Privacy Policy

1. Scope

This Privacy Policy applies to personal information we collect through the public T&C Group Holdings, LLC website located at https://tcgroupholdings.com and https://www.tcgroupholdings.com, including public-facing pages, forms, questionnaires, intake workflows, agreements, payment-related workflows, and related online features or communications that we make available from time to time.

This Privacy Policy also applies when you:

• use our public website or online forms;
• request information, contact us, or start a service;
• complete intake forms, questionnaires, agreements, service addendums, invoices, or payment steps;
• provide documents or credentials needed for a requested service; and
• engage us for technology, translation, and related professional services.

Public portions of our website may be made available in English and Spanish.

This Privacy Policy does not apply to third-party websites, apps, platforms, or services that we do not control, even if we link to them or use them in connection with our services. Those third parties have their own terms and privacy practices.

2. Information We Collect

We collect information in the following categories.

A. Information you provide directly

Depending on how you interact with our website and services, we may collect information you provide through the Contact page, Get Started intake flow, Existing Customer workflow, Questionnaire pages, agreements, invoices, payment steps, email, or other approved channels.

For example, the public /contact page is generally used for general inquiries and may collect your name, email address, selected service, language preference, and message. The public /get-started page is used for service intake and may collect broader onboarding and service-request information needed to evaluate, open, route, and administer a requested engagement.

Categories of information may include:

• full name;
• mailing address and state of residence;
• email address;
• telephone number;
• preferred language;
• service requested;
• urgency level, deadline, budget range, and related intake details;
• free-text notes, project descriptions, examples, links, and questionnaire responses;
• signed agreements, service addendums, and related onboarding records;
• billing and invoicing details; and
• communications you send to us by email, website form, or other approved channel.

B. Service-specific information

Depending on the service requested, including information submitted through a service-specific questionnaire, we may also collect additional information reasonably necessary to perform that engagement.

Translation services. We may collect source documents, translated documents, names, dates, terminology preferences, intended use information, and related correspondence.

Technology services. We may collect project questionnaires, credentials, system-access details, hosting or domain information, platform information, content, configurations, implementation notes, troubleshooting details, website requirements, form or intake configuration details, and other information needed to perform the accepted scope of work.

C. Information collected automatically

When you use our website or online systems, including public pages and questionnaire workflows, we or our service providers may automatically collect limited technical information, such as:

• IP address;
• browser type;
• device or system information;
• pages or routes accessed;
• timestamps and request logs;
• referring URL or general request metadata; and
• security and fraud-prevention signals.

We collect this information primarily for site operation, security, spam and bot prevention, fraud prevention, diagnostics, and service delivery.

D. Cookies, session tools, and similar technologies

Our website and systems may use strictly necessary cookies, session controls, security technologies, and similar tools needed to operate the site, secure forms, maintain sessions where applicable, prevent abuse, and support service delivery. For example, portions of the public site may use security or bot-detection tools, including Cloudflare Turnstile or similar technologies, to protect public forms and reduce spam or abusive submissions.

We also use analytics and advertising-measurement tools on limited public portions of our website to understand aggregate use, measure the performance of our advertising, and improve our content and services. These tools may collect technical and usage information, such as pages viewed, interactions with public site content, browser or device information, referring information, and advertising-related identifiers. We do not intentionally provide these tools with form entries or other direct personal information.

As of the Last Updated date, we may use these tools in connection with our own advertising campaigns. We do not sell personal information to advertising brokers. If we materially change our use of cookies or tracking technologies, we will update this Privacy Policy.

E. Information from third parties

We may receive information from third parties when reasonably necessary to provide services or process transactions, such as:

• e-signature and document platforms;
• payment processors;
• delivery and mailing providers;
• website-security or bot-detection providers;
• hosting or platform vendors;
• government agencies, where relevant to the service; and
• your authorized representatives or persons acting on your behalf.

3. How We Use Information

We may use personal information to:

• respond to inquiries and communicate with you;
• verify requests and prevent spam, fraud, abuse, and unauthorized access;
• create, manage, and maintain intake, project, agreement, billing, and service records;
• send questionnaires, agreements, master service agreements, service addendums, invoices, service updates, and transactional communications;
• provide the specific service you requested;
• review, prepare, translate, assemble, deliver, or otherwise process documents and work product;
• collect payment and maintain billing records;
• operate, maintain, troubleshoot, and improve our internal systems and workflows;
• comply with legal, tax, regulatory, recordkeeping, and dispute-resolution obligations;
• enforce our agreements and protect our rights, clients, personnel, systems, and business;
• retain evidence of instructions, authorizations, delivery, or communications relevant to a service engagement; and
• use reasonable automation tools, cloud systems, AI-assisted tools, or third-party platforms as permitted by our agreements and applicable law.

Your consent to be contacted

When you submit your phone number, email address, or other contact information through the "Get Started" form or any other form on our website, you consent to our contacting you at that information -- by phone call, text or SMS message, email, or other reasonable means -- for all business and service purposes. This includes responding to your inquiry, scheduling and confirming appointments, requesting documents or clarification, quoting fees and confirming scope, delivering work product and invoices, sending service updates and administrative notices, and letting you know about other services we offer that may be relevant to you.

This consent applies to the contact information you provide and any updated contact information you later give us, and it continues for the duration of our business relationship, including between engagements.

You may opt out of promotional or marketing messages at any time by replying STOP to a text message, using the unsubscribe link in an email, or writing to contact@tcgroupholdings.com. Opting out of promotional messages does not stop transactional or service messages about an active engagement, which are necessary to perform the services you requested. Standard message and data rates may apply.

How data from the Contact and Get Started pages is handled

Contact page (/contact). Information manually entered into the Contact page is used to generate and deliver a contact inquiry to the Company, route the inquiry by service selection and language preference, and allow us to review and respond. Contact-page submissions are generally handled as communications records, not as completed service engagements by themselves. A Contact-page submission does not, by itself, guarantee acceptance of an engagement, create a project file, or place you on a marketing list.

Get Started page (/get-started). Information manually entered into the Get Started page is used to validate the submission, apply anti-spam and anti-abuse checks, check for duplicate submissions, create or update a client profile, create an engagement or project record, store intake records in internal systems and secure cloud storage, send transactional onboarding communications, and route the matter internally for service delivery. Depending on the workflow and prior relationship with us, previously known profile information may be reused to reduce duplicate data entry and continue an existing-customer or follow-on-service workflow.

We may rely on the information you submit through these pages as provided by you to evaluate scope, service availability, language routing, scheduling, follow-up needs, questionnaire routing, internal assignment, and, where applicable, billing assumptions or whether additional documentation is required. Submitting information through these pages does not guarantee that we will accept the matter, complete a service by a requested deadline, or achieve any particular outcome.

Special rule for tax return information we already hold

We no longer offer tax preparation and do not collect new tax return information. Where information we already hold constitutes tax return informationfrom an engagement performed before that service was discontinued, we use and disclose it only as permitted by applicable federal law, as necessary to close out or support that completed engagement, or pursuant to a separate written taxpayer consent where such consent is legally required.

We do not use personal information for third parties' own direct marketing purposes, and we do not sell or rent personal information to others for their own marketing.

4. When We Share Information

We may share personal information only in the following circumstances:

A. Service providers and vendors

We may share information with service providers that help us operate our business and deliver services. Depending on the service and workflow, these providers may include hosting, storage, email, e-signature, payment, mailing, security, and cloud-processing vendors.

Our current or commonly used provider categories may include, for example:

• Amazon Web Services (such as hosting, storage, database, infrastructure, S3, and CloudFront tools);
• Cloudflare or similar security providers for bot protection and traffic security;
• document delivery, file transfer, and cloud storage providers;
• Postmark, AWS SES, or similar transactional email providers;
• Square or similar payment processors;
• USPS or other mail or delivery carriers; and
• other vendors reasonably necessary to perform the requested engagement.

We authorize service providers to access or process personal information only as reasonably necessary for the services they perform for us, subject to contractual, technical, or operational controls as applicable.

B. Government agencies, authorities, and regulated recipients

We may share information with governmental authorities, courts, taxing authorities, or similar parties when:

• you direct or authorize us to do so;
• the sharing is necessary to perform the requested service;
• the law requires or permits the disclosure; or
• the disclosure is necessary to protect legal rights or respond to a lawful request.

Examples may include making a disclosure required by subpoena, court order, or other binding legal process.

C. Business protection and legal compliance

We may disclose information when we reasonably believe disclosure is necessary to:

• comply with law, regulation, legal process, or governmental request;
• enforce our agreements or policies;
• detect, prevent, or respond to fraud, abuse, security incidents, or unlawful conduct; or
• protect the rights, safety, property, or operations of the Company, our clients, or others.

D. Business transfers

If we are involved in a merger, acquisition, sale of assets, financing transaction, reorganization, or similar business event, personal information may be transferred as part of that transaction, subject to applicable law.

5. Sensitive Information

Some services require us to handle sensitive information, including government-issued identification details, financial records, source documents, signatures, and credentials. We also still hold tax return information from tax preparation engagements performed before that service was discontinued.

We collect and use sensitive information only as reasonably necessary for the requested service, security, fraud prevention, legal compliance, recordkeeping, or other lawful business purposes described in this Privacy Policy.

Please do not send Social Security numbers, taxpayer identification numbers, full payment card information, full account credentials, passport images, driver's license images, or other highly sensitive information through the public /contact page or any general inquiry form unless we have expressly asked you to do so through an appropriate channel. If a requested service requires sensitive documents or identifiers, we may direct you to a different intake, document, signature, or delivery workflow better suited for that purpose.

6. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, legal compliance, recordkeeping, security, dispute resolution, insurance, and enforcement of agreements.

Unless a longer period is required or justified, our general business practice is to retain service-related records for up to seven (7) years after the relevant engagement, project activity, or business interaction, or longer if:

• required by law;
• required by tax, accounting, or regulatory obligations;
• reasonably needed for audit-defense, insurance, or dispute-resolution purposes;
• needed to enforce agreements or preserve evidence; or
• required by an applicable record-retention policy or legal hold.

Examples include:

• Contact-page communications: may be retained as business communication records and may be associated with a later client or project file if you proceed with a service.
• Get Started intake records: may be retained in client, project, onboarding, communication, agreement, questionnaire, and operational records consistent with this Privacy Policy.
• Tax preparation records from previously performed services: we no longer offer tax preparation. Records from engagements completed before that service was discontinued are generally retained up to seven (7) years, or longer if required by law, regulation, audit-defense needs, insurance requirements, or legal hold.
• Translation records: source documents, completed translations, engagement records, correspondence, and delivery records may be retained for up to seven (7) years, or longer where legally necessary.
• Technology project records: questionnaires, project records, implementation notes, agreements, invoices, and delivery records may be retained for up to seven (7) years, or longer where legally necessary.
• Notary records from previously performed services: we no longer offer notary services. Records from notarial acts performed before that service was discontinued are retained only as reasonably necessary for the completed engagement, payment, legal compliance, and recordkeeping.

We may delete information sooner where appropriate, but backups, archives, legal holds, and system logs may persist for a period of time after operational deletion.

7. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction.

These safeguards may include secure HTTPS transmission, access controls, cloud-security features, role-based restrictions, vendor management, logging, and other security measures appropriate to the nature of the information and our operations.

No system, transmission method, or storage platform can be guaranteed to be 100% secure. For that reason, we cannot guarantee absolute security.

If we are required by applicable law to provide notice of a security breach, we will do so in the manner and timeframe required by applicable law.

8. U.S. Storage and Processing

Our operations and service providers are primarily based in the United States. By using our services or providing information to us, you understand that your information may be stored or processed in the United States.

9. Your Privacy Rights and Choices

Depending on your state of residence, the nature of the information, and whether a particular privacy law applies to us and the processing at issue, you may have rights such as:

• access to personal information we hold about you;
• correction of inaccurate personal information;
• deletion of personal information, subject to legal and operational exceptions;
• a copy or portability of certain information, where applicable;
• withdrawal of consent where processing is based on consent;
• limitation or objection rights where applicable law provides them; and
• the right to appeal a denial of a qualifying privacy request where applicable law requires an appeal process.

These rights are not absolute. We may deny or limit a request when permitted by law, including where we cannot verify identity, where records must be retained by law, where information is subject to legal privilege or exemption, or where the request conflicts with a pending service, billing, fraud-prevention, security, or dispute-resolution need.

How to submit a privacy request

To submit a privacy request, please email contact@tcgroupholdings.com with the subject line "Privacy Request" and include enough information for us to verify your identity and understand your request.

For example, you may include:

• your full name;
• the email address or phone number you used with us;
• the approximate date of contact or service;
• the type of service involved; and
• the specific request you are making.

We may ask for additional information reasonably necessary to verify identity and process the request. We will respond within the time required by applicable law, or if no specific deadline applies, within a reasonable time.

10. Children's Privacy

Our website and services are not directed to children under 13. We do not knowingly collect personal information online from a child under 13 without the level of consent or authorization required by applicable law. If you believe a child under 13 has provided personal information to us inappropriately, please contact us and we will take appropriate steps.

11. External Links and Third-Party Services

Our website or communications may reference or link to third-party websites, platforms, or tools. We are not responsible for the content, security, or privacy practices of those third parties. You should review their privacy policies separately.

Submitting a message through the Contact page or submitting intake information through the Get Started page does not, by itself, create a client relationship, fiduciary relationship, or duty to accept the requested matter. Website visitors should provide only information they are authorized to provide and should avoid sending unnecessary third-party personal information through general website forms.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, services, vendors, legal requirements, or website features. When we do, we will update the Last Updated date at the top of this page.

Material changes will apply prospectively unless applicable law requires otherwise.

13. Contact Information

If you have questions, concerns, or privacy requests, please contact:

T&C Group Holdings, LLC
Jacksonville, Florida, United States
Email: contact@tcgroupholdings.com

You may also review our Terms of Service.

Important note: This Privacy Policy is intended to describe our data-handling practices. It does not modify any separate agreement, addendum, or legally required consent form, including any separate taxpayer consent that may be required for tax return information.