Privacy Policy
When you use Evans Sternau CPA you are entrusting us with your information. We understand the gravity of this responsibility. We work hard to protect your information and to put you in control of your information.
This Privacy Policy is designed to aid your understanding of what information we collect, why we collect it, and how you can manage your information, whether through our Services or third-party services (collectively, the “Services”). We encourage you to read the entire Privacy Policy before using our Services. By using the Services, you consent to the terms of this Privacy Policy as well as our Terms of Service.
CATEGORIES OF INFORMATION WE COLLECT
Depending on your relationship with us, we may collect specific categories of information about you. Below is a description of categories of information that we may collect.
Client Relationship Information
This category includes information that we may request from you, or that which you voluntarily provide us with, for our records about you as a client and the services we provide to you. This may include items such as your business contact information, your background/history, services you have obtained from us, unique identification numbers associated with you, and other information our cloud servers may gather about you to serve you better, such as family members’ names.
Personal Identifiers and Demographic Information
This category includes: state and federally protected classes of individual information, contact information such as your name, phone number and email, and other types of general information that may be used to identify you. This category includes items such as your city, state, country, and time zone.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Client Financial Services Information
This category includes the information we may request from you or that which you voluntarily provide us as part of financial services that we provide you, such as tax filings. This information may include compensation plans, information necessary for tax filings and other state or federal disclosures, corporate records, investments, and other related information.
Employment Information
This category includes any information related to your previous and current employment. This includes your prior employer(s), compensation, title, and information found on Forms W2 and other related tax documents. Additionally, we may have information for direct deposits, information contained in your resume and cover letter, and any information related to your application or employment at Evans Sternau CPA.
Education Information
This category includes information such as educational institutions attended, degrees obtained, scholarships awarded, graduation date, school email, and grade point average (GPA). Typically, we have this information because you applied for a position with us.
Internet or Network Activities
This category includes information we gather when you interact with our websites or systems, such as internet protocol addresses, search history, session IDs, completion of web forms, as well as other site usage information gathered through cookies hosted on our website.
Internal Corporate Information
This category refers to the information that we may obtain in the normal course of performing our internal business operations. This may include information about our Service Providers and 3rd Party vendors’ employees, business contacts including billing contacts, address and location, and services provided.
Location Data
This category includes information like your city, state, country, and time zone.
BUSINESS PURPOSES FOR INFORMATION USE
We may use your categories of information for business development, marketing, and virtual event management. This business purpose includes activities such as:
- Lead generation
- Marketing campaigns by mail or email or through our website
- Travel and expense reporting
- Hosting internal conferences and training for employees
- Hosting or sponsoring events for our employees, clients, and the general public
We may use your categories of information to aid in the provision of services to our clients. This business purpose includes activities such as:
- Tax Preparation & Filings
- Client Services & Invoicing
- Outsourced Business Services
- User Registration & Access Rights Monitoring
We may use your categories of information to comply with our legal, professional, and regulatory obligations. This business purpose includes activities such as:
- Corporate insurance management
- Payroll processing, reporting, and administration
- Data loss prevention and security monitoring
- Background screening
- Professional certifications and ethical compliance
- Personnel and incident investigations & litigation matters
- Regulatory & government compliance matters
- Government requests and subpoena responses
We may use your categories of information so that we can manage our relationship with you as a client. This business purpose includes activities such as:
- Client on-/off-boarding & communication outreach
- Background screening
- Contract engagement, engagement letters, and other contractual obligations
- Event management & registration
We may use your categories of information to ensure the physical and electronic security of Evans Sternau CPA. This business purpose includes activities such as:
- Mobile device management
- Physical, technical, and administrative security reviews
- Network monitoring & online intrusion detection
- Digital user registration & access monitoring
We may use your categories of information to ensure we are in compliance with our obligations to our employees. This business purpose includes activities such as:
- Credit review and background screening
- Personnel compensation, travel, and expense reporting & reimbursement
- Employee insurance, benefits, and leaves of absence
- Employee management, lifecycle & records
We may use your categories of information as part of managing our service providers and third-party vendors. This business purpose includes activities such as:
- Vendor assessments & security evaluations
- Vendor agreement negotiations, executions, and implementations
- Order processing
- Vendor payment reconciliation
- Accounts receivable & payable processing
We may use your categories of information to aid in the performance of our internal business operations. This business purpose includes activities such as:
- Strategic enhancements & new service development
- Systems implementation & support services
- Day-to-day business operations
- Insurance, tax, and payroll preparation & filing
Please note, we use all categories only as permitted by law or as we may notify you. If your consent is required by law, we will obtain your consent prior to the use and/or collection of your information.
OUR SOURCES OF INFORMATION & HOW WE COLLECT INFORMATION
We collect categories of information via multiple methods.
You, or your legal representative or authorized agent, are our main source when collecting your information in all the categories above. We collect your information through the following methods:
- E-mails
- Over the phone
- In-person
- Electronic files
- Paper documents
- Event registration forms
- Web forms
- Employment applications
Our clients are another source for collecting your information in all the categories above. We collect your information through the following methods:
- E-mails
- Over the phone
- In-person
- Electronic files
- Paper documents
- Integration, APIs, file transfer websites.
- Database and data warehouse access
- Event registration forms
Our business partners, service providers, and third-party vendors represent another source for accumulating your information in all the categories above. We collect your information through the following methods:
- Over the phone
- In-person
- User account portals
- Electronic files
- Paper documents
- Event sponsorship forms & rosters
- Web forms
- Contracts, including service agreements and statements of work
- Integrations, APIs, File Transfer Sites
Publicly available sources are used to collect your information for the following categories: personal identifiers and demographic information, client relationship information, location data, employment information, and educational information. We collect your information through the following methods:
- Social media
- Websites (such as professional networking sites & online searches)
- Magazine, newspaper, blogs, and other reporting media
- Online professional forums
- White papers and other peer review publications
Educational institutions, professional and government licensing groups, and your interaction with these entities is an additional source for collecting your information for each of the following categories: personal identifiers and demographic information, location data, employment information, and educational information. We collect your information through the following methods:
- Over the phone
- In-person
- User account portals
- Paper documents
- Electronic files
- Web forms
WE COMBINE INFORMATION
We combine information we collect from you on the website with information we receive from you in person, by email, or by other means. We also combine information you provide with information we obtain from third parties and service providers.
WE COMBINE INFORMATION
On an as-needed basis, we may share all categories of information above with third parties, service providers, and others. We share personal information with vendors who provide services to us. Refer to Categories of Information We Collect, to see the types of information that may be relevant to you.
Our service providers are categorized in at least one of the following categories based on the services they provide us:
- Business operational services (such as payroll processing, recruitment, AR/AP processing, or other like services)
- Legal, compliance and advisory services (such as attorneys, financial advisors, and external consultants)
- Marketing, events & communications (such as hosted events, newsletters, and email marketing)
- Telecommunication & mobile services (such as telephone systems and inter-office messaging services)
- Network, data centers & infrastructure services (such as internet, intranet, email, software and cloud servers)
We share information with government and regulatory authorities in the course of providing services to you, such as preparation of tax returns. We only share information when required to in order to comply with the law or to protect our legal interests. We may share information we collect about you to respond to a court order or subpoena. We may share information in response to a government agency or investigatory body request. This may include sharing information with the U.S. or Canadian governments. We may share information if necessary to prevent physical harm or financial loss. We may share information we collect when we are investigating potential fraud or other illegal activity.
We share information with any successor to all or part of our business. If all or part of our business is sold, we will share information as a part of that transaction. If there is a merger or acquisition, we will also share your information. We will also share information as part of a financing or bankruptcy.
We share information as permitted by law and for other reasons we may describe to you.
YOU HAVE CERTAIN CHOICES
We provide you with the following about how we use information:
You can opt out of receiving our marketing emails at any time by clicking click the unsubscribe link located at the bottom of our emails. If you opt out of receiving marketing messages, you will still receive non-marketing messages. If you object to our use of your information for direct marketing purposes, please email us at info@es.cpa.
Our Verification Process
Before we can begin to process your request, we must first verify your identity. We will use the following points of information for our verification process.
- Full Name
- E-mail Address
- Phone Number
Requests made for your categories of information require that we verify your identity using at least two data points listed above.
For requests to delete information, we require two or three of the points of information above, depending on the sensitivity of the information to be deleted.
How To Make A Request
You or your proxy may make a request by emailing us at info@es.cpa. A customer service representative will collect the necessary information from you and provide you with details about how you can provide us with any additional documentation that may be necessary.
Children’s Privacy
We do not knowingly collect, use, or disclose personal information from children under the age of 13 without prior parental consent, except as permitted by the Children’s Online Privacy Protection Act (“COPPA”). If you are a parent or guardian of a child under age 13 and believe we collected information in a manner not permitted by COPPA, please email us at info@es.cpa.
Data Security
We maintain strict security procedures to help protect against loss, misuse, unauthorized access, disclosure, alteration, or destruction of the information you provide to us. No data transmission or storage, however, can be guaranteed to be 100% secure. As a result, we cannot guarantee the security of any information you disclose or transmit to us online and cannot be held responsible for the theft, destruction, or inadvertent disclosure of your information.
You are responsible for maintaining the confidentiality of your account password and for any access to or use of our services using your password, whether or not authorized by you. Please notify us immediately if you suspect any unauthorized use of your account or any other breach of security.
Privacy Policy Updates
We may modify this Privacy Policy at any time by posting revisions here.
Contact Us
If you have any questions about this Privacy Policy, you may contact us at:
- By Email:
info@es.cpa Subject: “Privacy Policy Questions”
- By Mail:
Evans Sternau CPA
9450 Grogans Mill Rd SUITE 145, The Woodlands, TX 77380
