Pioneer Professional Accountants Inc.
U.S. Client Privacy Policy
Effective Date: January 1, 2026
1. Introduction
This Privacy Policy applies to the clients and users of the "Pioneer Group," which collectively includes:
Pioneer Professional Accountants Inc. (located outside of the United States)
Narang CPA Professional Corporation (located outside of the United States)
PPA Tax Partners LLP (located outside of the United States)
Tax Masters Professional Accountants Inc. (United States)
(Collectively referred to as "The Firm," "we," or "us") .
We are committed to protecting the privacy of your personal information. This Notice describes how we collect, use, and protect personal information for our United States and Canadian clients through our website, online Client Portal, and tax preparation services.
Compliance Note: We adhere to the privacy requirements outlined in the Gramm-Leach-Bliley Act (GLBA), which requires financial institutions, including CPA firms, to protect the confidentiality and security of customer data.
2. Information We Collect
We collect information about you to provide accurate tax and accounting services. This includes:
Information You Provide: When you register for a Client Portal account, upload documents, or communicate with our remote tax experts.
Tax Return Data: Social Security Numbers (SSN), Employer Identification Numbers (EIN), Driver’s License numbers, income statements (W-2, 1099), and banking details.
Automated Data: Information collected via cookies and server logs (e.g., IP address, device type) to ensure security.
3. How We Use Your Information
We use your data strictly for:
Service Delivery: Preparing and filing U.S. Federal, State, and Canadian tax returns.
Identity Verification: Authenticating your identity to prevent tax fraud.
Cross-Border Collaboration: Facilitating integrated tax planning between our U.S. and Canadian professionals.
Text Message Communications: If you provide a mobile phone number and consent to receive text messages, we may communicate with you via text for account-related matters or appointment reminders. Standard messaging and data rates may apply.
4. International Transfer & Processing
To provide efficient, 24/7 service and expert cross-border analysis, The Firm utilizes a global workforce.
Global Processing & IT Support: Your data may be accessed by our qualified professional staff and IT support teams located in the United States, Canada, and India to ensure system availability and service delivery. However, for U.S. tax return information, this will only occur with your explicit written consent.
Security Standards: All staff and affiliate offices, regardless of location, adhere to the same strict confidentiality and security protocols described in this policy.
You will be presented with a separate "Consent to Disclose Tax Return Information" form (as required by IRS Section 7216) during the signup process.
5. How We Disclose Information
We do not sell your personal information. We disclose data only as follows:
Affiliated Entities: We share information between Pioneer (located outside of the United States), Narang CPA (located outside of the United States), and Tax Masters (United States), to ensure your U.S. and Canadian tax positions are fully aligned.
Offshore Processing: We utilize our affiliated support entity, PPA Tax Partners LLP (located outside of the United States), for data processing, return preparation, and IT system maintenance. This is strictly governed by intercompany data processing agreements, our security protocols, and your written consent.
Service Providers: To trusted third parties who assist in our operations (e.g., secure cloud hosting, payment processors).
IRS and State Authorities: As required by law to file your return.
Legal Process: If required by subpoena, court order, or to investigate fraud.
6. Digital Privacy & Cookies
Essential Cookies: We use cookies to maintain your secure session while logged into the Portal.
Analytics: We use anonymous analytics tools to understand how our Portal is used (e.g., page load times, error tracking) to improve performance.
Do Not Track: Our systems do not currently respond to browser "Do Not Track" signals as secure session tracking is required for Portal operation.
7. Data Retention
We retain your personal and tax information for a rolling period of 8 years.
Retention Period: Data is held for 8 years from the date of its collection or the date of the last relevant interaction. This duration is designed to fulfill legal and accounting obligations (including IRS and CRA statutes of limitations).
Disposal: When data is no longer needed (after the 8-year rolling period expires), it is securely deleted or anonymized.
Former Clients: If you cease to be a client, The Firm will continue to protect your personal information in accordance with this Policy and will retain it only as long as necessary for the purposes described (or as required by law), after which it will be securely destroyed or anonymized.
8. Your Rights & Choices
Access & Correction: You may access your tax documents directly through the Client Portal. You can request corrections to your profile by contacting support.
Regional Privacy Rights: Depending on your state or country of residence, you may have additional privacy rights. For instance, California residents can request information about personal data we have collected or request deletion of certain data, subject to legal retention requirements. Canadian clients have the right to access their personal information and request corrections.
Opt-Out: You may opt-out of marketing emails by clicking "Unsubscribe" in the email footer. Note that you cannot opt-out of transactional emails (e.g., "Tax Return Accepted" notifications).
Text Messaging Opt-Out: You may opt out of text messages at any time by replying “STOP” to any text you receive from us or by contacting us directly.
9. Children's Privacy
Our Services are not marketed to children. However, we may collect information about minor dependents (e.g., names, SSNs) strictly for legitimate tax or accounting purposes (e.g., preparing accurate tax returns). We do not use this data for marketing purposes.
10. Security
We employ administrative, technical, and physical safeguards to protect your data, including 256-bit encryption, two-factor authentication (2FA), and regular security audits. However, no internet transmission is completely secure; you are responsible for keeping your Portal password confidential.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by updating the Effective Date above and, if the changes are significant, by additional notice (e.g., via email or a notice on our Portal). We encourage you to review this Policy periodically.
12. Contact Us
If you have questions about this policy or our privacy practices, please contact our Privacy Officer:
Pioneer Professional Accountants Inc.
1243 Grand Marais Rd W, Windsor ON N9E 1E1 Canada
Phone: 519-946-2921
Email: accounts@ppatax.com