Effective date: August 19, 2026 · Last updated: August 21, 2026
This policy explains what personal information we collect through taxtraks.net and our secure client portal, why we collect it, who we share it with, how long we keep it, and the rights you have under California law. It applies to visitors to this website and to clients who use the portal.
This website is operated by Greentraks Inc., a California C corporation, doing business as TaxTraks and Fuel Jobber Tax Solutions ("TaxTraks," "we," "us," or "our").
We provide sales tax recovery, sales tax amendments, automated sales tax and pre-tax filing, tax aggregation and tax consulting services, primarily to fuel jobbers, distributors and dealers.
Information reaches us in two ways, and it is worth separating them.
This policy covers both. Engagement information is subject to additional restrictions under federal tax law, described in section 11, which limit what we may do with it beyond anything this policy permits.
This policy does not cover information collected offline outside an engagement, information you give to a third party directly, or the practices of any website we link to.
The table below lists the categories of personal information we have collected in the preceding twelve months, using the category names defined in the California Consumer Privacy Act, together with the sources, the purposes for collection, and how long each is kept.
| Category | What this means for us | Where it comes from | Why we collect it | How long we keep it |
|---|---|---|---|---|
| Identifiers | Name, business name, email address, telephone number, postal address, portal username, IP address, and the random session identifiers in the two cookies described in section 8 — one set on the pages carrying our forms, one on the pages that need an account. | Directly from you, through the contact form or the portal; automatically from your browser. | To answer your inquiry, to create and operate your portal account, and to provide the services you engage us for. | Contact form inquiries: 24 months. Client account records: for the life of the engagement plus 7 years. |
| Customer records (Cal. Civ. Code § 1798.80(e)) | Name together with contact details and, for clients, financial and tax information contained in the documents you send us. | Directly from you, through the portal or in the course of the engagement. | To perform the tax and filing services you have engaged us to provide. | For the life of the engagement plus 7 years, or longer where a taxing authority, statute or professional standard requires it. |
| Commercial information | Records of the services you have engaged us for, engagement history, invoices and payment records. | Directly from you, and generated by us in the course of the engagement. | To manage the engagement, to bill for our services, and to keep the business records we are required to keep. | For the life of the engagement plus 7 years. |
| Internet or other electronic network activity | Web server logs; and, in the portal, a record of sign-ins, failed sign-in attempts, uploads, downloads and shares, each with a date, time and IP address. | Automatically, when you use the site or the portal. | To keep the site running, to secure the portal, to detect and investigate unauthorized access, and to maintain an audit trail of who accessed which document. | Web server logs: up to 12 months. Portal activity log: for the life of the account plus 7 years. |
| Professional or employment-related information | Your job title and your role at the business you represent. | Directly from you. | To know who at a client business is authorized to send and receive documents. | For the life of the engagement plus 7 years. |
| Sensitive personal information | Your portal password (stored only as a one-way encrypted hash, never in readable form), and any Social Security or taxpayer identification numbers that appear in documents you send us. | Directly from you. | To authenticate you, and to prepare and file the returns you engage us for. See section 7. | Password hash: for the life of the account. Tax identifiers: as part of the engagement records above. |
| Text alert records | If we have text alerts switched on, a log of each alert sent to our staff, including the message text and the staff mobile number it went to. Depending on the detail level we have configured, that text may include a client name and a document title. | Generated by us when portal activity occurs. | To notify our staff of portal activity and to troubleshoot delivery. | 24 months. |
We do not collect biometric information, precise geolocation, audio or video recordings, education records, characteristics of protected classifications, or inferences drawn to create a profile about you.
We use personal information only for the following business purposes:
We do not use your information for targeted advertising, and we do not use automated decision-making technology to make decisions about you.
We disclose personal information for a business purpose to the recipients below. Service providers and contractors are bound by written contract to use it only for the purpose we engaged them for, and not to retain, use or disclose it for any other purpose.
| Category of information | Disclosed to | For what purpose |
|---|---|---|
| Identifiers | Our web hosting provider (service provider); taxing authorities and government agencies; our own professional advisors; a text message provider, where alerts are enabled; a successor entity in a sale or merger. | Hosting and operating the site and portal; filing and refund work; legal and professional advice; staff notification; business transfer. |
| Customer records | Our web hosting provider (service provider); taxing authorities and government agencies; our own professional advisors; a successor entity in a sale or merger. | Storing your documents; filing, amending and pursuing refunds on your behalf; legal and professional advice; business transfer. |
| Commercial information | Our own professional advisors; a successor entity in a sale or merger. | Accounting, audit and legal advice; business transfer. |
| Internet or other electronic network activity | Our web hosting provider (service provider); law enforcement or a court, where compelled. | Hosting and security; response to legal process. |
| Professional or employment-related information | Our web hosting provider (service provider); a successor entity in a sale or merger. | Operating the portal; business transfer. |
| Sensitive personal information | Our web hosting provider (service provider); taxing authorities and government agencies. | Storing your documents; preparing and filing your returns. |
| Text alert records | A text message provider (service provider). | Delivering the alert to our staff. |
We may also disclose any category where we are compelled by law, subpoena or court order, or where disclosure is necessary to establish or defend a legal claim.
We also have no actual knowledge of selling or sharing the personal information of consumers under 16 years of age. We do not knowingly collect information from anyone under 16 at all — see section 13.
We collect two kinds of sensitive personal information: your portal account credentials, and any Social Security or taxpayer identification numbers contained in documents you send us for filing.
We use and disclose this information only for the purposes permitted under California law without a right to limit — that is, to perform the services you requested, to verify and maintain the quality of those services, to ensure the security and integrity of your account, and to comply with law. We do not use it to infer characteristics about you, and we do not disclose it for any other purpose.
The public pages of taxtraks.net do not use advertising or analytics cookies, and we do not embed third-party trackers. Two cookies are used, both of them strictly necessary, and both of them ours rather than anybody else's.
A security cookie on the pages carrying our forms. The pages with the free-assessment and contact forms on them — the home page and the contact page — set a session cookie that holds a one-time security token. Its only job is to make sure a form submission came from a page we served, rather than from somewhere else pretending to be you. It is set whether or not you go on to send us anything, and it expires when you close your browser.
A sign-in cookie on the pages that need an account. When you open the client portal or one of the Online Tools, a second session cookie is set. It is what keeps you signed in as you move between pages, and it is set as soon as you reach one of those pages — whether or not you go on to sign in. It expires when you sign out or after 30 minutes of inactivity. Those pages cannot function without it.
Each of these contains only a random identifier — which is treated as personal information under California law, but which reveals nothing about you on its own. Neither can be read by another website, neither follows you anywhere, and neither is used to build a profile of you or to remember you between visits.
Some browsers transmit a "Do Not Track" signal. There is no common industry standard for how to interpret it. Because we do not track visitors across other websites or over time, there is nothing for the signal to switch off, and we do not respond to it differently. Our practice is the same whether or not you send one.
Because we do not sell or share personal information, an opt-out preference signal such as Global Privacy Control does not change how we handle your information. If we ever begin selling or sharing, we will treat such a signal as a valid opt-out request and will update this policy to say so.
No third party collects personal information about your online activities over time and across different websites when you use taxtraks.net. We do not embed advertising networks, social media pixels, analytics services or third-party chat widgets on this site.
If you are a California resident, you have the rights below. We honor them as a matter of policy, whether or not the California Consumer Privacy Act requires it of a business our size.
You may submit a request to know, delete or correct your personal information — or to review and request changes to the information we hold about you — by either of these methods:
Please tell us which right you are exercising and give us enough detail to locate your records.
Before we act on a request, we have to be reasonably sure you are who you say you are — releasing tax information to the wrong person would be far worse than a delayed response. For most requests we will ask you to confirm two or more pieces of information we already hold, such as the email address on your account and details of a recent engagement. For a request to delete, or to receive specific pieces of personal information, we will ask for a higher degree of certainty, which may include a signed declaration under penalty of perjury that you are the person whose information is at issue.
We will confirm receipt within 10 business days and respond substantively within 45 calendar days of receiving your request. If we need more time, we will tell you why within that first 45 days, and we may extend once by a further 45 days. We do not charge for this unless a request is manifestly unfounded or excessive, in which case we will tell you before doing any work.
You may use an authorized agent to make a request on your behalf. We will ask the agent for written permission signed by you, and we may ask you to verify your own identity with us directly and to confirm that you granted the agent permission. An agent holding a valid power of attorney under Cal. Probate Code §§ 4000–4465 need not provide the separate written permission.
Tax return information carries obligations beyond ordinary privacy law, and we want to be plain about them.
The client portal is served only over an encrypted (HTTPS) connection. Passwords are stored as one-way hashes and are never readable by us. Accounts lock temporarily after repeated failed sign-in attempts, and sessions end automatically after a period of inactivity. Uploaded documents are stored under randomized names, outside the reach of ordinary web requests, and every download is re-checked against the requester's account. Every sign-in, upload, download and failed attempt is logged.
Where we have text alerts switched on, please note that text messages travel unencrypted through the messaging provider and the mobile carriers. We configure the level of detail in those messages deliberately for that reason.
No method of transmission or storage is perfectly secure, and we do not claim otherwise. This is precisely why we ask clients not to email tax documents: the portal keeps them off mail servers we do not control.
Our services are directed to businesses and to adults. We do not knowingly collect personal information from anyone under 16 years of age. If you believe a child has provided us information, contact us and we will delete it.
This site may link to other websites, including government and taxing authority pages. We do not control those sites and are not responsible for their privacy practices. Their policies govern once you leave ours.
We may update this policy from time to time. When we do, we will post the revised version at this address and change the "Last updated" date at the top of the page.
If the changes are material — meaning they meaningfully affect how we collect, use or disclose your personal information — we will say so prominently on this page for at least 30 days, and we will notify clients with active portal accounts by email or through the portal. We will not use personal information we have already collected for a materially different purpose without first notifying you and obtaining your consent.
For any question about this policy, or to exercise a privacy right, reach us at:
Greentraks Inc. dba TaxTraks
1528 Colusa Highway
Yuba City, California 95993
Telephone: (530) 592-5046
Email: privacy@taxtraks.net
This policy is provided in an accessible, printable format. If you need it in an alternative format, call the number above and we will provide one.
