Effective date: January 1, 2026
Molen & Associates (“Molen,” “we,” “us”) provides tax preparation, bookkeeping, tax resolution and advisory services in the Houston area and online. This Privacy Policy explains what personal information we collect through molentax.com, our client portal, and our communications, how we use and protect it, and the choices you have.
Information we collect
- Contact and scheduling details: name, phone, email, mailing address, and appointment preferences you give us through forms, chat, calls, or email.
- Tax and financial information: documents and details you provide so we can prepare returns, keep books, or resolve tax matters, such as income statements, prior returns, bank and loan statements, payroll reports, Social Security or taxpayer identification numbers, and dependents’ information.
- Payment information: card or bank details used to pay deposits and invoices, processed by our payment providers.
- Website and device information: IP address, browser and device type, pages viewed, and how you reached our site, collected through cookies and similar tools (see “Cookies and tracking”).
How we use information
- Prepare and file returns, keep books, and deliver the services you engage us for.
- Schedule and confirm appointments, request missing documents, and send invoices.
- Respond to questions and provide customer support.
- Send updates about our services when you have agreed to receive them.
- Secure our systems, prevent fraud, and meet legal, regulatory, and professional obligations.
Tax return information
Information you provide for tax return preparation is protected by federal law (Internal Revenue Code §7216). We use it to prepare your return and related services. We do not use or disclose it for any other purpose, including marketing, unless the law allows it or you give us separate, signed consent that explains exactly what will be shared and with whom. Consent is always optional, is never a condition of our services, and can be revoked at any time.
How we share information
We do not sell personal information, and we do not share it with other companies for their own marketing. We share it only:
- With service providers that help us operate, such as tax and accounting software, secure document portals, e-signature, payment processing, email and phone systems, bookkeeping and administrative support, and website hosting. They must protect the information and use it only to provide services to us. Tax return information is shared with providers outside the United States only if you sign a separate consent allowing it.
- With taxing authorities such as the IRS and state agencies when filing on your behalf or when you authorize us to represent you.
- When required by law, subpoena, or regulation, or to protect our rights and the safety of others.
- As part of a merger, acquisition, or sale of our practice, with confidentiality protections in place.
- With others you direct us to share with, such as your lender, attorney, or financial advisor.
Technology, AI tools and call recording
We use technology, including artificial-intelligence-enabled tools, to help organize documents, extract and enter data, take meeting notes, and check quality. We use only tools whose terms do not allow the provider to use client information to train its models, and we share only what each task needs. No return is filed and no tax advice is given without review by our team. With your permission, we may record and transcribe calls and meetings; we will tell you when a meeting is being recorded, and you can ask us not to record at any time.
How we protect information
As a tax preparer, we are subject to the Gramm-Leach-Bliley Act and the FTC Safeguards Rule. We maintain a written information security program with administrative, technical, and physical safeguards, including encrypted client portals, access controls, multi-factor authentication, and staff training. No system is perfectly secure. To protect you, we do not accept tax documents by email; please use your secure client portal, fax, or bring them to our office.
Communications, calls and text messages
If you give us your phone number and agree to be contacted, Molen & Associates may call or text you (including with automated or prerecorded messages) about appointments, document requests, account updates, and, if you opt in, tax tips and service offers. Consent is not a condition of purchasing any service. Message frequency varies. Message and data rates may apply. Reply STOP to opt out of texts or HELP for help, or contact us at info@molentax.com or (281) 440-6279.
Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are never shared with any third party, except service providers that deliver our messages.
Cookies and tracking
Our website uses cookies and similar technologies to keep the site working, understand how visitors use it (for example, Google Analytics), measure our advertising (for example, Google Ads), and power our website chat. These tools may collect your IP address, device information, and pages viewed. You can block or delete cookies in your browser, opt out of Google Analytics with Google’s opt-out browser add-on, and manage ad settings in your Google account. Some site features may not work without cookies.
Your choices and rights
You may ask us to access, correct, or delete personal information we hold, or to stop marketing communications, by emailing info@molentax.com or calling (281) 440-6279. We will verify your identity before acting. We may need to keep certain records, including tax records, for the periods required by law and professional standards.
Record retention
We keep copies of returns, working papers, and related records in our secure electronic storage for seven years, or longer when required by law, and then securely destroy them. Our records do not replace your own; please keep the documents that support your return.
Children’s information
Our website is not directed to children under 13. We collect information about minors only when a parent or guardian provides it for tax purposes, for example to claim dependents.
Links to other sites
Our site may link to sites we do not control, such as IRS.gov or review sites. Their privacy practices are their own.
Changes to this policy
We may update this policy and will post the new version here with a new effective date. Significant changes affecting clients will also be communicated directly.
Contact us
Molen & Associates
11555 Champion Forest Dr., Houston, TX 77066
Phone: (281) 440-6279
Email: info@molentax.com