Home Services Contact Secure Portal Request Service

Legal

Privacy Policy

How we collect, use, and protect your information.

Last updated: September 17, 2026

Nelson Digital Tax Prep LLC ("we," "us," or "our") is a document and filing services firm in Nederland, Texas. We prepare tax returns, help form LLCs, build websites, support family-based immigration paperwork, provide notary services, prepare ITIN applications, assist with unemployment claims, handle Indian document services such as OCI and PAN, and assist with tourist visa applications. This policy explains what personal information we collect through nelsondigitaltaxprep.com and our client portal, how we use it, and the choices you have.

Information we collect

What we collect depends entirely on which service you ask us for. We collect only what that specific service requires, and we do not ask for a document unless it is needed to complete your request. Across our services this may include:

  • Contact and identity details: your name, email address, phone number, mailing address, and date of birth.
  • Government-issued photo identification: a driver's license, state ID, passport, green card, or other government-issued ID for you and, where the service requires it, for other people named in your matter such as a spouse, dependent, business co-owner, or immigration petitioner or beneficiary. Nearly every service we offer requires us to see photo ID at some point, and notary work requires it by law.
  • Taxpayer identification: a Social Security Number or ITIN for you and any household members included on your return, where required to prepare filings, and an EIN where we help form or file for a business.
  • Immigration and travel documents: passports, visas, I-94 records, work permits, prior immigration filings, proof of relationship such as marriage or birth certificates, travel itineraries, and destination-country application materials.
  • Financial and employment records: W-2s, 1099s, other income and deduction records, pay stubs, employer details, and prior-year returns or IRS correspondence.
  • Benefits and agency correspondence: notices, determinations, and claim records from agencies such as the Texas Workforce Commission or the IRS.
  • Business information: your business name, entity type, ownership and member details, and addresses, where you ask us to help form or file for a business.
  • Documents you ask us to notarize: affidavits, powers of attorney, loan signing packets, and originals presented for certified copies.
  • Website project materials: logos, branding, copy, and any content or account details you give us in order to build or host your site.
  • Account information: the credentials and verification settings tied to your client portal login.
  • Service request details: the service you requested, appointment times, and notes related to your matter.

Some of this is sensitive personal information, including government identification numbers and immigration status. We collect it only to carry out the service you requested, we do not use it for any unrelated purpose, and we do not use it to make decisions about you beyond performing that work.

How we use your information

We use your information to carry out the specific service you hired us for, which may mean preparing and filing a return or application, preparing formation or petition paperwork, verifying your identity for a notarization, building or hosting your website, or responding to an agency on your behalf. We also use it to communicate with you about your matter, to verify your identity when you access your account, to schedule and confirm appointments, and to meet our legal and recordkeeping obligations.

We do not sell your personal information. We do not rent or trade it, and we do not share it with third parties for their own marketing purposes.

Text messages (SMS) for account verification

Our client portal requires multi-factor authentication. By default, we send your one-time login verification code by email. You may instead choose to receive that code by text message.

  • What we send. Only transactional account-security messages: one-time verification codes when you sign in, and codes for password resets. We do not send marketing, promotional, or bulk text messages.
  • When we send it. Only in direct response to an action you just took on your own account, such as a sign-in attempt or a password reset request.
  • Consent is optional. SMS verification is a choice, not a requirement. You can create and use your account without it, and consent to text messages is never a condition of receiving any of our services.
  • Message frequency. Varies and depends entirely on how often you sign in to your own account. Most clients receive one message per sign-in.
  • Message and data rates may apply. Your mobile carrier may charge you for messages you receive, according to your own plan.
  • Availability. SMS verification is available for United States mobile numbers. If your number is outside the United States, we will continue sending your verification codes by email.
  • How to opt out. Reply STOP to any message to stop receiving texts from us, or switch your account back to email verification at any time under Settings in your client portal. Opting out of text messages does not close your account or affect any other service. Reply HELP for assistance, or contact us using the details below.

We do not share phone numbers collected for verification with third parties or affiliates for marketing purposes. Phone numbers are passed only to the messaging provider that delivers the message on our behalf.

How we protect your information

Documents you upload, including scans of driver's licenses, passports, and other identification, are stored in private, access-restricted storage and encrypted at rest. Taxpayer identification numbers are encrypted with a dedicated encryption key and are never displayed in full in ordinary use, only the last four digits. Access to your account requires multi-factor authentication. No method of transmission or storage is completely secure, but we take these measures to protect your information appropriately given how sensitive it is.

Please do not email sensitive documents or identification numbers to us. Upload them through your client portal or bring them to your appointment instead, so they stay in encrypted storage.

Who we share information with

We share your information only as needed to do the work you hired us for or as the law requires. Depending on your service, that may include the IRS and state tax agencies, U.S. immigration authorities, the Texas Workforce Commission, state business filing offices, Indian government services and their authorized processing centers for OCI, passport, or PAN applications, and destination-country consulates or their visa processing partners such as VFS Global. Where you ask us to build or host a website, it may include your domain registrar and hosting provider.

We also use service providers that host our systems, deliver our email and text messages, and support scheduling. These providers may use your information only to perform services for us. We may also disclose information where required by law or valid legal process. We never share your information with anyone for their own marketing purposes.

How long we keep it

We retain client records for as long as your account is active and afterward for the period required by tax, immigration, notary, and professional recordkeeping rules, which varies by service. Notary records in particular must be retained for a period set by Texas law. You may delete your account and its associated documents at any time from Settings in your client portal, though we may need to retain certain records where the law requires it.

Your choices

  • Review and update your contact details under Profile in your client portal.
  • Choose how you receive login verification codes under Settings.
  • Opt out of text messages at any time, as described above.
  • Request a copy of the information we hold about you, or ask us to correct it, by contacting us.
  • Delete your account and uploaded documents from Settings.

Children's privacy

Our client portal is not intended for use by children, and we do not knowingly create portal accounts for anyone under 18. We do collect information about minors, including identification and taxpayer identification numbers, when a service requires it, such as a dependent on a tax return or a child named in an immigration or Indian document application. We handle that information with the same protections described in this policy.

Changes to this policy

If we change this policy, we will post the updated version on this page and revise the "last updated" date above.

Contact us

If you have questions about this policy or about how we handle your information: