POLICIES

Comprehensive Privacy Policy

Your privacy is important to us.

We collect nonpublic personal information (NPI) about you and your household or business from various sources, including:

• Communications with you regarding your tax/bookkeeping situations
• Organizers, or other documents that supply such information as your name, address, telephone number, Social Security Number, number of dependents, income, and other tax-related data
• Tax-related documents you provide that are required for processing tax returns, such as Forms W-2, 1099-R, 1099-INT and 1099-DIV, and stock transactions
• Electronic tools and applications used to collect, store, reconcile and compile such information
• Any other documents you provide to us to assist in the preparation of your tax return/bookkeeping

To keep this and other information about you and/or your company confidential, the Firm utilizes a secure Portal system which allows the secure transmission of data between the Client and Firm. Should the Client choose to send confidential information to the Firm via email, the Client agrees not to hold the Firm liable for any damages incurred.  We do not disclose any nonpublic personal information about our clients, prospective clients, or former clients to anyone, except as requested by our clients in writing or as required by law. If the need should arise and you need any information to be delivered to an outside source, please notify us before that entity does to protect your confidentiality.

We restrict access to personal information concerning you, except our employees who need such information to provide products or services to you. We maintain physical, electronic, and procedural safeguards that comply with federal regulations to guard your personal information.

If you have any questions about this privacy policy or would like more information, please contact our office.

Security Policy

Ethics and Acceptable Use Policies

MaeWeather Tax Co. & Finance Team requires all employees to conduct themselves professionally and ethically. An employee will not conduct unethical or illegal business in any way, nor should an employee influence other employees or clients to act unethically or illegally. Furthermore, an employee should report any unethical activities or detrimental conduct to an appropriate supervisor.

The security of company and client information is critical to our business. MaeWeather Tax Co. & Finance Team requires all employees to do their best to protect client information. We are trusted by our clients to protect sensitive information that is supplied while conducting business. Sensitive information is defined as any personal information (i.e., name, address, phone number, email, Social Security number, driver’s license number, bank account, credit card numbers, etc.) or company information not publicly available (i.e., clients’ financial information, employee information, schedules, technology, etc.). Public information is defined as easily obtainable using a public phone book, public or court records, and/or found on the Client’s website.  The employees will not reveal sensitive information about our company or our Client’s company to outside resources that do not have a need to know such data.

Physical Security

We restrict physical access to sensitive information or systems that house that information (i.e., computers or filing cabinets storing client data) to protect it from those who do not have a need to access that information. Media is defined as any printed or handwritten paper, received faxes, thumb drives, computer hard drives, servers, etc. All client data is considered to be confidential and securely stored. If the media needs to be shipped, it will be done by a secure courier or by using a shipping method that can be accurately tracked.

Protect Stored Data

Protect sensitive information stored or handled by the company and its employees. All sensitive information must be stored securely and marked as confidential until no longer needed for business reasons. Any media (i.e., paper, thumb drive, computer hard drive, etc.) that contains sensitive information must be protected against unauthorized access. Media no longer needed must be destroyed in such a manner to render sensitive data irrecoverable (i.e., shredding, destroying, disassembly, etc.).

Credit Card Information Handling Specifics

• Destroy cardholder information in a secure method when no longer needed. Media containing card information must be destroyed by shredding or other means of physical destruction that would render the data irrecoverable.
• It is prohibited to store the contents of the credit card magnetic strip (track data) on any media whatsoever.
• It is prohibited to store the card validation code (3- or 4-digit value printed on the card’s signature panel) or PIN number on any media whatsoever.
• All but the last 4 numbers of the credit card account number must be masked (i.e., x’s or *’s) when the number is displayed electronically or on paper.

Restrict Access to Data

Restrict access to sensitive information (business data and personal information) to those that have a need to know.

• As a service to our clients, we offer a secure online portal. This portal will be the ONLY way to pass sensitive information (i.e., tax documents, bank statements, personal identification) between the Client and MaeWeather Tax Co. & Finance Team.
• Information is NOT to be given to a third party or unauthorized individual (bank, employer, financial advisor, etc.) without a WRITTEN consent form completed by the Client.
• No employees should have access to credit card account numbers unless they have a specific job function that requires such access.

Security Awareness and Procedures

Keeping sensitive information secure requires periodic training of employees and contractors to keep security awareness levels high. The following company policies and procedures address this issue.

• Hold quarterly security awareness training meetings of employees and contractors to review correct handling procedures for sensitive information.
• Employees are required to read this security policy and verify that they understand it by signing an acknowledgment form.
• Background checks (such as credit and criminal record checks, within the limits of local law) will be conducted for all employees that handle sensitive information.
• Company security policies must be reviewed annually and updated as needed.

Engagement Agreement Policy

In conjunction with each specific Engagement Agreement signed and executed between MaeWeather Tax Co. & Finance Team (the “Firm”) and any individual and/or company (the “Client”), these policies are and will remain in effect throughout the time period of the engagement agreed upon between all parties named and unnamed in the Engagement Agreement.

Records

The Firm maintains copies of documentation furnished from you to us in our files during the course of the engagement. We ask that you please provide electronic copies whenever possible via the use of our secure online portal.

Our policy is to retain engagement documentation for a period of seven years, after which time, we will commence the process of destroying the contents of our engagement files. To the extent that we accumulate any of your original records during the engagement, those documents will be returned to you promptly upon completion of the engagement, and you will provide us with a receipt for the return of such records. The balance of our engagement file, other than a copy of your income tax return, which we will provide to you after our engagement, is our property. We will provide copies of such documents at our discretion and compensated for any time costs associated with the effort. The Client’s responsibility is to retain and protect records for potential review by any governmental or regulatory agency.

Third-Party Service Providers

The Firm may differ from time to time, and depending on circumstances, use third-party service providers to serve the Client’s account. The Firm may share confidential information about the Client with these service providers but remains committed to maintaining the Client’s information confidentiality and security. Accordingly, the Firm maintains internal policies, procedures, and safeguards to protect the Client’s personal information confidentiality. The Firm will secure confidentiality agreements with all service providers to maintain the Client’s information (see Security Policy). Furthermore, the Firm will take commercially reasonable precautions to determine that a third-party service provider has appropriate procedures in place to prevent the unauthorized release of the Client’s confidential information to others. If the Firm cannot secure an appropriate confidentiality agreement, the Client will provide written consent before sharing the Client’s confidential information with a third-party service provider.

Electronic Transmittals

During the course of our engagement, we may need to communicate with you or others via email transmission or vice versa. Email is a fast and convenient way to communicate; however, email is not a secure means of communication, and thus, confidentiality could be compromised. We cannot guarantee or warrant that emails from us will be properly delivered and read-only by the addressee. Therefore, we specifically disclaim and waive any liability or responsibility whatsoever for the interception or unintentional disclosure of emails transmitted by us to you or by you to us in connection with the performance of this engagement.  In that regard, you agree that we shall have no liability for any loss or damage to any person or entity resulting from the use of email transmissions, including any consequential, incidental, direct, indirect, or special damages, such as loss of revenues or anticipated profits, or disclosure or communication of confidential or proprietary information. To alleviate these concerns and per regulatory requirements, the Firm utilizes a secure Portal system to which the Client agrees to transmit and receive confidential information.  Should the Client choose to send confidential information to the Firm via email, the Client will not hold the Firm liable for any damages.

Alternative Dispute Resolution

The Parties shall use the procedure outlined in this section to resolve any dispute, contest, or claim that may result among the Parties that may relate to the Engagement Agreement. The purpose of the alternative dispute resolution procedures in this section is to resolve all disputes, contests, and claims without litigation.

Limitation of Liability and Indemnification

In recognition of this Agreement’s relative risks and benefits to both Parties, the Parties have agreed on the fair allocation of risk between themselves. As part of the Engagement Agreement, the Client agrees to limit the Firm’s total liability for any claims, losses, costs, or damages incurred by the Client that arise as a result of services performed by the Firm to only fees allocated to such service, which gave rise to the claim, loss, cost or damage.  The Client and the Firm intend and agree that this limitation shall apply to all liability or causes of action against the Client or the Firm, however, alleged or arising unless otherwise prohibited by law.

Unless the Firm is found to be grossly negligent in connection with this Engagement Agreement or to have performed its services fraudulently, the Client, its successors or assigns agree without limitation to indemnify and hold harmless the Firm, its partners, principals, employees, and agents against all losses, claims, damages, or liabilities which arise from services performed for the Client, under any statute, law, or regulation, including without limitation, the federal securities laws, and other federal or state statutes or common law, or otherwise. The Client also agrees to reimburse the Firm for reasonable legal and other expenses (including the cost of counsel and any investigations and reasonable trial preparation) incurred by the Firm arising from a dispute unless the Firm is found to be liable due to gross negligence or intentional fraud by an arbitrator under the Alternative Dispute Resolution terms in the above section.

Miscellaneous

Binding Effect

Subject to the restrictions on transfer in the Engagement Agreement, the Engagement Agreement binds and inures to the benefit of the Parties and their respective successors, personal representatives, heirs, and assigns.

No Waiver

The Firm’s failure to insist upon strict performance of any provision or obligation of the Engagement Agreement for any period is not a waiver of the Firm’s right to demand strict compliance in the future. Express or implied consent to or waiver of any breach or default in the performance of any obligations under the Engagement Agreement is not a consent to or waiver of any other breach or default in the performance of the same or any other obligation.

Governing Law

The Engagement Agreement’s provisions govern the Engagement Agreement and the Services rendered by the Firm to the extent such provisions are not in conflict with nonwaivable provisions of applicable law. The Engagement Agreement is governed, construed, and administered according to Texas’s laws, as from time to time amended, and any applicable federal law.  No effect is given to any choice-of-law or conflict-of-law provision or rule (whether of the State of Texas or any other jurisdiction) that would cause the application of the law of any jurisdiction other than those of the State of Texas.

Severability

The invalidity or unenforceability of any provision of the Engagement Agreement does not affect the validity or enforceability of any other provision of the Agreement.  If a mediator or arbitrator, under the Alternative Dispute Resolution section, determines that any provision is invalid, the remaining provisions of the Engagement Agreement are to be construed as if the invalid provision had never been included in the Engagement Agreement.

Entire Agreement

The Engagement Agreement supersedes all prior and contemporaneous understandings, agreements, representations, and warranties concerning the services rendered by the Firm, as between or among the Parties, oral statements, or prior written material not specifically incorporated in the Engagement Agreement have no force or effect. The Parties specifically acknowledge that, in entering into and executing the Engagement Agreement, each relies solely upon the representations and agreements contained in the Engagement Agreement and no others.

The Firm is pleased to serve the Client in the Engagement Agreement’s matters, and the Firm would also be pleased to assist the Client on issues as they arise throughout the year. We encourage the Client to call whenever we can be of assistance.

Refund Policy

No Refunds. Except as expressly provided herein, all payments under our Agreement for services rendered will be irrevocable, non-refundable, and non-creditable. MaeWeather Tax Co. & Finance Team does not offer refunds for services rendered under any circumstances. We understand that circumstances may arise in which we may be held liable; on a case by case basis we may accommodate clients based on the issue and our finding suitable to the situation that warrants corrective action.

Referral Policy

Client Referral Rewards
Referral Terms and Conditions

MaeWeather Tax Co. & Finance Team (“we”, “us”, or “our”) offers cash rewards to Clients who refer new Clients for tax preparation services. These referral terms and conditions (the “Referral Terms”) govern the payment of referral fees to Clients for making these referrals.

All referrals and use of the services are also subject to all the terms and conditions of the current versions (written or verbal) of the MaeWeather Tax Co. & Finance Team Engagement Agreement and any applicable Client Terms and Conditions (collectively, the “Agreements”).

Please read the terms and conditions carefully.

Qualified Referrals. We accept referrals only from Current Clients.

A current client is one who is active in our system and has NO outstanding balance.

Referrals will be paid once all conditions are met

All referrals must be reported to us either by the “You” the Current Client or by the “Potential” New Client. We are not responsible for determining if a “Potential Client” was referred. It is solely the responsibility of either “You” or the “Potential Client” to report that a referral exists.

1. Current Client referrals will be deemed qualified when “and” if the “Potential Client” (the person referred) successfully completes their tax return with us which now classifies “He/She” as a New Client.
2. The referred person (New Client) tax preparation fees must be at least $350 or more to qualify, and all fees must be paid in full prior to the release of referrals fees.
3. Fees will not be paid to a current Client who has an open (unpaid balance) Nor will fees be paid to the referred Client if the person referred (New Client) has an open (unpaid) balance. (*If New Client receives in house discounts it does not affect the total fees charged if discounts bring the total tax prep fees to less than $350
4. The qualification terms are subject to periodic change.
5. Referrals will be paid after Tax Season has ended. We use several payment methods; payment will begin to commence starting June 15^th. It is your responsibility to ensure that the address we have on file is correct. (*Payment disbursements and/or dates disbursed are subject to change. We make every effort to notify clients when referrals payments are disbursed. However, we Do Not Guarantee that Client’s will be notified via text or by personal phone. Please ensure that your address on file is correct.) MaeWeather Tax Co. & Finance Team has no obligation to pay any amount with respect to referrals where work was performed and the “Potential Client” either did not pay or refused services or account is pending or incomplete.
6. Clients are solely responsible for satisfying state regulated taxes that may be applicable based on payments received from MaeWeather Tax Co. & Finance Team under these Referral Terms. You shall comply with all applicable tax laws, rules, and regulations, including those governing the payment of federal, state, and local income taxes, self-employment taxes, estimated taxes, sales and use taxes, and taxes of any other nature.
7. You acknowledge that the amount of referral fees paid to you by MaeWeather Tax Co. & Finance Team and any revenue or other financial information about referrals is strictly confidential. You shall not disclose such information to any third parties for any purpose. You shall protect and safeguard such information against unauthorized disclosure or use by procedures no less stringent than those you use for protecting your own confidential or proprietary information, and in any event by use of no less than a reasonable degree of care.
8. These referral terms apply with or without user consent and MaeWeather Tax Co. & Finance Team may terminate its referral program at any time at its sole discretion with or without prior notice to the clients. Upon termination of the program, you will be entitled to receive any unpaid referral fees which had accrued but had not been paid up to the termination date or 180 days whichever is greater.
9. We may update these referral terms at any time with or without notice to you. The new terms shall be binding as to all referrals you report after the effective date of the revisions.
10. Entire Agreement. These referral terms state the entire agreement between MaeWeather Tax Co. & Finance Team and its Clients regarding the payment of referrals for all referrals made to us.

“DISCLAIMER $50 cash paid per each new client referred to MaeWeather Tax Co. & Finance Team TAX SERVICES (MaeWeather Tax Co. & Finance Team hereafter) by participant. A “new client” is a client (or married couple if filing married filing jointly) that has never received services from MaeWeather Tax Co. & Finance Team before and files a tax return with an MaeWeather Tax Co. & Finance Team fee greater or equal to $350. In order to refer new clients, have their tax return prepared by MaeWeather Tax Co. & Finance Team BEFORE referring new clients. Participant agrees to provide a valid email address as the primary means of communication in relation to MaeWeather Tax Co. & Finance Team Client Rewards Program. Participant cannot refer him/herself. Participant & participant’s referral cannot simultaneously refer each other. If any participant’s referrals do not pay their quoted MaeWeather Tax Co. & Finance Team fee in-full by May 1st of the current tax season, participant will not receive the $50 Client Rewards for each referral that has not paid-in-full. Participant understands and acknowledges that if participant’s referral fails to report the participant’s referrer name MaeWeather Tax Co. & Finance Team, will have no way of knowing they were referred by participant and could cause participant’s rewards to be delayed or not distributed at all. Client Rewards may be redeemed at the MaeWeather Tax Co. & Finance Team office. Cannot be combined with any other MaeWeather Tax Co. & Finance Team fee reduction promotion or offer. Associates and/or employees of MaeWeather Tax Co. & Finance Team cannot participate in this promotion without express written consent from Monica A. East, Owner. This offer expires May 1^st (current tax year) but may be extended at MaeWeather Tax Co. & Finance Team discretion.“