CTRL+Filing Privacy Policy

CTRL+Filing ("us", "we", or "our") operates the CTRL+Filing AI practice management platform (hereinafter referred to as the "Service"). CTRL+Filing is specifically designed for accounting firms, CPAs, and tax professionals to manage their practice operations and client data.

This Privacy Policy informs you of our policies regarding the collection, use, and disclosure of personal and client data when you use our AI-powered practice management Service. Given the sensitive nature of financial and tax information handled by accounting professionals, we maintain the highest standards of data protection and confidentiality.

We use your data to provide and improve our AI practice management Service while maintaining strict confidentiality standards required in the accounting profession. By using the Service, you agree to the collection and use of information in accordance with this policy and applicable professional standards. Unless otherwise defined in this Privacy Policy, the terms used have the same meanings as in our Terms and Conditions.

Definitions

  • Service

    Service is the CTRL+Filing AI practice management platform designed specifically for accounting firms, CPAs, and tax professionals

  • Personal Data

    Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession). This includes both practitioner data and client data managed through our platform.

  • Usage Data

    Usage Data is data collected automatically either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a session, features accessed, or system performance metrics).

  • Cookies

    Cookies are small files stored on your device (computer or mobile device).

  • Data Controller

    Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information are, or are to be, processed.

    For the purpose of this Privacy Policy, we are a Data Controller of your Personal Data.

  • Data Processors (or Service Providers)

    Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller.

    We may use the services of various Service Providers in order to process your data more effectively.

  • Data Subject (or User)

    Data Subject is any living individual who is using our Service and is the subject of Personal Data, including both accounting professionals and their clients.

  • Client Data

    Client Data refers to financial, tax, and business information belonging to clients of accounting firms using our Service, including but not limited to tax returns, financial statements, bookkeeping records, and related documentation.

  • Professional Data

    Professional Data includes information related to the practice management activities of accounting firms, such as client communications, workflow data, and business operations.

Information Collection and Use

We collect several different types of information for various purposes to provide and improve our AI practice management Service to accounting professionals and their clients. All data collection and processing adheres to professional confidentiality standards and applicable regulations.

Types of Data Collected

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). For accounting professionals and their clients, this may include, but is not limited to:

  • Email address and professional contact information
  • First name, last name, and professional credentials
  • Firm name and business information
  • License numbers and professional certifications
  • Client identification information (as authorized)
  • Cookies and Usage Data

Client Financial and Tax Data

As an AI practice management platform for accounting firms, we process sensitive client financial and tax information, including:

  • Tax returns and supporting documentation
  • Financial statements and bookkeeping records
  • Bank statements and transaction data
  • Investment and retirement account information
  • Business formation and compliance documents
  • Payroll and employee benefit information
  • Audit and review documentation

We may use your Personal Data to contact you with service updates, professional resources, and information relevant to accounting practice management. We do not use client financial data for marketing purposes. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or the instructions provided in any email we send.

Usage Data

When you access the Service with a mobile device, we may collect certain information automatically, including, but not limited to, the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers and other diagnostic data ("Usage Data").

Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service and we hold certain information.

Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Other tracking technologies are also used such as beacons, tags and scripts to collect and track information and to improve and analyse our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

  • Session Cookies. We use Session Cookies to operate our Service.
  • Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
  • Security Cookies. We use Security Cookies for security purposes.

Use of Data

CTRL+Filing uses the collected data for various purposes specific to AI practice management for accounting firms:

  • To provide and maintain our AI practice management Service
  • To process and analyze financial and tax data using AI algorithms
  • To generate automated insights and recommendations for accounting workflows
  • To enable secure client communication and document sharing
  • To maintain compliance with professional accounting standards
  • To notify you about changes to our Service
  • To allow you to participate in interactive features of our Service when you choose to do so
  • To provide customer and technical support
  • To gather analysis or valuable information so that we can improve our Service while maintaining data confidentiality
  • To monitor the usage and security of our Service
  • To detect, prevent and address technical and security issues
  • To provide you with relevant professional resources and information about accounting industry updates and compliance requirements

Use of Google User Data and Third-Party Integrations

CTRL+Filing's use of information received from Google APIs and other third-party services adheres to their respective data policies, including Google API Services User Data Policy and Limited Use requirements.

We do not use any data obtained from Google Workspace APIs, email systems, or accounting software integrations to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models that could compromise client confidentiality.

User data accessed via integrations is used strictly for practice management purposes, including document processing, workflow automation, and generating insights specific to the user's accounting practice. Client financial and tax data is never shared, sold, or used for advertising purposes.


AI and Machine Learning Data Usage

Our AI algorithms process client data solely to provide accounting-specific insights, automate routine tasks, and enhance practice management efficiency. All AI processing maintains strict confidentiality and does not create cross-client data sharing or analysis.

Client-specific AI models and insights remain isolated to each individual practice and are not used to benefit other users or external parties. We maintain technical and administrative safeguards to ensure AI processing complies with professional confidentiality requirements.


Legal Basis for Processing Personal Data under the General Data Protection Regulation (GDPR)

If you are from the European Economic Area (EEA), CTRL+Filing's legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it.

CTRL+Filing may process your Personal Data because:

  • We need to perform a contract with you
  • You have given us permission to do so
  • The processing is in our legitimate interests and it is not overridden by your rights
  • For payment processing purposes
  • To comply with the law

Retention of Data

CTRL+Filing will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy and in compliance with professional accounting standards and applicable regulations. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations, professional standards (including IRS and state tax authority requirements), resolve disputes, and enforce our legal agreements and policies.

For client financial and tax data, retention periods follow professional accounting standards and regulatory requirements, which may require retention for extended periods (typically 7+ years for tax-related documents). Usage Data is generally retained for shorter periods, except when necessary for security, service improvement, or legal compliance.

Transfer of Data and Professional Confidentiality

Your information, including Personal Data and client financial information, may be transferred to and maintained on computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction. All transfers maintain professional confidentiality standards required for accounting data.

Data transfers are conducted in compliance with applicable professional standards, including AICPA guidelines and state CPA board regulations regarding client data protection and confidentiality.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer, subject to maintaining professional confidentiality standards.

CTRL+Filing will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and professional standards. No transfer of your Personal Data will take place to an organization or country unless there are adequate controls in place, including encryption, access controls, and professional confidentiality protections.

Client Data Confidentiality

We recognize that accounting professionals have fiduciary duties to maintain client confidentiality. Our platform is designed to support these professional obligations through:

  • End-to-end encryption for all client data
  • Role-based access controls within accounting firms
  • Audit trails for all data access and modifications
  • Compliance with professional confidentiality standards
  • Secure client communication channels

Disclosure of Data

Business Transaction

If CTRL+Filing is involved in a merger, acquisition or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy. All transfers will maintain professional confidentiality standards and client consent requirements.


Disclosure for Law Enforcement

Under certain circumstances, CTRL+Filing may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency). Such disclosures will be made in consultation with legal counsel and in accordance with professional privilege protections where applicable.


Legal Requirements

CTRL+Filing may disclose your Personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation
  • To protect and defend the rights or property of CTRL+Filing
  • To prevent or investigate possible wrongdoing in connection with the Service, while respecting professional privilege
  • To protect the personal safety of users of the Service or the public
  • To protect against legal liability
  • To comply with professional accounting standards and regulatory requirements

Security of Data

The security of your data is important to us but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Our Policy on "Do Not Track" Signals under the California Online Protection Act (CalOPPA)

We do not support Do Not Track ("DNT"). Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked.

You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.

Your Data Protection Rights under the General Data Protection Regulation (GDPR)

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. CTRL+Filing aims to take reasonable steps to allow you to correct, amend, delete or limit the use of your Personal Data, while maintaining professional obligations regarding client data retention and confidentiality.

If you wish to be informed about what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.

In certain circumstances, you have the following data protection rights:

  • The right to access, update or delete the information we have on you.Whenever made possible, you can access, update or request deletion of your Personal Data directly within your account settings section. If you are unable to perform these actions yourself, please contact us to assist you.

  • The right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete.

  • The right to object. You have the right to object to our processing of your Personal Data.

  • The right of restriction. You have the right to request that we restrict the processing of your personal information.

  • The right to data portability. You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.

  • The right to withdraw consent. You also have the right to withdraw your consent at any time where CTRL+Filing relied on your consent to process your personal information, subject to professional retention requirements.

Please note that we may ask you to verify your identity before responding to such requests.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).


Professional Standards and Compliance

As a practice management platform for accounting professionals, CTRL+Filing maintains compliance with relevant professional standards:

  • AICPA (American Institute of CPAs) professional standards
  • State CPA board regulations and requirements
  • IRS Circular 230 requirements for tax practitioners
  • Professional confidentiality and privilege protections
  • Industry-specific data retention requirements

We regularly undergo third-party security audits and compliance assessments to ensure our platform meets the highest standards for protecting sensitive financial and tax information.


Service Providers

We may employ third party companies and individuals to facilitate our Service ("Service Providers"), provide the Service on our behalf, perform Service-related services or assist us in analysing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.


Analytics

We may use third-party Service Providers to monitor and analyse the use of our Service.

Payments

We may provide paid products and/or services within the Service. In that case, we use third-party services for payment processing (e.g. payment processors).

We will not store or collect your payment card details. That information is provided directly to our third-party payment processors whose use of your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.

The payment processors we work with are:

Links to Other Sites

Our Service may contain links to other sites that are not operated by us. If you click a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Children's Privacy

Our Service does not address anyone under the age of 18 ("Children").

We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.


Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the "effective date" at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.


Contact Us

If you have any questions about this Privacy Policy, data protection, or professional compliance matters, please contact us:

  • By email: support@ctrlplusfiling.com
  • For data protection inquiries: privacy@ctrlplusfiling.com
  • For professional compliance questions: compliance@ctrlplusfiling.com
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