Sophicor — Privacy Policy
Sophicor ("Sophicor," "we," "us," or "our") builds private-cloud tax-automation software for accounting and tax firms. This Privacy Policy explains what information we collect through our website (www.sophicor.com) and our software, how we use it, and the choices you have. It is written to be read plainly.
The single most important thing to understand about Sophicor is this: your clients' tax documents and the data extracted from them stay inside your firm's own environment. We designed the product so that sensitive taxpayer information does not need to leave the cloud you already control. The sections below explain exactly what that means.
1. Who this policy covers
- Visitors to our website.
- Firms and their team members who use the Sophicor software ("Customers").
- Prospective customers who contact us or request a demo.
This policy does not govern how your firm handles its own clients' information — your firm remains responsible for that under its own agreements, its Written Information Security Plan, and applicable law (including IRC §7216 and Treasury Circular 230). Where Sophicor processes taxpayer information, it does so on your firm's behalf and under your firm's direction (see Section 4).
2. The two kinds of information — and why the difference matters
We separate information into two categories, and we treat them very differently.
A. Account & website information (Sophicor may collect and hold this). This is ordinary business information such as:
- Contact details you give us — name, firm name, email, phone — when you request a demo, sign up, or email us.
- Account and billing information needed to provide the service.
- Website usage data — pages visited, approximate location, device/browser type — collected through standard analytics and cookies.
- Communications you send us (support requests, feedback).
B. Client / taxpayer information (stays in your firm's environment). When your firm uses Sophicor, the tax documents you upload (W-2s, 1099s, statements) and the data Sophia AI extracts from them are processed inside your firm's own Google Workspace / cloud environment. As a matter of design:
- We do not copy your clients' tax documents to Sophicor-controlled servers to keep them.
- We do not sell, rent, or share client/taxpayer data with anyone.
- We do not use your clients' data to train our AI models or anyone else's.
Any limited, temporary processing required to make the software work happens within your environment or is transient and not retained by Sophicor beyond what is necessary to deliver the feature you requested.
3. How we use account & website information
We use the information in category (A) to:
- Provide, maintain, and improve the software and website.
- Respond to your inquiries, provide support, and communicate about your account.
- Send you service messages and, where permitted, occasional product updates (you can opt out).
- Process payments and keep business records.
- Protect the security and integrity of our systems and detect misuse.
- Comply with our legal obligations.
We do not sell your personal information, and we do not use it for third-party advertising.
4. Our role: processor for client data, controller for account data
For the account & website information in category (A), Sophicor acts as the controller — we decide how it's used, within this policy.
For the client / taxpayer information in category (B), your firm is the controller and Sophicor acts as a service provider / processor — we handle that information only to provide the service, under your firm's instructions, and consistent with the permissible-use framework for tax return information (including IRC §7216 and its regulations). We will make a Data Processing Agreement available to Customers who need one.
A note on the software versus the data. Sophicor's software runs inside your firm's own Google Workspace / cloud environment, but running it there does not transfer the software to you. The data in your Workspace is yours; the Sophicor software, Sophia AI models, and methods that operate on it remain Sophicor's intellectual property, licensed to you for use. This policy governs how data is handled; software ownership and your license to use it are addressed in our Terms of Service.
5. When we share information
We share information only in these limited situations:
- Service providers (subprocessors) who help us run the business. They may only use information to perform services for us. Today these are limited to:
- Google (Google Workspace / Google Cloud Platform) — the environment and infrastructure Sophicor runs in.
- Microsoft Excel — used to generate workbook (spreadsheet) files.
The tax software your firm chooses is selected and controlled by your firm — it is not a Sophicor subprocessor; Sophicor moves verified data into it only at your direction. If we ever add other providers (for example, website analytics, email delivery, or payment processing), we will update this list. - Legal and safety reasons — if required by law, subpoena, or to protect rights, safety, and the integrity of our service. - Business transfers — if Sophicor is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction; we will honor the commitments in this policy.
We do not sell personal information, and we do not share client/taxpayer data with third parties for their own purposes.
6. Data security
We take security seriously because our entire product is built around it.
- Sophicor operates within Google Workspace / Google Cloud, where data is encrypted in transit and at rest on Google's infrastructure (AES-256).
- Client/taxpayer data stays in your firm's own environment rather than on shared multi-tenant servers.
- We use multi-factor authentication and role-based, least-privilege access for the limited administrative access our team requires.
- We maintain a Written Information Security Plan (WISP) describing our safeguards and incident-response procedures.
No system is perfectly secure, but our architecture is designed to keep the most sensitive data under your control. See our WISP for detail.
7. Data retention
We keep account & website information only as long as needed to provide the service, meet legal and accounting obligations, and resolve disputes; then we delete or anonymize it. Because client/taxpayer data stays in your firm's environment, your firm controls its retention and deletion under your own policies. When you close your Sophicor account, we will delete or de-identify account information we hold, subject to legal record-keeping requirements.
8. Your rights and choices
Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to opt out of certain uses. This includes rights under the California Consumer Privacy Act (CCPA/CPRA) and, for visitors in the EU/UK, the GDPR.
- We do not sell or "share" personal information as those terms are defined under California law.
- You can opt out of marketing emails at any time via the unsubscribe link.
- To exercise any right, contact us at support@sophicor.com. We will verify your request and respond within the time the law requires.
9. Cookies and analytics
Our website uses cookies and similar technologies to make the site work and to understand aggregate usage. You can control cookies through your browser settings. If we adopt a specific analytics provider, we will identify it here.
10. Children's privacy
Sophicor is a business tool intended for tax and accounting professionals. It is not directed to children, and we do not knowingly collect personal information from anyone under 16.
11. International visitors
Sophicor is operated from the United States, and information is processed and stored in the United States. If you access the site from outside the U.S., you understand your information will be handled in the U.S.
12. Changes to this policy
We may update this policy as our product and the law evolve. We will post the new version here with an updated "Last updated" date, and for material changes we will provide a more prominent notice.
13. Contact us
Questions about this policy or your information:
Sophicor — Attn: Privacy Phoenix, Arizona, USA Email: support@sophicor.com Web: www.sophicor.com
Founder: Yatin Miglani, EA. Sophicor is private-cloud tax automation built by a practicing Enrolled Agent.