Effective September 2, 2026. Last updated September 2, 2026.
1. Who we are
Cigar City Consulting LLC ("we," "us," or "our") operates a secure client portal that lets tax professionals and their clients exchange documents, sign engagement letters, and process payments in one place. This Privacy Policy explains what information we collect, how we use it, and the choices you have.
This policy applies to our website, our client portal, and our text message program.
2. Information we collect
Information you give us
•Contact details. Name, email address, mailing address, and mobile phone number.
•Account information. Login credentials, firm or business name, and role.
•Documents you upload. Tax returns, forms, statements, engagement letters, and any other files you or your tax professional place in the portal.
•Payment information. Processed by our payment provider. We do not store full card numbers on our systems.
•Communications. Messages you send us by email, text, or through the portal.
Information we collect automatically
•Device and browser type, operating system, and IP address.
•Pages viewed, links clicked, and timestamps.
•Cookies and similar technologies, described in section 9.
Sensitive information
Because we serve tax professionals, documents in the portal may contain sensitive personal information such as Social Security numbers and financial account details. We treat this information as confidential and handle it under the safeguards described in section 7.
3. How we use your information
•To provide, operate, and maintain the portal and our services.
•To create and manage your account and authenticate you.
•To send appointment reminders, document requests, engagement letter notifications, and account alerts by email and, where you have consented, by text message.
•To process payments and send receipts.
•To respond to your questions and provide customer support.
•To detect, investigate, and prevent fraud, abuse, and security incidents.
•To comply with legal, tax, and regulatory obligations.
We do not sell your personal information, and we do not use the contents of documents you upload for advertising.
4. SMS and mobile information
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
How we obtain consent We collect your mobile number only when you provide it to us and affirmatively consent to receive text messages. Consent is given by checking an unchecked consent box on our opt-in form at portal.cigarcitycapital.com, by giving verbal permission during onboarding, or by texting us first. Consent is never assumed and is never a condition of purchasing or using our services.
What we send Appointment reminders, document request follow ups, engagement letter notifications, and account alerts. We do not send unsolicited promotional messages to numbers that have not opted in.
What we store When you opt in, we record your mobile number, the exact consent wording you agreed to, the date and time of consent, and the page or channel where consent was given. We keep this record so we can demonstrate consent if a carrier or regulator asks.
How to stop Reply STOP to any message to unsubscribe. You will receive one confirmation and no further messages. Reply HELP for help, or email [email protected]. Message frequency varies. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
5. How we share information
We share personal information only in these circumstances:
•With your tax professional or their client, as needed to complete the engagement you are part of.
•With service providers who work on our behalf under written confidentiality obligations, including hosting, email and SMS delivery, e-signature, payment processing, and customer support. They may use the information only to perform services for us.
•For legal reasons, when required by law, subpoena, or court order, or to protect the rights, property, or safety of our users or the public.
•In a business transfer, such as a merger, acquisition, or sale of assets, subject to this policy continuing to apply.
We do not sell, rent, or trade personal information. We do not share mobile numbers or SMS consent data with third parties or affiliates for their own marketing.
6. Data retention
We keep personal information for as long as your account is active and afterward as needed to meet legal, tax, accounting, and recordkeeping obligations, resolve disputes, and enforce our agreements. Tax documents are generally retained in line with IRS recordkeeping guidance. SMS consent records are kept for at least four years after consent is withdrawn. When information is no longer needed, we delete it or de-identify it.
7. Security
We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit, access controls, and least privilege permissions. As a provider serving tax professionals, we maintain a written information security program consistent with the Gramm-Leach-Bliley Act Safeguards Rule and IRS Publication 4557.
No method of transmission or storage is completely secure. If we learn of a breach affecting your personal information, we will notify you as required by applicable law.
8. Your choices and rights
•Access and correction. You can view and update most account information by signing in, or by contacting us.
•Deletion. You may request deletion of your personal information, subject to our legal and recordkeeping obligations.
•Email. Use the unsubscribe link in any marketing email. We will still send transactional messages about your account.
•Text messages. Reply STOP at any time.
•State privacy rights. Depending on where you live, you may have additional rights to know, correct, delete, or opt out of certain processing, and to appeal a decision. We do not discriminate against anyone for exercising these rights.
To make a request, email [email protected]. We may need to verify your identity before acting.
9. Cookies and tracking
We use cookies and similar technologies to keep you signed in, remember preferences, and understand how the site is used. You can control cookies through your browser settings. Disabling cookies may limit some portal features. We honor Global Privacy Control signals where required by law.
10. Children's privacy
Our services are intended for adults and businesses. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided us information, contact us and we will delete it.
11. Changes to this policy
We may update this policy from time to time. We will post the new version here and update the effective date at the top. If the changes are material, we will give you additional notice by email or through the portal.