Privacy Policy

This website, woodtaxadvisory.com, is operated by Wood Tax Advisory, a tax preparation and bookkeeping practice run by Matthew Wood. In this policy, "we," "us," and "our" mean Wood Tax Advisory.

This policy explains what information the website collects, why, who we share it with, and the choices you have. If you have a question or request about your information, email matt@woodtaxadvisory.com.

We collect information in the following ways.

When you download a resource

When you download a resource, we collect your name and email address, and your business type if you choose to add it. If you use an interactive checklist, we also collect your answers and whether you asked for a personal follow-up. We also record which resource you requested and when, the page you were on, the page you came from, any campaign (UTM) tags in the link you followed, and an internal status we use to track our follow-up. Submissions are stored in our Notion workspace. To help block automated spam, the form also checks how long it was open; that check is not stored. If saving a submission fails, we receive an email notice, sent through Resend, that contains the name, email address, resource, and campaign tags from that submission, along with a technical error message.

When you book a consultation

Our Cal.com consultation scheduler appears in an embedded window on this site. Cal.com collects the name, email address, business description, services of interest, and notes you enter, the appointment time you choose, and campaign (UTM) tags from the link you arrived by. Cal.com's privacy policy applies to the information it collects.

When you request a link to your Tax Recap (clients only)

If you are a client, we add your first and last name, email address, tax year, and a review access code to our client review database so we can send you a link to your Tax Recap. When you enter your email address on the "Your Tax Recap" page, we check it against that database and, if it matches, email you a sign-in link.

To prevent abuse, link requests are recorded with a one-way scrambled (hashed) version of the email address entered and of your IP address, the time of the request, and its outcome. We do not store the plain email address or IP address for these records.

Information collected automatically

Like most websites, our hosting provider automatically processes technical information when you visit, such as your IP address, browser type, the pages you request, and the time of the request, in order to deliver the site and keep it secure. We use Vercel Web Analytics to count page views for aggregate statistics. It does not use cookies to identify visitors. Visitors are identified only by a hash created from the incoming request, and a visitor's session is discarded after 24 hours. Each page view may store the time, page URL, referrer, approximate location (country, region, and city), device type, operating system, and browser. We do not run analytics on the client review area (/my-review) or the admin area (/admin), and we do not use advertising pixels or cross-site tracking tools on our own pages.

When you email us

If you email us, we receive your email address and whatever you include in your message.

• To deliver the resources you request.
• To send a personal follow-up email about your results if you asked for one. You can ask us to stop at any time.
• To schedule and confirm consultations.
• To send clients secure sign-in links to their Tax Recap.
• To respond to your questions and requests.
• To operate, secure, and protect the website, including limiting repeated sign-in link requests.
• To comply with legal obligations.

This policy covers information collected through this website. How we handle the tax and financial information you share with us as a client is covered by your engagement agreement. If you have questions about it, email matt@woodtaxadvisory.com.

We share information only with service providers that help us run the website and our practice, and only as needed for them to provide their services to us:

• Notion, where we store resource download and checklist form submissions.
• Cal.com, which provides the embedded consultation scheduler and collects the booking information described above.
• Resend, our email delivery provider, which sends email from us, including Tax Recap sign-in links and notices to us about form submissions.
• Supabase, our database provider, which stores client review records and the hashed link-request records described above.
• Vercel, our website hosting and web analytics provider.

We may also disclose information if required by law, to protect our rights or the safety of others, or as part of a sale or transfer of our business.

We do not sell your personal information or share it with third parties for their own marketing.

Our own website sets cookies only for signing in:

• Client review session cookie: set after a client opens a sign-in link, so they can return to their review without requesting a new link. It lasts up to 60 days.
• Administrator session cookie: used only by Wood Tax Advisory staff to sign in to the site's admin area. It lasts up to 7 days.

We do not use advertising or analytics cookies. The embedded Cal.com scheduler may set its own cookies, which are covered by its privacy policy linked above.

• Resource download and checklist information is kept for 24 months after your most recent submission or booking with us, and then deleted, unless you become a client or ask us to delete it sooner. Booking information is kept until you ask us to delete it, or until we no longer need it for the purpose it was collected. To ask, email matt@woodtaxadvisory.com. We delete the record from our Notion workspace and the email notices we hold about it. Booking details are also held by Cal.com, which applies its own retention practices.
• Client review records are kept while you are a client and afterward for as long as needed to meet our legal and professional record-keeping obligations. Sign-in links expire after 15 minutes and can be used only once.
• Hashed link-request records are used for security purposes. No automatic deletion schedule is currently configured for them; you can ask us to delete records connected to your email address.
• Hosting logs are kept for a limited period by our hosting provider (Vercel) under its standard settings.
• Web analytics page views are kept by Vercel under its standard settings and are used by us only in aggregate.

We use reasonable safeguards to protect information, including encrypted (HTTPS) connections, single-use sign-in links that expire after 15 minutes, secure sign-in cookies that page scripts cannot read, a client database that only our own server can read, and hashing of email and IP addresses in link-request records. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

• Access, correction, and deletion: email matt@woodtaxadvisory.com to ask what information we hold about you, to correct it, or to delete it. We may need to keep some information where the law requires it.
• Follow-up emails: reply "stop" to any follow-up email, or email us, and we will stop sending optional follow-up emails. We may still send messages you asked for or that relate to a service, such as booking confirmations or Tax Recap sign-in links.
• Cookies: you can block or delete cookies in your browser. If you block the client review cookie, you will need a new sign-in link each visit.

California. Our website does not track visitors across other websites, so it does not change how it operates when your browser sends a "Do Not Track" signal. Third-party services embedded on the site, such as the scheduler, handle Do Not Track under their own policies.

All visitors. This policy is posted so anyone can see what the website collects and how it is used. Send any privacy request to matt@woodtaxadvisory.com.

This website is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, email us and we will delete it.

This website links to other websites, such as our social media profiles. Their privacy practices are governed by their own policies, not this one.

We may update this policy from time to time. When we do, we will post the updated version on this page and change the effective date above.

Questions or requests about this policy or your information: matt@woodtaxadvisory.com.