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Capital Tax Services

Privacy Policy

How Capital Tax Services handles the information you share with us, both on this website and in the course of providing services.

Last updated:

1. Introduction

Capital Tax Services Inc. (“Capital Tax Services”, “we”, “us” or “our”) operates the website at capitaltaxservices.net (the “Site”) and provides trucking compliance, permit, registration and tax preparation services (the “Services”).

This Privacy Policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what choices you have. It applies to information collected through the Site and to information you provide when engaging us for Services.

By using the Site or submitting information to us, you acknowledge that you have read and understood this Policy.

2. Information we collect

2.1 Information you provide directly

When you complete our contact form, use the chat widget, call us, email us, or visit our office, you may provide:

  • Identifiers — name, email address, telephone number, business name
  • Enquiry details — the service you are interested in and any message you write
  • Service information — where you engage us, information necessary to perform the work, which may include USDOT and MC numbers, Employer Identification Numbers, vehicle identification numbers, mileage and fuel records, insurance details, entity formation documents, and financial and tax information

2.2 Sensitive information

Providing tax preparation Services necessarily involves sensitive information, which may include Social Security numbers, taxpayer identification numbers, income records and financial account details. We collect this only where it is necessary to perform Services you have engaged us for, and we handle it in accordance with Section 7.

Please do not send sensitive information through the website contact form, the chat widget, or ordinary email. These channels are not encrypted end-to-end. If we need such information, we will tell you how to provide it securely.

2.3 Information collected automatically

Our hosting infrastructure records standard technical information when you visit, including IP address, browser type and version, device type, operating system, referring page, pages viewed, and timestamps. We use the IP address of contact form submissions for rate limiting — to prevent automated abuse of the form.

2.4 Cookies and similar technologies

The Site itself sets no advertising or cross-site tracking cookies. Our chat widget stores a single value in your browser’s local storage to remember whether you have dismissed the chat panel, so it does not reappear on every page. This value stays on your device, is not transmitted to us, and can be cleared through your browser settings.

Embedded third-party content — specifically the Google Maps frame on our home and contact pages — may set cookies governed by that provider’s own policies. See Section 5.

3. How we use information

We use personal information to:

  • Respond to your enquiries and provide requested information
  • Prepare quotes and provide the Services you engage us for
  • Prepare and submit filings to government agencies on your behalf
  • Communicate with you about work in progress, deadlines and renewals
  • Maintain the records we are required by law to retain
  • Detect, prevent and respond to fraud, abuse and security incidents
  • Comply with legal, regulatory and professional obligations

We do not sell personal information. We do not share it with third parties for their own marketing purposes, and we do not send marketing email to people who have only submitted an enquiry.

4. How we share information

We disclose personal information only in these circumstances:

  • Government agencies — where necessary to perform the Services you have engaged us for. This includes the Internal Revenue Service, the Federal Motor Carrier Safety Administration, the Illinois Secretary of State, the Illinois Department of Revenue, the Illinois Commerce Commission, and equivalent agencies in other jurisdictions.
  • Service providers — vendors who support our operations, such as our website hosting provider and our email provider. They may access information only as needed to perform their function and are not permitted to use it for their own purposes.
  • Professional advisers — our own attorneys, accountants and insurers, where reasonably necessary.
  • Legal requirements — where we are required to disclose information by law, subpoena, court order or other legal process, or where disclosure is necessary to protect our rights, your safety, or the safety of others.
  • Business transfer — in connection with a merger, acquisition, reorganisation or sale of assets, subject to the acquirer honouring this Policy.
  • With your consent — where you have directed us to share information with a specific third party, such as your insurance agent, lender, factoring company or broker.

4.1 Tax return information

Where we prepare tax returns, federal law places specific restrictions on the use and disclosure of tax return information. We will not use or disclose your tax return information for any purpose other than preparing or assisting in preparing your return, except as permitted by law or with your written consent.

5. Third-party services on this Site

Google Maps.Our home and contact pages embed a Google Maps frame showing our location. Loading it involves a connection to Google, which may collect data under its own privacy policy. We do not control and are not responsible for Google’s data practices.

Hosting. The Site is hosted on infrastructure operated by DigitalOcean, which processes technical request data as described in Section 2.3.

Email delivery. Contact form submissions are delivered to our business email address over an authenticated SMTP connection. The content of the submission is transmitted to our email provider for delivery.

6. Data retention

We retain personal information only as long as necessary for the purposes described in this Policy, or as required by law:

  • Enquiries that do not become engagements — retained for a reasonable period to respond and to maintain a record of the contact, then deleted.
  • Client and filing records — retained for the periods required by IRS, FMCSA, IRP, IFTA and Illinois record-keeping rules, which vary by record type and generally range from three to seven years or longer.
  • Technical logs — retained for a short period for security and diagnostic purposes.

7. How we protect information

We maintain administrative, technical and physical safeguards designed to protect personal information against unauthorised access, disclosure, alteration and destruction. These include transport encryption on the Site (HTTPS), authenticated and encrypted email transmission, access controls limiting who can view client records, and secure disposal of records no longer required.

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. This is why we ask you not to send sensitive information through unencrypted channels — see Section 2.2.

8. Your rights and choices

You may at any time:

  • Request access to the personal information we hold about you
  • Request correction of information that is inaccurate or incomplete
  • Request deletion of information, subject to records we are legally required to retain
  • Withdraw consent to a specific disclosure you previously authorised
  • Opt out of communications that are not necessary to the Services we are providing

To exercise any of these, contact us using the details in Section 13. We may need to verify your identity before acting on a request. We will respond within the time required by applicable law.

Depending on your state of residence, you may have additional statutory privacy rights. If you believe you have such rights and wish to exercise them, contact us and we will handle your request in accordance with applicable law.

9. Children’s privacy

The Site and Services are directed to businesses and adults. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will delete it. If you believe a child has provided us information, please contact us.

10. Do Not Track

Some browsers transmit a “Do Not Track” signal. There is no common industry standard for responding to these signals, and the Site does not perform cross-site tracking, so we do not alter our practices in response to them.

The Site links to third-party websites, including government agency sites. We do not control those sites and are not responsible for their content or privacy practices. This Policy applies only to this Site.

12. Visitors outside the United States

The Site is operated from the United States and our Services are provided to clients in the United States. If you access the Site from another country, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction.

13. Changes to this Policy

We may update this Policy to reflect changes in our practices or legal requirements. The “Last updated” date at the top of this page indicates when it was last revised. Material changes will be highlighted on this page. Continued use of the Site after changes take effect constitutes acceptance of the revised Policy.

14. How to contact us

For any question about this Policy or about how we handle your information: