🔐 Arlyce Cleveland LTD Privacy Policy

Effective Date: July 1, 2025

Version: 1.0

1. Purpose of This Policy

Arlyce Cleveland LTD ("we," "us," or "our") values your privacy. This policy explains how we collect, use, share, and protect your personal information in compliance with the Minnesota Consumer Data Privacy Act (MCDPA), Internal Revenue Code §7216 and §6713, and applicable federal privacy laws.

2. Information We Collect

We collect the following categories of personal information:

- Identifiers: Name, address, email, phone number, date of birth, Social Security Number (SSN), Tax ID
- Financial Information: Income, deductions, employment records, investment data, banking details
- Government Records: W-2s, 1099s, tax returns, IRS correspondence
- Professional Information: Employer name, job title, payroll data (if applicable)
- Technical Information: IP address, login activity, usage data from our client portal
- Children’s Information: We may collect personal information about minors under the age of 16 when provided by a parent or legal guardian in connection with preparing tax returns or other financial documents (e.g., dependents on a return, education credits, or child-related tax benefits). We do not knowingly collect data directly from minors or provide services directly to them. If we discover that information was collected without parental consent, it will be deleted immediately.

3. How We Use Your Information

We use your data to:

- Prepare and file federal and state tax returns
- Perform accounting, advisory, and payroll services
- Communicate with you via email, phone, or secure messaging
- Fulfill legal, regulatory, or contractual obligations
- Improve service delivery and internal operations

4. Your Rights Under the MCDPA

As a Minnesota resident, you have the right to:

- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request that we delete personal data (subject to legal obligations)
- Portability: Receive your data in a transferable format
- Opt Out: Request that your data not be used for targeted advertising, data sales (we do not sell personal data), or automated profiling decisions

To submit a privacy rights request, email us at privacy@accounting-offices.net or use the secure message feature in your client portal.

5. How We Share Your Information

We do not sell personal information. We only share your data with:
- Authorized employees of Arlyce Cleveland LTD
- Government agencies (e.g., IRS, MN Department of Revenue)
- Third-party providers under contract (e.g., TaxDome, QuickBooks, payroll processors)
- Banks or financial institutions upon your request
- Legal or regulatory bodies when required by law

All third parties are bound by confidentiality and data protection agreements. We comply with IRS regulations under IRC §7216 and §6713, which strictly govern the use and disclosure of tax return information.

6. Data Security and Retention

We use administrative, technical, and physical safeguards to protect your data, including:
- Encrypted communication (email and portal)
- Secure cloud storage with access controls
- Employee training on privacy and data handling
- Regular security assessments

We retain your information as long as legally required (typically 7 years or more), after which it is securely deleted.

7. Data Breach Notification

In the event of a data breach that affects your personal information, we will notify you without unreasonable delay, in accordance with Minnesota and federal law. Notifications will include details of the incident, the types of data affected, the steps we’ve taken and recommended steps you can take to protect yourself.

8. How to Contact Us

For questions, concerns, or to exercise your privacy rights, contact:

Arlyce Cleveland LTD
9380 Central Ave NE, Suite 412
Blaine, MN 55434
📞 (763) 786-4626

9. Updates to This Policy

This policy may be updated to reflect changes in laws or practices. The latest version will always be available at: https://accounting-offices.net/privacy-policy

Privacy Rights FAQ

As part of our commitment to transparency and your privacy rights under the MCDPA, here are answers to a few common questions:

❓ How can I request a copy of my personal data?
- Send a secure message through your client portal
- Call our office at (763) 786-4626
We may need to verify your identity before processing the request. Once verified, we’ll provide the requested information within 45 days, as required by law.

❓ What happens if I request that my data be deleted?
- We will review and verify your identity
- Determine whether any of your information must be retained to fulfill legal or tax-related obligations
- Remove all eligible data from our systems and notify you of completion

🔒 Important: We are legally required to retain certain financial and tax records for a minimum of 7 years, even if deletion is requested.

❓ Can I update or correct information you have about me?
- Yes. Request a correction through your client portal or call us at 763-786-4626. We will review your request and update our records accordingly.

❓ Do you sell or share my personal information for marketing?
- No. We do not sell or share your information for advertising or marketing. Your data is only used to deliver the services you’ve engaged us for, such as tax preparation, accounting, and financial advisory services.