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, intake workflows, 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, 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, our checkout request pages, our Fit Check request form, the request page for our other services, a private upload link we send you, 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 request forms, which are the checkout pages for each pricing tier (/checkout/...), /fit-check, and the request page for our other services (/request), are used for service intake and may collect broader onboarding and service-request information needed to evaluate, open, route, and administer a requested engagement.

Document upload links. When a service needs your documents, we may send you a private upload link by email. Files you send through it are stored in secure storage that only our team can open, are checked for malware before anyone opens them, and are used only to perform the service you requested. The page also records the time of each upload and technical information about the request, as described in Section 2.C.

Categories of information may include:

• full name;
• mailing address and state of residence;
• email address;
• telephone number;
• preferred language;
• service requested, including the pricing tier you choose;
• how you heard about us, if you choose to tell us;
• urgency level, deadline, budget range, how often a process happens, how many people are involved, time spent, systems used, whether you can approve a project, and related intake details;
• free-text notes, project descriptions, examples, and links;
• onboarding records, signed Written Agreements and their signature records, and, for engagements begun before August 1, 2026, signed agreements, service addendums, and questionnaire responses collected under our former intake process;
• 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, we may also collect additional information reasonably necessary to perform that engagement.

Technology services. We may collect project requirements, 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.

Translation services. We may collect the documents you ask us to translate and the details needed to translate and deliver them. Those documents may contain personal information about you or others, such as names, dates, addresses, or identification and record numbers. We use them only to perform and deliver the translation and to keep the records described in Section 6.

C. Information collected automatically

When you use our website or online systems, 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, including tools from Meta, on limited public portions of our website to understand aggregate use, measure the performance of our advertising, and improve our content and services. We show a notice about these tools on those pages. 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 provide these tools with anything you type into our forms, or with your name, email address, phone number or other direct personal information. When you submit a request, they may receive the pricing tier you chose and broad categories you selected, such as a budget range or how you heard about us. Anything you type, including what you write in an optional "Other" box, is never provided to these tools. When you submit a request, our server also sends Meta the technical details its tools use to match the request to an ad visit: your IP address, browser information, and the identifiers stored by Meta's own cookies, which can include an ad click identifier. To opt out of ad targeting by participating companies, visit aboutads.info/choices. Your browser and device settings can also limit cookies.

Lead source information. When you visit our website, your browser may store, on your own device using browser storage, the address of the first page you visited on our site, the website that referred you, the date of that first visit, and any campaign parameters or advertising click identifiers included in the link you followed (for example, utm_source, utm_campaign, gclid, fbclid, or msclkid). This information stays on your device unless you submit one of our request forms. If you do (the request, checkout, Fit Check and contact forms all work this way), it is sent with your request and stored with that request's record so we can understand which pages, sources, and campaigns lead to inquiries and engagements. We do not send this stored information to analytics or advertising providers; the one exception is the advertising click identifier that Meta's own cookies hold, which our server sends to Meta as described above. You can remove it at any time by clearing your browser's site data for our website.

How you heard about us. Our forms ask an optional question about how you heard about us. If you answer, we keep your answer with your request and show it to our team to see which channels people use. The choice you pick from the list may be counted by our analytics tool as a broad category; what you type in the Other box is never sent to any tool. Answers are used in internal summaries as counts, not to contact anyone or to decide anything about your request.

As of the Last Updated date, we may use these analytics and advertising-measurement 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:

• document generation and delivery 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 confirmations, invoices, service updates, and transactional communications;
• provide the specific service you requested;
• review, prepare, 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;
• understand which pages, sources, and campaigns lead to inquiries and engagements;
• 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.

When we use artificial intelligence services for your project, we give them only the information the task needs, and we remove passwords, payment card and bank details, and similar sensitive data first where we can. We use these services under terms that do not allow the provider to use your information to train its models.

Your consent to be contacted

When you submit your phone number, email address, or other contact information through a checkout request page 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 page and request forms 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.

Request forms (the checkout pages at `/checkout/...`, `/fit-check`, and the request page for our other services at `/request`). Information manually entered into a request form, together with any lead source information described above, 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 a 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, 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.

Written Agreement pages (`/agreement/...`). When you open and sign a Written Agreement we send you, we record when you first opened the page, when we gave you the links to its PDF, when you entered its access code, your consent to electronic records and signatures, the name and title you type, the email address the agreement was sent to and the one-time code we sent to it, the date and time, and your IP address and browser and device information. We use this to provide the agreement, to show what was signed, by whom and when, and to keep a signed copy for you and for us. These pages do not use analytics or advertising tools.

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 information from 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, 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
• artificial intelligence and language-processing services, including machine translation, that we use to help review requests, prepare summaries, translations, software, and other work for your project;
• 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. For example, we may send you a private upload link that works for a limited time. Please send sensitive documents through that link rather than by email.

6. Data Retention

We keep personal information for the purposes described in this Privacy Policy, including service delivery, legal compliance, recordkeeping, security, dispute resolution, insurance, and enforcement of agreements.

Our general business practice is to keep service-related records, including uploaded documents, for at least seven (7) years after the related engagement, project activity, or business interaction. At present we have no scheduled date for deleting service-related records. When we stop keeping records that contain personal information, we dispose of them securely, by shredding, erasing or otherwise making the personal information unreadable. We may also keep records 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.
• Request form intake records: including any lead source information submitted with a request and your answer to the optional question about how you heard about us, may be retained in client, project, onboarding, communication, agreement, and operational records, including questionnaire and agreement records collected under prior versions of our intake process, 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 kept for at least 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 are kept for at least seven (7) years, or longer where legally necessary.
• Technology project records: project records, implementation notes, agreements, invoices, and delivery records are kept for at least seven (7) years, or longer where legally necessary.
• Uploaded documents: files you send through an upload link are kept with the project's records for at least seven (7) years under our company policy, and they have no scheduled deletion date.
• Signed Written Agreements and signature records: under our company policy, kept for at least seven (7) years after signing. At present we have no scheduled date for deleting them. When we stop keeping them, we dispose of them securely.
• Notary records from previously performed services: we no longer offer notary services. Records from notarial acts performed before that service was discontinued are kept for at least seven (7) years, or longer where legally necessary.

Deleting information at your request is handled under Section 9, subject to the exceptions described there, including records we must keep by law.

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 a request form 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
PO Box 350275
Jacksonville, FL 32235-0275, 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.