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Data Security Protection Policy

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Effective Date: 2/18/2026

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Brian Williams, CPA, PLLC (“we,” “us,” or “our”) is committed to protecting the confidentiality, integrity, and security of client information. This Data Security & Client Information Protection Policy (“Security Policy”) explains the measures we use to safeguard sensitive information and the procedures we follow for transmitting, storing, and disposing of client documents.

We may update this Security Policy from time to time. Any changes will be posted on this page, and continued use of our services after updates constitutes acceptance of the revised Security Policy.

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Secure Transmission of Client Information (TaxDome Portal Only)

 

To protect client data, Brian Williams, CPA, PLLC transmits and receives confidential documents and sensitive information exclusively through TaxDome, our secure client portal.

  • All private documents, tax records, and sensitive personal information must be uploaded and shared through TaxDome only.

  • Email is not a secure method of transmitting sensitive information. Clients should not send personally identifiable information or financial information via email, including (but not limited to) Social Security numbers, bank account details, routing numbers, tax documents, or identity verification documents.

If sensitive information is sent via email contrary to this Security Policy, you acknowledge the associated risks. Brian Williams, CPA, PLLC is not responsible for data that may be intercepted, misdirected, altered, or otherwise accessed by unauthorized parties during email transmission.

 

Website Data Collection & Storage

 

Our website is intended for informational and general communication purposes only. Brian Williams, CPA, PLLC does not collect, store, or maintain clients’ personally identifiable information (PII) or sensitive financial information on the backend of the website. Any transmission of confidential data should occur only through TaxDome.

 

Printed Documents & Office Pickup Procedure

 

If a client provides printed copies of tax-related or confidential information:

  • The documents will be scanned by Brian Williams, CPA, PLLC for secure processing.

  • Clients are required to pick up their printed documents at the office after scanning is completed.

  • If printed documents are not retrieved within a reasonable timeframe, they will be securely destroyed (shredded) to protect client confidentiality.

 

Device Security & Malware Protection

 

To support secure handling of client information, the firm’s devices are protected using security measures designed to reduce risk, including:

  • Anti-virus protection

  • Anti-malware protection

  • Standard device security practices intended to prevent unauthorized access and protect client data

 

Document Retention & Deletion Practices

 

Brian Williams, CPA, PLLC follows data minimization practices to reduce unnecessary retention of sensitive files:

  • Downloaded client documents are deleted as soon as the associated tax files are completed each year, where applicable.

  • Other necessary client files are maintained within secure cloud-based tax filing tools/software used for tax preparation and filing purposes.

 

We retain records as needed to comply with legal, regulatory, and professional obligations.

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TaxDome Security Policy (Third-Party Portal)

 

TaxDome is a third-party secure portal platform used for transmitting and managing sensitive client information. Clients may review TaxDome’s Security Policy here (third-party link):
https://taxdome.com/policies/security-policy

 

Questions or Concerns

If you have any questions about this Security Policy or how your information is protected, please contact us:

 

Mailing Address:

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Brian Williams, CPA, PLLC

3960 Executive Park Blvd, Suite 1

Southport, NC 28461

Email: brian@brianwilliamscpa.com

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