Privacy Policy

1. Introduction

RENA-SER Business Solutions Corp. ("we," "us," or "our") is committed to protecting your privacy and safeguarding your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our services or visit our website.

Given the sensitive nature of the services we provide—including tax preparation, payroll processing, business consulting, and PennDot services—we take extraordinary measures to ensure your data security and confidentiality.

2. Information We Collect

2.1 Personal Information

We collect personal information necessary to provide our professional services, including but not limited to:

• Contact Information: Name, email address, phone number, mailing address, business address
• Identification Information: Social Security Number (SSN), Employer Identification Number (EIN), date of birth, driver's license number, state-issued ID
• Financial Information: Income details, tax forms (W-2, 1099, etc.), bank account information, credit/debit card information, investment records, business financial statements
• Employment Information: Employer name, occupation, employment history, salary information, benefits documentation
• Business Information: Business name, business structure, revenue, expenses, payroll records, employee information
• Vehicle Information: VIN numbers, vehicle registration details, title information (for PennDot services)

2.2 Automatically Collected Information

• Usage Data: IP address, browser type, device information, pages visited, time spent on pages
• Cookies: We use cookies and similar tracking technologies to enhance user experience and analyze website traffic
• Location Data: General geographic location based on IP address

2.3 Information from Third Parties

• IRS and state tax agencies (for tax preparation services)
• Financial institutions (for verification purposes)
• PennDot and DMV databases (for vehicle services)
• Credit reporting agencies (when authorized)
• Background check services (for business consulting)

3. How We Use Your Information

We use your information solely for legitimate business purposes, including:

3.1 Service Delivery

• Preparing and filing federal, state, and local tax returns
• Processing payroll for your business and employees
• Providing business consulting and financial advisory services
• Completing PennDot transactions (vehicle registrations, title transfers, plates)
• Notarizing documents
• Delivering training and development programs

3.2 Legal and Regulatory Compliance

• Complying with IRS regulations and tax laws
• Meeting state and federal reporting requirements
• Responding to government inquiries and audits
• Maintaining records as required by law (typically 7 years for tax documents)

3.3 Client Communication

• Sending appointment reminders and service updates
• Providing tax notices and deadline alerts
• Responding to inquiries and support requests
• Sending newsletters and educational content (with consent)

3.4 Business Operations

• Improving our services and website functionality
• Analyzing usage patterns and client needs
• Detecting and preventing fraud
• Protecting our legal rights

4. How We Share Your Information

We do NOT sell, rent, or trade your personal information. We only share your information in the following limited circumstances:

4.1 With Your Consent

We share information with third parties when you explicitly authorize us to do so.

4.2 Service Providers

We may share information with trusted service providers who assist us in operating our business, including:

• Tax preparation software providers (e.g., Intuit, Thomson Reuters)
• Payroll processing platforms
• Cloud storage providers (with encryption)
• Payment processors
• IT security and maintenance providers

Important: All service providers are bound by strict confidentiality agreements and are prohibited from using your information for any purpose other than providing services to us.

4.3 Government Agencies

We share information with government agencies as required by law, including:

• Internal Revenue Service (IRS)
• State Department of Revenue
• Pennsylvania Department of Transportation (PennDot)
• Social Security Administration
• Other agencies as legally required

4.4 Legal Obligations

We may disclose information when required by law, court order, subpoena, or to protect our legal rights, prevent fraud, or ensure public safety.

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.

5. Data Security

We implement industry-leading security measures to protect your sensitive information:

5.1 Technical Safeguards

• Encryption: All data transmission uses SSL/TLS encryption (256-bit)
• Secure Storage: Data at rest is encrypted using AES-256 encryption
• Firewall Protection: Multi-layer firewall systems
• Access Controls: Role-based access with multi-factor authentication
• Regular Security Audits: Third-party penetration testing and vulnerability assessments
• Intrusion Detection: 24/7 monitoring for suspicious activity

5.2 Physical Safeguards

• Secure office facilities with access control
• Locked filing cabinets for physical documents
• Surveillance systems
• Visitor logs and identification requirements

5.3 Administrative Safeguards

• Employee background checks
• Confidentiality agreements for all staff
• Regular privacy and security training
• Data breach response plan
• Clean desk policy

5.4 Data Breach Notification

In the unlikely event of a data breach, we will notify affected individuals within 72 hours as required by law and take immediate steps to mitigate harm.

6. Data Retention

We retain your information only as long as necessary for the purposes outlined in this policy or as required by law:

• Tax Records: Minimum 7 years (IRS requirement)
• Payroll Records: Minimum 4 years (DOL requirement)
• Business Consulting Records: 6 years after engagement ends
• PennDot Records: Duration of service plus 3 years
• Marketing Communications: Until you unsubscribe

After the retention period expires, we securely delete or destroy your information using industry-standard methods.

7. Your Privacy Rights

You have the following rights regarding your personal information:

7.1 Access and Portability

You have the right to request a copy of the personal information we hold about you in a commonly used electronic format.

7.2 Correction

You may request correction of inaccurate or incomplete information.

7.3 Deletion

You may request deletion of your information, subject to legal and regulatory retention requirements.

7.4 Restriction of Processing

You may request that we limit how we use your information in certain circumstances.

7.5 Objection

You may object to certain uses of your information, such as direct marketing.

7.6 Withdraw Consent

Where processing is based on consent, you may withdraw consent at any time.

7.7 Opt-Out of Marketing

You may unsubscribe from marketing emails by clicking the "unsubscribe" link in any email or contacting us directly.

To Exercise Your Rights: Contact us at services@berksmultiservicehub.com or call (610) 463-0282. We will respond within 30 days.

8. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

9. Cookies and Tracking Technologies

9.1 Types of Cookies We Use

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
• Functional Cookies: Remember your preferences
• Marketing Cookies: Used for targeted advertising (with consent)

9.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

9.3 Do Not Track

Our website does not respond to Do Not Track (DNT) signals, but you can manage tracking through browser settings and third-party tools.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., IRS.gov, PennDot). We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of sale of personal information (Note: We do NOT sell personal information)
• Right to deletion
• Right to non-discrimination for exercising privacy rights

To exercise these rights, contact us at services@berksmultiservicehub.com.

12. International Data Transfers

Your information is stored and processed in the United States. If you are accessing our services from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the U.S., where data protection laws may differ from those in your country.

13. Professional Standards

In addition to this Privacy Policy, we adhere to professional standards and ethical obligations, including:

• IRS Circular 230 regulations
• AICPA Code of Professional Conduct
• Pennsylvania Board of Accountancy rules
• Gramm-Leach-Bliley Act (GLBA) safeguards
• Attorney-client privilege (where applicable)

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending email notification to registered clients
• Requiring acceptance of new terms for continued service use

Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

15. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Response Time: We will respond to privacy inquiries within 30 days of receipt.

16. Consent

By using our services or providing your information to us, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.

For sensitive financial services, we will obtain your explicit written consent before collecting Social Security Numbers, financial account information, or other highly sensitive data.