SteppinAI

Privacy Policy

Steppin Stone Tax & Accounting Services

Effective Date: January 1, 2025  ·  Last Updated: March 2026

1. Information We Collect

Taxpayer Information

We collect and process the following categories of taxpayer information:

• Personal identification — full legal name, date of birth, Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN)
• Contact information — address, phone number, email address
• Financial information — income, wages, investment income, deductions, credits, bank account information for direct deposit
• Tax documents — W-2s, 1099s, 1098s, and other tax-related documents
• Prior year tax information — prior year AGI, refund amounts, filing history
• Dependent information — names, SSNs, dates of birth of qualifying dependents
• Business information — for self-employed taxpayers, business income and expense records

System Information

• Login credentials — username and encrypted password hash
• Access logs — date, time, and IP address of system access
• Activity logs — actions taken within the SteppinAI system

2. How We Use Your Information

We use taxpayer information solely for the following purposes:

• Preparation and filing of federal and state income tax returns
• Electronic transmission of tax returns to the IRS and state tax agencies via IRS Modernized e-File (MeF)
• Communication regarding the status of your tax return
• Compliance with IRS e-file requirements and regulations
• Identity verification as required by IRS e-file standards
• Processing of tax refunds and payments

3. IRS e-File Disclosure

As an IRS Authorized e-file Provider, we are required to:

• Transmit your return only after receiving your signed Form 8879 (IRS e-file Signature Authorization)
• Retain a copy of your signed Form 8879 for three years
• Provide you with a copy of your completed return
• Notify you of IRS acceptance or rejection of your return
• Keep your tax return information confidential under IRC Section 7216

Under IRC Section 7216, we may not disclose or use your tax return information for any purpose other than preparing your return without your written consent.

4. Data Security

We protect your information using the following security measures:

• Encryption: Sensitive data including SSNs and bank information is encrypted at rest and in transit
• Access controls: Role-based access ensures staff only see information necessary for their role
• Audit logging: All access to taxpayer data is logged with user identity and timestamp
• Password security: All system passwords are hashed using bcrypt — plain text passwords are never stored
• Session management: System sessions automatically expire after periods of inactivity
• Physical security: Servers are located on-premises with restricted physical access

5. Data Retention

We retain tax return information in accordance with IRS requirements and professional standards:

• Tax returns and supporting documents — minimum 7 years from the date of filing
• Form 8879 (e-file authorization) — minimum 3 years
• System access logs — minimum 2 years
• Client correspondence — minimum 7 years

Upon written request, we will securely destroy records that are no longer required to be retained, using methods that prevent reconstruction of the information.

6. Disclosure to Third Parties

We disclose taxpayer information only in the following circumstances:

• IRS and state tax agencies — for the purpose of filing your tax return
• Bank partners — solely for processing your refund when you select bank product options (SBTPG, Republic Bank, etc.)
• Legal requirements — when required by law, court order, or government regulation
• With your consent — for any other purpose, only with your explicit written authorization

7. Your Rights

You have the following rights regarding your information:

• Access: You may request a copy of the information we hold about you
• Correction: You may request correction of inaccurate information
• Disclosure limitation: You may restrict how we use your information beyond tax preparation
• Complaint: You may file a complaint with the IRS Office of Professional Responsibility if you believe your rights have been violated

8. AI Processing

SteppinAI uses artificial intelligence to assist with document processing and tax preparation. Specifically:

• Uploaded documents may be analyzed by AI to extract tax-relevant information
• AI analysis is performed to assist preparers — all returns are reviewed by a licensed tax professional before filing
• AI systems used comply with data security requirements described in Section 4
• No AI system makes final filing decisions — human preparer approval is required for all submissions

9. Cookies and Technology

The SteppinAI client portal uses session cookies to maintain your login state. These cookies expire when you close your browser or log out. We do not use tracking cookies, advertising cookies, or any third-party analytics services.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of material changes by posting the updated policy on our website and updating the effective date above.