Last Updated: August 3, 2026

This Privacy Policy explains how TaxRobot Inc. collects, uses, shares and protects information in connection with our websites and our software platform. It applies to visitors to our websites, to businesses that engage us for research and development tax credit studies, and to tax professionals who license our platform to prepare studies for their own clients.

1. WHO WE ARE

TaxRobot Inc. is a Texas-based company that provides software and services for the preparation of research and development tax credit studies. In this policy, “TaxRobot”, “we”, “us” and “our” refer to TaxRobot Inc.

We are not a certified public accounting firm, we do not act as a tax return preparer, and we do not file returns on behalf of clients.

2. INFORMATION WE COLLECT

Website information. If you complete a form on our website, we collect the information you provide, which is typically your name, business email address, telephone number and company name. We also collect technical and usage information about your visit through cookies and similar technologies, as described in section 6.
Account information. When an account is created on our platform we collect the account holder’s name and email address, together with authentication credentials.
Study information. To prepare a study we collect expense information, project information and time tracking information, and information drawn from tax filings. In the agency channel this information is submitted by the tax professional on behalf of their client.
Payroll information. If you choose to connect a payroll system to the platform, we receive employee wage information from that system through our payroll data provider. This connection is optional and a study can be completed without it.
Support information. If you contact us for support we collect your contact details and the content of your correspondence.
Payment information. Payments are processed by our payment processor. We receive confirmation of payment and transaction details. We do not collect or store full payment card numbers.

3. DOCUMENTS YOU UPLOAD ARE NOT RETAINED

Files uploaded to the platform are processed to extract the information required to prepare a study. The uploaded files themselves are not retained after processing. The information extracted from them, and the completed study deliverables, are retained as described in section 9.

The platform does not store Social Security numbers or taxpayer identification numbers.

4. HOW WE USE INFORMATION

To prepare, review and deliver research and development tax credit studies.
To create and administer platform accounts and to authenticate users.
To provide customer support and to respond to enquiries.
To process payments and administer our engagements.
To communicate with you about our services, including responding to requests you initiate.
To support a claim in the event that a taxing authority examines a study we prepared.
To operate, secure, maintain and improve our websites and platform.
To comply with our legal and regulatory obligations.

5. HUMAN REVIEW OF STUDIES

Parts of our study preparation process are automated. However, every study is reviewed by our personnel before it is released. No study is delivered to a client on the basis of automated processing alone, and we do not make decisions producing legal or similarly significant effects about any individual by automated means only.

6. COOKIES AND ANALYTICS

Our websites use cookies and similar technologies for site functionality, analytics and advertising measurement. This includes tools provided by third-party analytics and advertising platforms, which may allow those platforms to recognize your device across websites for advertising purposes.

You can control cookies through your browser settings. Disabling cookies may affect how parts of our website function.

7. SERVICE PROVIDERS WE SHARE INFORMATION WITH

We use third-party service providers to operate our business and our platform. We share information with them only as necessary for them to perform services for us, and they are not permitted to use it for their own purposes. These providers fall into the following categories:

Cloud infrastructure and hosting. Hosting of our platform and storage of platform data.
Artificial intelligence service providers. Processing of project and activity information as part of study preparation, under commercial terms.
Payroll data provider. Retrieval of wage information where a client elects to connect a payroll system.
Payment processor. Processing of payments.
Support ticketing provider. Management of customer support requests.
Customer relationship and marketing platforms. Management of business contact information and marketing communications.
Analytics and advertising platforms. Measurement of website usage and advertising performance.

We may also disclose information where required by law, in connection with legal proceedings, to establish or defend legal rights, or in connection with a merger, acquisition or sale of assets, in which case the recipient will be required to handle the information consistently with this policy.

8. WE DO NOT SELL PERSONAL INFORMATION

We do not sell personal information, and we do not disclose personal information to third parties in exchange for money. As described in section 6, our websites use advertising and analytics technologies that may involve disclosing limited technical information to advertising platforms for advertising measurement purposes.

9. DATA RETENTION

Uploaded documents are not retained after processing, as described in section 3. Study information and completed deliverables are retained for as long as we provide services to the client, and thereafter for as long as needed to support the study in the event of examination by a taxing authority and to meet our legal obligations. Website and marketing contact information is retained until you ask us to delete it or until it is no longer useful for the purpose for which it was collected.

You may request deletion of your information as described in section 12.

10. SECURITY

Our platform is hosted on cloud infrastructure operated under our own account. Information is encrypted in transit. Access to systems holding client information is limited to personnel who require it, and multi-factor authentication is required on privileged accounts. Application credentials are held in a managed secrets service rather than in application code.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. WHERE INFORMATION IS HELD

We operate in the United States and our systems are located in the United States. Our services are directed at businesses in the United States. If you access our websites from outside the United States, you are sending information to the United States.

12. YOUR CHOICES AND RIGHTS

You may ask us to provide a copy of the personal information we hold about you, to correct information that is inaccurate, or to delete information we no longer need to retain. You may unsubscribe from marketing emails at any time using the link in any such email, or by contacting us.

To make a request, contact us using the details in section 15. We may need to verify your identity before responding.

If you are a tax professional using our platform to prepare studies for your own clients, requests from those clients should be directed to you in the first instance, and we will assist you in responding.

13. CHILDREN

Our websites and platform are intended for use by businesses. We do not knowingly collect personal information from children.

14. CHANGES TO THIS POLICY

We may update this policy from time to time. When we do, we will revise the date at the top of this page. Material changes will be brought to the attention of platform users.

15. CONTACT US

TaxRobot Inc.
2929 Allen Parkway, Suite 200
Houston, TX 77019, United States
info@taxrobot.com