Privacy Policy

1. Information We Collect

To prepare returns and related documentation with our software, we collect the following categories of information:

• Taxpayer Identification Information: Name, Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN), physical mailing address, email address, and phone number.
• Foreign Gift & Trust Information: Descriptions, dates, values, and foreign currency conversions of foreign gifts, inheritances, foreign trust transfers, and foreign trust distributions.
• Supporting Documents: References to supporting documents entered in preparation notes. Document uploads are not available in this release.
• Electronic Signature Records: When a preparer sends a Form 3520 or Form 3520-A for electronic signature, the signer’s name and email address, the results of the one-time code and identity check, when they consented and signed, their IP address and browser, and a fingerprint (SHA-256) of the return they signed. We use these only to confirm who is signing and to keep a record of the signature for the preparer, and we keep them with the return.

2. How We Protect Your Tax Data

• Every account must sign in with two-step verification (an authenticator app).
• All traffic uses HTTPS, and saved returns, review snapshots and filing packages are encrypted before they are stored. Backups are encrypted too.
• Client data, including backups, is stored in data centers in the United States.
• Each firm’s returns are visible only to members of that firm. Access to production systems is limited to officers and employees of Agena Software LLC who need it to provide the tax preparation software and services.
• If an incident affects your firm’s data, we will notify your firm’s account owner without undue delay, and within 72 hours of becoming aware of it.

Our Security page describes these safeguards in more detail.

3. Website Analytics & Cookies

Our public web pages, including the homepage, product pages, guides, articles, pricing, terms, and privacy pages, use two analytics services to help us understand how visitors find and use the site:

• Google Analytics (Google LLC) counts visits and measures pages viewed, how visitors arrived, device and browser type, and approximate location derived from IP address. It sets cookies such as _ga to recognize returning browsers.
• Microsoft Clarity (Microsoft Corporation) records how visitors interact with a page, such as clicks, scrolling, and mouse movement, and can replay those sessions. It sets cookies such as _clck and _clsk and receives device and browser information.

No analytics or session recording runs where you sign in or work on returns. The sign-in page and the preparation workspace load only our own scripts, so passwords, verification codes, and client tax information you enter are never sent to Google or Microsoft.

Sign-in and the workspace are on a separate address, app.agenasoftware.com, which uses one essential cookie, agena_session, to keep you signed in and to protect forms against cross-site request forgery. It is not used for analytics or advertising, and our public pages cannot read it.

Some public pages also load fonts from Google Fonts and page styling from the Tailwind CSS content delivery network; like any web request, these services receive your IP address and browser information.

Your choices. Visitors in the United Kingdom and the European Union see a banner on their first visit, and analytics stay off unless they select “Accept analytics”. Elsewhere, analytics are on by default and can be turned off at any time. On every page, the “Cookie settings” link in the footer lets anyone change their choice; turning analytics off stops them loading and removes their cookies. We also honor the Global Privacy Control signal from your browser as a request to keep analytics off. Your choice is stored in your browser, not in a cookie of ours.

You can also block or delete cookies in your browser settings, and you can opt out of Google Analytics with Google’s browser add-on. For more about how these providers handle data, see the Google Privacy Policy and the Microsoft Privacy Statement.

4. Data Retention & Deletion

How long we keep data. We keep your firm’s returns, filing packages and account records while your account is active, because firms often need them years later for IRS examinations, amended returns and their own record-keeping. After an account is closed, or has had no sign-in for three years, we may delete its data, giving the account owner at least 60 days’ notice by email first so the firm can download anything it needs. We delete a closed firm’s data sooner if its owner asks in writing, unless the law requires us to keep it. Backups containing deleted data expire within 90 days.

Forgotten passwords can be reset from the sign-in page. To close an account or ask about your data, contact support@agenasoftware.com.

5. Contacting Privacy Compliance

If you have any questions regarding our Privacy Policy or data security measures, please contact the project team at: