Electronic Communications Policy

Last Updated: January 1, 2026

Varitas Tax & Advisory is committed to protecting the confidentiality and security of client information. This Electronic Communications Policy explains how we communicate electronically and outlines important limitations related to electronic communications.

1. Permitted Electronic Communications

We may communicate with clients electronically using the following methods:

  • Email (for general, non-confidential communication)

  • Secure client portal provided through Intuit Link

  • Website contact forms (general inquiries only)

Electronic communications may be used for scheduling, general questions, status updates, and administrative matters.

2. Secure Client Portal

All sensitive tax information, personal identifying information, documents, and electronic signatures must be exchanged exclusively through our secure client portal provided by invitation after onboarding.

Clients will receive a secure portal invitation via email. Access to the portal requires authentication and is encrypted for data protection.

3. Prohibited Use of Electronic Communication

Clients should not transmit confidential or sensitive information through:

  • Website contact forms

  • Standard email

  • Text messages

  • Social media platforms

Sensitive information includes, but is not limited to:

  • Social Security numbers

  • Tax documents (W-2s, 1099s, prior-year returns)

  • Bank account or routing numbers

  • Government identification

Information sent through unsecured methods may not be protected and is transmitted at the client’s own risk.

4. Email Limitations

While email is a convenient form of communication, it is not always secure. By communicating with us via email, you acknowledge that email communications may be subject to interception, misdelivery, or unauthorized access.

We reserve the right to redirect communications to our secure client portal when appropriate.

5. Client Responsibility

Clients are responsible for:

  • Maintaining the security of their own devices and email accounts

  • Protecting portal login credentials

  • Not sharing access credentials with unauthorized individuals

Failure to follow secure communication instructions may result in delays or refusal of service.

6. Consent to Electronic Communications

By contacting Varitas Tax & Advisory electronically or engaging our services, you consent to receive electronic communications consistent with this policy.

You may request alternative communication methods when reasonably available.

7. Changes to This Policy

This Electronic Communications Policy may be updated periodically. Any changes will be posted on this page with an updated effective date.

8. Contact Information

If you have questions about this policy or our communication practices, please contact us through our website or by using the secure client portal after onboarding.

Encryption and Data Security

Varitas Tax & Advisory uses secure, third-party platforms to exchange and store client information. These platforms employ industry-standard security measures, including encryption, to protect data during transmission and storage.

While we take reasonable steps to safeguard client information, no electronic transmission or storage method can be guaranteed to be completely secure.