Privacy policy

Adaire, LLC (“Adaire,” “we,” or “us”) prepares tax returns. People trust us with some of the most sensitive information they have, and this policy explains what we collect, how we use it, who we share it with, and the choices you have. It covers adairetax.com, our consultations, and the services we provide to clients. Your engagement letter may add terms for your specific engagement.

Information we collect

Information you give us

When you request a consultation, we ask for your name, email address, phone number, and a description of your tax situation. When you book a call, our scheduling service collects your name, email address, and the time you choose. If you email or call us, we keep what you send.

Information you give us as a client

To prepare your return we collect what the return requires, which can include:

• identity details for you, your spouse, and your dependents, such as names, addresses, dates of birth, and Social Security or taxpayer identification numbers;
• income and financial documents, such as W-2s, 1099s, K-1s, brokerage and exchange statements, equity compensation records, and property records;
• prior-year returns and notices from tax authorities;
• bank account details for refunds and payments; and
• anything else you upload to the client portal or share with your preparer.

If you connect a brokerage, payroll, or exchange account through the client portal, documents from that account are delivered to us automatically.

Information from others

If CoinLedger referred you, CoinLedger shares your name, email address, and that you would like help with your tax return. People you authorize, such as a financial advisor or a previous preparer, may also send us your information.

Information collected automatically

When you visit the site, our hosting provider, Cloudflare, processes technical information such as your IP address, browser type, and the pages you request, so it can deliver the site and protect it from abuse. Cloudflare may set a strictly necessary security cookie. The site’s fonts load from Google Fonts, which receives your IP address. Our consultation form is provided by Tally, and its script loads on each page so the form can open; Tally receives your IP address and browser information, and may save small form settings in your browser’s local storage. We don’t use analytics or advertising cookies, and we will update this policy before we ever add them. We don’t track your activity across other websites, so the site doesn’t respond differently to Do Not Track or Global Privacy Control signals.

How we use information

• To answer your questions, hold your consultation, and prepare your quote.
• To provide our services: preparing, reviewing, and filing your returns, responding to tax notices, and keeping you updated on your engagement.
• To send emails about your consultation and about Adaire’s tax services. You can unsubscribe from these at any time; we will still send messages about an active engagement.
• To run and secure the site and our systems.
• To meet our legal and professional obligations, including tax preparer rules and record-keeping requirements.

Tax return information

Federal law, including section 7216 of the Internal Revenue Code and its regulations, limits how tax return preparers may use and disclose information provided to prepare a return. We use tax return information to prepare your return and provide the services you engage us for. This includes what you share before you become a client, such as your consultation form answers, what you tell us on a call, and prior-year returns you send so we can quote. We disclose it only as that law allows, for example:

• to the IRS and state tax authorities when we file your return or as you direct;
• to other tax professionals and service providers that help us prepare and file your return, such as our tax software and e-filing providers, who are subject to the same federal limits;
• when required by law, court order, or a professional regulator; and
• with your written consent.

We don’t use tax return information to market other products or services, and we don’t share it with anyone for their own purposes, including CoinLedger, without your written consent.

How we share information

Service providers

We use service providers that handle information on our behalf and are bound to protect it: Karbon for the client portal and practice management, Tally for our consultation form, Cal.com for scheduling, Customer.io for email, and Cloudflare for website hosting and security. We also use tax preparation, e-signature, e-filing, payment, email, and document storage providers.

Tax authorities

We send your returns and related information to the IRS and state tax authorities when we file them for you.

CoinLedger

Adaire is a subsidiary of CoinLedger, but federal law treats us as separate companies when it comes to your tax information. If CoinLedger referred you, we don’t tell CoinLedger anything about you, including whether you booked a consultation or became a client, unless you sign a separate consent form that names CoinLedger and says exactly what we’ll share. You don’t have to sign it to work with us, and you can ask us to stop sharing at any time. We never share your tax documents or return details with CoinLedger unless you ask us to in writing.

Legal requirements and business transfers

We may disclose information when required by law or to protect the rights and safety of our clients, our firm, or others. For tax return information, we do this only where federal tax law allows, for example to comply with a court order or subpoena, to get legal advice, or to report a crime. If Adaire is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, subject to this policy and the law, including the limits on tax return information.

We don’t sell personal information, and we don’t share it for targeted advertising.

Our federal privacy notice

Because we prepare tax returns, federal law treats Adaire as a financial institution. When you become a client, we give you our federal privacy notice with your engagement letter and ask you to confirm you received it. We don’t share your nonpublic personal information with companies outside our corporate family except as the law allows, for example with service providers who work for us, or with your consent. Within our corporate family, we share client information with CoinLedger only with your signed consent.

How we protect information

We maintain a written information security program, as federal law requires of tax preparers, with administrative, technical, and physical safeguards. Information moves to us encrypted, and access is limited to the people who need it to serve you. Email isn’t a secure channel, so please send Social Security numbers and tax documents through the client portal rather than by email. No system is perfectly secure; if a breach affects your information, we will notify you as the law requires.

How long we keep information

If you don’t become a client, we delete your consultation details within two years of our last contact with you. If you do, federal law requires us to keep a copy or record of each return we prepare for three years after the end of the July–June period in which we gave it to you to sign. We keep client files for at least seven years after your last return with us so we can help with questions, amendments, and notices, and then securely delete them.

Your choices

• You can unsubscribe from marketing emails using the link in any of them.
• You can ask to see, correct, or delete the information we hold about you by emailing us. We will verify your identity first, and we may need to keep some records where the law requires it.
• Depending on where you live, you may have additional privacy rights. Contact us to use them, and we won’t treat you differently for doing so.

Children

This site isn’t directed to children under 13, and we don’t knowingly collect information from them. Clients may give us information about their dependents to prepare a return, and we protect it like the rest of their information.

Other websites

The client portal (Karbon), our consultation form (Tally), scheduling (Cal.com), and sites we link to, such as LinkedIn and CoinLedger, are run by other companies under their own privacy policies.

Changes to this policy

When we change this policy, we will post the new version here with a new effective date. If a change materially affects how we handle client information, we will tell clients directly.

Contact us

Questions or requests about your privacy:

Adaire, LLC
2810 N Church St, Wilmington, DE 19802
hello@adairetax.com