Privacy Policy

Information We Collect

From clients:

• Name, address, phone number, and email address
• Social Security Numbers, EINs, and taxpayer identification numbers
• Financial records including income, expenses, and asset information
• Payroll data including employee information and compensation records
• Bank account and payment information necessary to complete services
• Prior-year tax returns and supporting documents

From website visitors:

• Information you voluntarily submit through contact or intake forms
• Basic technical data such as browser type, referring page, and general geographic location, collected automatically through standard web server logs

How We Use Your Information

We use the information we collect solely to provide and improve the professional services you have engaged us to perform, which may include:

• Preparing and filing federal and state tax returns
• Processing payroll and related filings
• Providing accounting, bookkeeping, and advisory services
• Communicating with you about your account, deadlines, and deliverables
• Complying with our legal and professional obligations
• Responding to inquiries submitted through this website

We do not sell, rent, or share your personal information, including your mobile phone number, with third parties or affiliates for marketing or promotional purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except as necessary to provide messaging services or as required by law.

SMS Communications

If you choose to communicate with Pogue & Company CPAs PLLC by text message, we may respond regarding your tax, accounting, payroll, or advisory services. We may also receive SMS messages sent to our business phone numbers, including security verification messages such as multi-factor authentication (MFA) codes used to access business systems.

Because text messaging is not a secure method of communication, we encourage clients to avoid sending Social Security numbers, taxpayer identification numbers, financial account information, tax documents, or other sensitive personally identifiable information (PII) by SMS. Whenever possible, we recommend using our secure client portal for transmitting confidential information.

SMS communications are limited to low-volume, conversational communications with clients. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for assistance.

Confidentiality & Permitted Disclosures

As CPAs, we are bound by professional standards and applicable law to keep your information strictly confidential. We will not disclose your information to any third party except in the following limited circumstances:

• With your explicit written consent
• To government agencies (e.g., IRS, Kentucky DOR) as required by law or as necessary to complete your filings
• To service providers who assist us in delivering our services (such as our secure document portal), who are bound by confidentiality obligations
• As required by a valid court order, subpoena, or applicable law
• To protect against fraud, unauthorized access, or illegal activity

Client Portal & Data Security

We use Canopy Tax, a secure cloud-based document management and client portal platform, to exchange documents with clients. Canopy Tax employs industry-standard encryption and access controls to protect your files in transit and at rest.

Within our firm, access to client data is restricted to authorized personnel on a need-to-know basis. We maintain internal controls including secure networking, password policies, and access management to safeguard the information entrusted to us.

While we take all reasonable precautions, no method of electronic transmission or storage is 100% secure. We encourage clients to use our secure portal rather than email when sharing sensitive documents.

Cookies & Analytics

Our website may use standard cookies and analytics tools to improve website functionality, monitor traffic, and better understand how visitors interact with our site. These tools do not collect sensitive tax or financial information. You may disable cookies at any time through your browser settings, though doing so may affect certain site functionality.

Data Retention

We retain client records for the period required by applicable professional standards, IRS guidelines, and Kentucky law — generally a minimum of seven years. Records may be retained longer where required by law or ongoing engagement obligations. Upon expiration of the applicable retention period, records are securely destroyed.

Your Rights

You have the right to request access to the information we hold about you, to request corrections to inaccurate information, and to ask questions about how your data is used. To make any such request, please contact us using the information below.