Introduction
RTN CPA INC. (“RTN CPA,” “we,” “our,” “us”) provides compliance audits, financial audits, financial reviews, financial compilations, business-consulting engagements, fractional-CFO support, tax preparation, and other accounting services through RTNCPA.com (the “Site”) and our secure client portal.
• This Privacy Policy explains how we collect, use, disclose, and safeguard your Personal Information.
• By accessing or using the Site, client portal, or our services, you agree to the practices described below.
Scope
Applies to visitors, prospective and existing clients, job applicants, vendors, and anyone who uses the Site or client portal.
• Does not apply to offline records that are already governed by engagement letters, professional standards, or regulatory confidentiality obligations.
- Definitions
“Personal Information” (PI) means information that identifies, relates to, describes, or can reasonably be linked to a particular individual.
• “Processing” means any operation performed on PI, such as collection, storage, use, disclosure, or deletion.
• “Sensitive Information” includes Social Security numbers, financial-account data, tax-return details, and other data protected by law.
Information We Collect
- Information you provide directly
– Contact details: name, mailing address, email, phone.
– Engagement data: audit work-papers, trial balances, general ledgers, tax documents, payroll and HR files, consulting artifacts, and related records.
– Payment information: bank-account or credit-card details processed by our PCI-compliant payment provider.
– Employment information (applicants): résumé, cover letter, work history, references. - Information collected automatically
– Device and usage data: IP address, browser type, operating system, pages viewed, referring URL, time spent on pages.
– Cookies, pixels, and similar technologies (see Section 7). - Information from third parties
– Professional referrals, background-check providers, public databases, analytics vendors, and social-media platforms (subject to your settings). - Information uploaded through AuditFile®
– Most client documents are exchanged through our AuditFile online portal, a third-party platform that provides SOC 2-compliant encryption, multi-factor authentication, and role-based access controls. Files you upload there are subject both to this Privacy Policy and AuditFile’s own terms.
Legal Bases for Processing (USA/GDPR / UK GDPR, where applicable)
We process Personal Information on one or more of the following bases:
Performance of a contract (e.g., your engagement letter).
• Compliance with legal obligations (e.g., IRS regulations, state accountancy rules).
• Legitimate interests (e.g., Site security, fraud prevention, service improvement).
• Your consent (e.g., marketing communications).
How We Use Your Information
Deliver compliance audits, financial audits, reviews, compilations, business-consulting projects, fractional-CFO and Fractional Controller Services, tax services, accounting services, and other professional work.
• Verify identity and perform due diligence (KYC/AML where applicable).
• Provide customer support and respond to inquiries.
• Send administrative communications, including portal invitations, engagement updates, and appointment reminders.
• Improve Site and portal functionality, performance, and user experience.
• Conduct analytics, research, and service development.
• Market our services with your consent (you may opt out at any time).
• Detect, prevent, and mitigate fraud, security incidents, and technical issues.
• Comply with applicable laws, regulations, and professional standards.
Cookies & Tracking Technologies
We use session and persistent cookies, pixels, and scripts for:
Site and portal functionality (e.g., client log-in).
• Analytics (e.g., Google Analytics, Microsoft Clarity).
• Advertising and remarketing (e.g., LinkedIn Insight Tag, Bing Ads).
You can manage cookies through our cookie banner or your browser settings. Blocking certain cookies may impact Site functionality.
Disclosure of Information
We may share Personal Information with:
Service providers and subprocessors: secure hosting (Microsoft 365), AuditFile (client portal), Thompson Reuters Tax Software Platform, Intuit Accounting, document-management and e-signature platforms, payment processors, data-backup vendors, IT-support firms.
• Professional advisers: attorneys, insurers, consultants, and auditors.
• Government or regulatory bodies: IRS, state boards of accountancy, AIPCA, courts, and law-enforcement authorities when legally required or permitted.
• Successors in interest: as part of a merger, acquisition, asset sale, or corporate reorganization.
• Others with your consent or at your direction.
We do not sell or rent Personal Information for monetary consideration.
Data Retention
Engagement records are retained for at least seven (7) years, or longer if required by FASB, GASB, GAGAS, IRS, or state accountancy-board rules.
• When retention is no longer necessary, Personal Information is securely deleted or anonymized.
Data Security
Administrative safeguards: least-privilege access controls, nondisclosure agreements, annual security and privacy training.
• Technical safeguards: TLS 1.2+ encryption in transit, AES-256 encryption at rest, multi-factor authentication, network firewalls, intrusion-detection systems, regular vulnerability scans, SOC 2-certified AuditFile portal.
• Physical safeguards: badge-controlled office entry, video monitoring, locked file storage.
No system or transmission can be guaranteed 100 percent secure; you acknowledge the inherent risks of electronic communications.
Your Privacy Rights
- United States – All 50 States
– Rights of access, deletion, correction, and portability of Personal Information, plus the right to opt out of targeted advertising and any “sale” or “sharing” as defined by applicable state law.
– To exercise your rights, email info@rtncpa.com or call (213) 900-0156. - USA Federal Rights and Complaints
– You also have the right to lodge privacy-related complaints with the Federal Trade Commission (FTC) or other appropriate federal agencies. - Marketing Choices
– You may unsubscribe from marketing emails at any time by clicking “unsubscribe” or contacting us at info@rtncpa.com.
Children’s Privacy
The Site and services are intended for individuals 18 years and older. We do not knowingly collect Personal Information from children under 13. If we learn that we have collected such information, we will delete it promptly.
International Data Transfers
We are headquartered in the United States. If you access the Site from outside the U.S., you acknowledge and consent to transferring your information to the United States, subject to appropriate safeguards (e.g., Standard Contractual Clauses or UK International Data Transfer Addendum).
Third-Party Links
The Site may contain links to third-party websites or tools. We are not responsible for the privacy practices or content of those third parties.
Changes to This Policy
We may update this Privacy Policy from time to time. The “Effective Date” at the top of the page will change accordingly. Material changes will be announced on the Site or, where required by law, via direct notice.
Contact Us
RTN CPA INC.
Los Angeles, CA 90038
Tel: (213) 900-0156
Email: info@rtncpa.com