Simple Finances, Inc. | Data Retention Policy | Effective Date: May 1, 2025
1. Purpose
Simple Finances, Inc. is an enrolled agent practice federally authorized to represent taxpayers before the Internal Revenue Service. This policy establishes the standards governing how long we retain personal, financial, and tax-related information collected from clients, prospective clients, and website visitors, and how that information is securely disposed of when retention periods expire.
This policy is maintained in accordance with our obligations under Circular 230, applicable federal and state privacy laws, and our own professional standards as a federally licensed tax practice.
2. Scope
This policy applies to all data collected through:
- This website (simplefinances.org), including contact forms, triage forms, and lead capture forms
- Our client portal and practice management platform
- Email correspondence and automated email marketing sequences
- Payment processing platform
- Appointment scheduling platform
- Any documents, tax records, or financial information submitted by clients or prospects
3. Categories of Data and Retention Periods
| Data Category | Retention Period | Basis |
| Client tax records and IRS correspondence | 7 years from date of service | IRS audit statute of limitations; Circular 230 professional standards |
| Engagement letters and signed agreements | 7 years from end of engagement | Professional liability; contract documentation |
| Case assessment reports and deliverables | 7 years from date of delivery | Professional liability; potential IRS representation continuation |
| Financial records, invoices, and payment records | 7 years | Federal and state tax recordkeeping requirements |
| Prospective client triage forms (not engaged) | 2 years | Business records; potential re-engagement |
| Lead magnet opt-ins and email marketing contacts | 3 years from last interaction or unsubscribe | CAN-SPAM compliance; business records |
| Website contact form submissions (no engagement) | 1 year | Business records; limited personal data |
| Scheduling records | 1 year | Business records |
| Website analytics data | 26 months | Google Analytics default; no personally identifiable data retained beyond this period |
4. Data Storage and Security
All client files and case documents are stored within our encrypted client portal and practice management platform. Financial records are maintained in our secure bookkeeping system. Email correspondence and marketing contact data are maintained through our email marketing platform, which is subject to that platform’s security standards.
We do not store full payment card information. Payment transactions are processed through our third-party payment processor and are governed by that platform’s PCI-DSS compliant data handling practices.
5. Disposal of Data
When retention periods expire, data is disposed of by the following methods:
- Electronic files: permanent deletion from all active systems and cloud storage, including backup copies where feasible
- Portal records: removed from our client portal and confirmed deleted from the platform
- Email marketing contacts: permanently removed from our email marketing platform lists and suppressed from future communications
- Physical documents (if any): cross-cut shredding
Disposal is completed on an annual review cycle, typically conducted each January, or upon specific client request.
6. Your Rights
You have the right to:
- Request confirmation of what personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data, subject to our legal and professional retention obligations
- Withdraw consent for marketing communications at any time by unsubscribing or contacting us directly
To exercise any of these rights, contact us at:
Simple Finances, Inc. | simplefinances.org | 219-213-3550
7. Policy Updates
We review this policy annually or whenever material changes occur to our data handling practices or applicable law. The effective date at the top of this page reflects the most recent review. Continued use of our website or services following a policy update constitutes acceptance of the revised terms.
Simple Finances, Inc. is a division of CIS, Inc. This practice is an enrolled agent firm federally authorized to represent taxpayers before the Internal Revenue Service under Circular 230. This policy does not constitute legal advice. For questions, contact us at simplefinances.org or 219-213-3550.