business records, and comply with legal and professional obligations.

8) SECURITY

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. Measures may include encryption in transit (HTTPS), role-based access controls, multi-factor authentication on key systems, and use of a secure portal for sensitive documents. No method of transmission or storage is 100% secure.

9) CHILDREN’S PRIVACY

Our Site is not intended for children under 13, and we do not knowingly collect personal information from children under 13.

10) CALIFORNIA “SHINE THE LIGHT” (CIVIL CODE § 1798.83)

California residents may request information about certain disclosures of personal information to third parties for their direct marketing purposes. We do not share personal information with third parties for their own direct marketing purposes.

11) CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated Privacy Policy on this page and update the Effective Date. We may also provide notice by email or other means where appropriate.

12) CONTACT US

White Sands Tax Services

1900 E Ocean Blvd Suite #3, Long Beach, CA 90802

Email: info@whitesandstaxservices.com

Phone: 562-999-2193

THIRD-PARTY PRIVACY POLICIES (FOR REFERENCE)

- Squarespace: https://www.squarespace.com/privacy

- Calendly: https://calendly.com/legal/privacy-notice

- TaxDome: https://taxdome.com/policies/privacy

- Stripe: https://stripe.com/privacy

- HubSpot: https://legal.hubspot.com/privacy-policy