Legal

Privacy Policy

Last updated 13 November 2026. What we collect, why we collect it, who sees it, and how you can have it corrected or deleted.

1. Who we are

NoticeClerk (“NoticeClerk”, “we”, “us”) helps tax preparers sort the IRS and state notices their clients receive. This policy explains how we handle personal information on our website, in our emails and in the service itself.

2. What this policy covers

This policy applies to noticeclerk.com, to email we send and receive, and to the notice-sorting service. It covers three groups of people:

  • Website visitors and mailing-list subscribers.
  • Tax preparers and firms who use or are considering the service.
  • Taxpayers whose personal information appears on a notice a preparer sends us. We never contact these people. We handle their information only on the preparer’s behalf, for the purpose described in section 4.

If you are a pilot customer, your signed data agreement sets additional terms and takes priority over this policy where the two differ.

3. Information we collect

Information you give us

  • Mailing list. Your email address, the time you signed up and the time you confirmed.
  • Correspondence. Your name, email address and anything else you include when you write to us.
  • Notices. The notice files a preparer forwards (photos, scans or PDFs), the one-line context that comes with them, and feedback on our results. A notice can contain a taxpayer’s name, address, identification numbers and tax details. We ask preparers to black out names and Social Security numbers first, because the notice code, dates and amounts are all we need.

Information collected automatically

  • Technical data when you visit the website, such as IP address, browser type, device type, pages requested and the time of the request. Our hosting and security providers process this to deliver the site and protect it from abuse.
  • A security check on our forms, to filter out automated sign-ups.

Business contact information from public sources

We may contact tax preparers at business email addresses they have published on their own websites. We keep the address and the page where we found it, and we stop contacting you as soon as you ask.

4. How we use it

  • To read a notice, sort it, and return a result to the preparer who sent it. This is the only purpose we use notice contents for.
  • To email you about NoticeClerk if you subscribed, or to reply to your message.
  • To operate, secure and improve the website and the service, including preventing abuse.
  • To meet our legal obligations.

We do not sell personal information, we do not use it for advertising, and we do not use your notices to train AI models, ours or anyone else’s.

We rely on your consent to email you. When you join the mailing list we send a confirmation email first, and the consent box on the form starts unticked. For business emails sent to addresses published on a firm’s own website, we rely on implied consent under the anti-spam laws that apply to us and identify ourselves and how to opt out in every message.

Preparers who send us notices confirm they are entitled to share them with us for this purpose. You can withdraw consent at any time (see section 11).

6. Who we share it with

We share personal information only with service providers that help us run NoticeClerk, and only as far as they need it to do that. These providers fall into a few categories:

  • website hosting, security and content delivery;
  • storage for the mailing list and the notice records we need to return your result;
  • email sending and receiving;
  • the AI model that drafts each result.

Each provider is bound by written terms that limit its use of the information to providing its service to us. Pilot customers receive the current list of providers in their data agreement.

We may also disclose information if the law requires it, or to protect our rights or the safety of others. If NoticeClerk is ever sold or merged, we will tell you before your information is transferred and becomes subject to a different policy.

7. Cookies and similar technologies

This website does not set advertising or tracking cookies, and it does not show a cookie banner. It may use strictly necessary technologies, such as the security check on our forms. Our pages load some resources, such as fonts, from content delivery providers, which means your browser contacts those providers and they can see your IP address.

8. How long we keep it

  • Notices and results: deleted 30 days after the result is returned, or sooner if you ask. At the end of a pilot we delete everything and confirm in writing.
  • Mailing list: until you unsubscribe or ask us to delete your address.
  • Correspondence: as long as needed to deal with your request and keep a record of it.
  • Technical logs: a short period set by our hosting provider.

9. How we protect it

We use encryption, access controls and the provider terms described above to protect personal information. Only the people who need a notice to produce your result can see it. No system is perfectly secure. If a breach affects your information, we will tell the affected preparer within 72 hours of confirming it. More detail is on our security page.

10. Where it is stored

Our providers may store or process information in the United States, Canada and other countries. Information held in a country is subject to that country’s laws, including any right of its authorities to access it.

11. Your rights and choices

You can ask us to tell you what personal information we hold about you, correct it, or delete it. You can withdraw your consent to be emailed at any time by clicking unsubscribe in any email or by replying to ask us to stop. We act on these requests promptly and within 30 days.

If you are a taxpayer and your information reached us through a preparer, please contact that preparer first, or write to us and we will help route your request. Depending on where you live, you may have further rights under local law, such as the right to complain to a privacy regulator.

12. Children

NoticeClerk is for tax professionals and is not directed at children. We do not knowingly collect information from anyone under 16.

13. Changes to this policy

We may update this policy from time to time. When we do, we will change the date at the top, and for significant changes we will also email subscribers and pilot customers.

14. Contact us

Questions, requests or complaints about privacy: support@noticeclerk.com.

NoticeClerk, Austin, Texas, USA. Our full mailing address is available on request.