At TrueBlaze Accounting & Tax, we understand that business owners trust us with highly sensitive financial and personal information. Protecting that information is something we take seriously every day — not just during tax season.
Our approach to security combines technology, documented policies, employee training, operational controls, and ongoing oversight designed to help safeguard sensitive client information and reduce risk. While no system can ever eliminate all cybersecurity threats, we are committed to continuously improving our practices, monitoring evolving risks, and maintaining responsible data protection standards across our firm.
Secure Website & Encrypted Connections
Our website uses HTTPS/SSL encryption to help protect information transmitted through our website and online forms.
This means information entered through our website is encrypted during transmission between your browser and our systems.
We also regularly work with outside technology professionals to help maintain secure systems, software updates, monitoring, and operational best practices.
How We Handle Sensitive Client Information
Because we work with tax, accounting, payroll, and financial information, we intentionally limit how sensitive information is transmitted and stored.
We strongly encourage clients to use our secure Qount client portal when sending:
- tax documents
- financial statements
- payroll information
- personally identifiable information (PII)
- banking information
- other confidential records
We discourage sending sensitive information through standard email whenever possible.
Outbound documents containing sensitive information are delivered through secure systems and portals rather than unsecured email attachments.
Client information is primarily stored within secured business systems including Qount and Microsoft SharePoint environments managed under our internal security policies and oversight procedures.
Multi-Factor Authentication & Access Controls
TrueBlaze uses multi-factor authentication (MFA) across many of the systems our team uses daily, including:
- employee computer access
- email systems
- accounting software
- tax software
- client portal systems
This creates additional layers of protection beyond passwords alone.
Client portal users are also required to update passwords regularly as part of our ongoing security standards. This helps reduce the risk of unauthorized access due to compromised or outdated credentials.
Access to systems and client information is limited to authorized personnel based on operational responsibilities.
Access Controls & Employee Lifecycle Management
Access to client information and firm systems is granted based on job responsibilities and business need.
We utilize role-based access principles designed to help ensure team members have access only to the information and systems necessary to perform their responsibilities.
When employment status or job responsibilities change, system access is reviewed and adjusted accordingly as part of our internal onboarding and offboarding procedures.
These controls are intended to help reduce unnecessary access and support responsible management of sensitive information throughout the employee lifecycle.
Managed Devices & Technology Oversight
Our team uses company-managed devices designed to support consistent security standards across the organization.
We also partner with TechGuru, an outside IT and cybersecurity firm, to help manage:
- security monitoring
- technology oversight
- system maintenance
- security best practices
- operational cybersecurity support
This partnership helps us maintain a proactive approach to technology management and security awareness.
Ongoing Security Training & Awareness
Cybersecurity is not a one-time project. It requires ongoing awareness and consistent habits.
Our team participates in:
- recurring security awareness training
- phishing and scam prevention education
- annual policy reviews
- security procedure updates
- disaster recovery simulations
We believe strong security depends not only on software and systems, but also on maintaining a culture of awareness and accountability throughout the organization.
Written Information Security Policies (WISP)
TrueBlaze maintains formal Written Information Security Policies (WISP) designed to support the protection of sensitive client information and guide security-related decisions throughout the organization.
Our WISP incorporates requirements and guidance from the FTC Safeguards Rule and IRS Publication 4557, both of which provide security expectations for organizations that handle taxpayer and financial information.
These policies address areas including:
- handling of sensitive information
- access control standards
- employee security responsibilities
- incident response procedures
- data protection practices
- technology safeguards
- vendor oversight
- operational security requirements
All team members receive security policy training upon hire and review updated security policies annually as part of our ongoing security and compliance program.
Our policies are reviewed and updated periodically as technology, risks, regulations, and operational needs evolve.
Payment Security
Client payment processing is handled through our secure Qount portal environment, which uses Nelnet as its integrated third-party payment processor.
TrueBlaze does not store full payment card information directly on our public website.
Nelnet maintains Payment Card Industry Data Security Standard (PCI DSS) compliance and uses industry-standard security measures designed to help protect cardholder information during payment transactions.
We take reasonable administrative, technical, and operational measures to help support secure payment handling and reduce unauthorized access to sensitive financial information.
Cookies, Analytics & Website Tracking
Like many modern websites, our website may use cookies and analytics tools to help us:
- understand website usage
- improve user experience
- monitor website performance
- maintain website functionality
Users may manage certain cookie preferences through browser settings or website consent tools where applicable.
Third-Party Data Sharing
TrueBlaze does not sell client information to third parties.
We may work with trusted technology providers, software vendors, payment processors, and IT partners that support our operations and service delivery. These relationships are intended to support secure business operations and client service functionality.
Data Retention
Tax, accounting, and financial records may be retained for periods of time consistent with operational, legal, regulatory, or professional requirements.
Retention periods may vary depending on the nature of the engagement and applicable recordkeeping standards.
Security Is a Shared Responsibility
In the Event of a Security Incident
Protecting sensitive information requires cooperation between firms, technology providers, and clients.
We encourage clients to:
- use strong, unique passwords
- enable multi-factor authentication when available
- utilize secure client portals for document exchange
- avoid transmitting sensitive information through unsecured email
- contact our office directly if suspicious communications are received
While no organization can eliminate all cybersecurity risks, shared awareness and responsible security practices help reduce exposure to common threats.
TrueBlaze maintains documented incident response procedures as part of our Written Information Security Policies (WISP). In the event of a suspected or confirmed security incident, these procedures are designed to help us contain the issue, assess its scope, and take appropriate corrective action.
If an incident involves sensitive client information, we are committed to responding in accordance with applicable legal and regulatory requirements. This includes the breach notification obligations of the FTC Safeguards Rule, which requires covered financial institutions to report qualifying security events to the Federal Trade Commission, as well as applicable state breach notification laws governing notice to affected individuals.
Our objective in any incident is to act promptly, communicate appropriately, and take reasonable steps intended to reduce potential harm and help prevent recurrence.
Questions or Concerns About Security or Privacy
If you have questions or concerns related to security, privacy, or the handling of your information, please contact:
Adam Decker
TrueBlaze Accounting & Tax
317-452-4580 x2
https://trueblaze.com/contact/
Security & Privacy FAQ
Last Updated: July 2026