Privacy Policy

Last updated: July 2026

At ZIA CPA Associates, your privacy is our priority. We understand that you trust us with sensitive financial and business information, and we treat that trust seriously.

This Privacy Policy explains how we collect, use, and protect personal information when you visit our website, request professional services, subscribe to updates, or use our staff or client portal.

Who This Applies To

This policy applies to:

• Website visitors and prospective clients
• Clients who engage us for professional services
• Newsletter and alert subscribers
• Staff and client portal account holders

Our services typically include:

• Business formation and entity structuring (LLC, INC, EIN, ITIN)
• Accounting and financial management
• Tax preparation and compliance
• Virtual / fractional CFO and outsourcing services
• Telecom and regulatory compliance advisory

We handle information responsibly and in line with applicable data protection laws.

Information We Collect

We collect only what we need to deliver services and operate our platforms. This may include:

• Name, email address, phone number, and mailing address
• Business name, formation details, and related engagement information
• Portal account credentials, profile details, and role or permission data
• Documents and files uploaded, shared, or generated through the portal
• Information submitted through website forms (contact, business setup, telecom compliance review, and similar inquiries)
• Newsletter or alert subscription email addresses
• Basic usage, analytics, and security logs collected through cookies or similar technologies

We do not sell or rent your personal information under any circumstances.

How We Use Your Information

We use the information you provide to:

• Deliver accounting, tax, formation, and compliance services
• Operate portal access, document sharing, and related collaboration tools
• Communicate project updates, filings, reports, and support responses
• Send optional newsletters, compliance reminders, or service notices (you may opt out at any time)
• Protect the security of our website and portal and improve site performance

Portal Accounts & Documents

• Portal access is invitation-based and controlled by role (for example, staff versus linked client accounts).
• Documents and files in the portal are visible to authorized ZIA personnel and to clients linked to the relevant engagement.
• You are responsible for keeping login credentials confidential and for activity under your account.
• Unauthorized access, credential sharing, or misuse of portal materials is prohibited.

Portal use is also governed by our Terms & Conditions.

Sharing With Third Parties

We do not disclose personal information to third parties unless it is needed to complete your service or operate our platforms - for example:

• Filing with government agencies such as the IRS or state registrars
• Processing payments through verified payment providers
• Trusted service providers that support hosting, email delivery, analytics, or similar infrastructure

These parties may use your information only to perform their assigned function and are expected to maintain appropriate confidentiality.

Retention

We retain personal information and documents for as long as needed to deliver services, meet legal or accounting obligations, and support active portal relationships. When information is no longer needed, we archive or delete it in a secure manner. Deliverable copies may also be maintained for a limited period as described in our Terms & Conditions.

Data Security

We protect personal and financial data using measures such as:

• Encryption during transmission
• Restricted access to systems and portal data
• Access limited to authorized personnel

No method of transmission or storage is completely secure. We work to protect your information but cannot guarantee absolute security.

Your Choices

• Opt out of marketing emails or newsletters at any time
• Request access to, correction of, or deletion of personal information where applicable
• Contact us for help with portal account access or document questions

Legal Disclosure

We may disclose information if required by law, court order, or regulatory authority, or if necessary to protect our rights or comply with legal obligations.

Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements.

Updates will be posted on this page with a new "Last updated" date. For major updates, we may also notify you by email when appropriate.