tax pilot

Privacy Statement

Effective Date: August 5, 2026

Table of Contents

Introduction

Tax Pilot (“Tax Pilot,” “we,” “our,” or “us”) provides outsourced payroll tax compliance and management services including multi-state filings, registrations, agency notice resolution, and SUI rate management to businesses, payroll service bureaus, PEOs, ASOs, and enterprise organizations across the United States.

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Statement describes Tax Pilot’s policies and practices regarding the collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and we will update this Privacy Statement from time to time as we undertake new personal data practices or adopt new privacy policies.

This Privacy Statement applies to visitors of our website and to individuals whose personal information we collect directly as prospects, customers, or business contacts. It does not govern the payroll or employee data that Tax Pilot processes on behalf of our clients, which is addressed separately below under “Use of the Tax Pilot Services.”

Privacy Contact

Tax Pilot is headquartered in Salt Lake City, Utah, in the United States. If you have any questions or concerns about Tax Pilot’s personal data policies or practices, or would like to exercise your privacy rights, please contact our privacy team at:

Email: privacy@thetaxpilot.com

How We Collect and Use (Process) Your Personal Information

Tax Pilot collects personal information about its website visitors, prospects, and customers. With a few exceptions, this information is generally limited to:

  • •Name
  • •Job title
  • •Employer name
  • •Work address
  • •Work email
  • •Work phone number

We use this information to respond to inquiries, provide prospects and customers with information about our services, and deliver our payroll tax compliance services.

We do not sell personal information to anyone, and we only share it with third parties who help us facilitate the delivery of our services (see “When and How We Share Information with Third Parties” below).

From time to time, Tax Pilot receives personal information about individuals from third parties, typically including additional details about your employer or industry. We may also collect personal data from third-party websites (e.g., LinkedIn).

Use of the Tax Pilot Website

As is true of most other websites, the Tax Pilot website collects certain information automatically and stores it in log files. This information may include internet protocol (IP) addresses, the general region or location from which your device is accessing the internet, browser type, operating system, and other usage information about your use of our website, including the pages you view. We use this information to help design our site to better suit our users’ needs, diagnose problems with our servers, administer our website, analyze trends, and gather broad demographic information that assists us in identifying visitor preferences.

Tax Pilot has a legitimate interest in understanding how visitors, customers, and potential customers use its website. This helps us provide more relevant products and services and appropriate support to meet customer needs.

Cookies and Tracking Technologies

Tax Pilot’s website uses cookies and similar tracking technologies, such as web beacons and pixel tags, to operate the site and to understand how it is used. These generally fall into a few categories:

  • •Essential cookies, which are necessary for the website to function properly.
  • •Analytics cookies, which help us understand how visitors interact with our site so we can improve it.

Most web browsers allow you to control cookies through their settings, including blocking or deleting them. Please note that disabling certain cookies may affect the functionality of our website. We do not currently respond to browser “Do Not Track” signals.

Use of the Tax Pilot Services

In delivering our payroll tax compliance services, Tax Pilot processes personal information which may include names, Social Security numbers, wage and tax data, and related payroll information on behalf of our clients (such as employers, payroll service bureaus, PEOs, and ASOs) in order to complete filings, registrations, notice resolution, and related tax administration tasks.

When Tax Pilot processes this information, we do so as a service provider/data processor acting under contract with, and on the instructions of, our client, who remains the data controller responsible for that information. If you are an employee or other individual whose personal information has been processed by Tax Pilot on behalf of your employer or another Tax Pilot client, and you have questions about that data, please contact your employer or that client directly in the first instance, as they are best positioned to respond. You are welcome to also contact us at privacy@thetaxpilot.com, and we will route your request appropriately and coordinate with the relevant client as needed.

When and How We Share Information with Third Parties

The personal information Tax Pilot collects from you is stored in one or more databases hosted by third parties located in the United States. These third parties do not use or have access to your personal information for any purpose other than to provide services to Tax Pilot, such as cloud storage and retrieval. On occasion, Tax Pilot engages third parties to send you information, including information about our products, services, and events.

We maintain a current list of our third-party subprocessors. You can request a copy of this list at any time by emailing privacy@thetaxpilot.com.

We do not otherwise reveal your personal data to non-Tax Pilot persons or businesses for their independent use unless: (1) you request or authorize it; (2) the information is provided to comply with the law (for example, in response to a subpoena or court order), to enforce an agreement we have with you, or to protect our rights, property, or safety, or the rights, property, or safety of our employees or others; (3) the information is provided to our agents, vendors, or service providers who perform functions on our behalf; (4) it is necessary to address emergencies; or (5) it is necessary to address disputes or claims, or in response to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, and other third parties for business or promotional purposes.

The Tax Pilot website may connect with third-party services such as LinkedIn and others. If you choose to share information from the Tax Pilot website through these services, you should review that service’s privacy policy. If you are a member of a third-party service, these connections may allow that service to associate your visit to our site with your personal data held by that service.

Transferring Personal Data to the U.S.

Tax Pilot is headquartered in the United States, and information we collect about you is processed in the United States. By using Tax Pilot’s services, you acknowledge that your personal information will be processed in the United States.

Depending on the circumstance, Tax Pilot collects and processes personal data with your consent, to perform a contract with you, or to fulfill a legitimate interest of Tax Pilot in a manner that does not outweigh your rights and freedoms. Where required, Tax Pilot enters into data processing agreements and applies appropriate contractual safeguards with its vendors and clients to protect the privacy and security of your personal data.

For more information or if you have questions, please contact us at privacy@thetaxpilot.com.

Data Subject Rights

Depending on your location, applicable privacy laws (such as the EU/UK General Data Protection Regulation and various U.S. state privacy laws) provide certain rights to individuals regarding their personal data, which may include the right to:

  • •Be informed about how your data is collected and used
  • •Access the personal data we hold about you
  • •Correct (rectify) inaccurate personal data
  • •Request erasure of your personal data
  • •Restrict or object to certain processing of your personal data
  • •Receive a copy of your personal data in a portable format
  • •Not be subject to decisions based solely on automated processing, including profiling

This Privacy Statement is intended to provide you with information about what personal data Tax Pilot collects about you and how it is used. If you wish to confirm that Tax Pilot is processing your personal data, or to access, correct, or delete personal data we hold about you, please contact us at privacy@thetaxpilot.com.

You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Tax Pilot might have received the data; the source of the information (if you did not provide it directly to us); and how long it will be stored. In many jurisdictions, you also have the right to lodge a complaint with your local data protection authority if you have concerns about how we process your personal data.

Before we act on a request, we will take reasonable steps to verify your identity. This may include asking you to confirm information we already hold about you, or to provide additional information so that we can match your request to our records. If an authorized agent submits a request on your behalf, we may ask for proof of their authority to act for you. We will not use information provided for verification for any other purpose.

We will acknowledge your request promptly and respond within 45 days where U.S. state privacy laws apply, or within one month where the EU or UK GDPR applies. If your request is complex, or if you have made a number of requests, we may need more time. In that case we will tell you within the original period, explain why, and extend our response by up to an additional 45 days (U.S.) or two months (EU/UK), as permitted by applicable law. Reasonable access to your personal data will be provided at no cost. If access is denied, we will explain why.

Security of Your Information

Tax Pilot implements appropriate technical and organizational measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

Data Storage and Retention

Your personal data is stored on Tax Pilot’s servers and on the servers of the cloud-based service providers Tax Pilot engages, located in the United States. Tax Pilot retains customer and service data for the duration of the business relationship and for a period of time thereafter, as needed to meet legal, regulatory, tax, and recordkeeping obligations, and for our own operational, historical, and archiving purposes. Tax Pilot retains prospect data until it no longer has business value and is purged from our systems.

All personal data that Tax Pilot controls may be deleted upon verified request from data subjects or their authorized agents, subject to our legal and contractual obligations. For more information on where and how long your personal data is stored, or on your rights of erasure and portability, please contact us at privacy@thetaxpilot.com.

Children’s Data

Tax Pilot’s website and services are directed to businesses and are not intended for children. We do not knowingly solicit or collect personal information from children.

Changes to This Privacy Statement

We may update this Privacy Statement from time to time. When we do, we will revise the “Effective Date” above and post the updated statement on this page. We encourage you to review this page periodically for the latest information on our privacy practices.

Questions, Concerns, or Complaints

If you have questions, concerns, or complaints, or would like to exercise your privacy rights, please contact us at:

Tax Pilot
Salt Lake City, Utah
privacy@thetaxpilot.com