How we handle your information.

Effective date: October 25, 2026

At MedCity Consulting, we believe protecting your personal information is just as important as providing reliable accounting and tax services. We respect your privacy and are committed to being transparent about how we collect, use, and protect the information you share with us.

This Privacy Policy explains how MedCity Consulting collects and handles information when you visit our website, contact us, complete a questionnaire, or communicate with us electronically.

If you become a client, you will also receive our client privacy notice, which provides additional information about how we handle confidential tax and financial information.

1. Information We Collect

We collect information necessary to respond to inquiries, evaluate potential client relationships, and provide our services.

Information You Provide

When you contact us through our website, complete a questionnaire, or communicate with our firm, we may collect:

Name and contact information, including email address and phone number
Mailing address, city, state, and ZIP code
Business name, industry, and general business information
Services you are interested in
General financial information, such as business revenue ranges
Information you voluntarily provide when describing your accounting or tax needs
Communication preferences, including email and SMS consent

We do not request Social Security numbers, financial account numbers, tax documents, or other sensitive personal information through our public website forms.

Please use our secure client portal when submitting confidential financial information or documents.

Information Collected Automatically

When you visit our website, our hosting, security, and spam-protection providers may automatically collect certain technical information, including your IP address, browser type, device information, and general website activity.

This information helps us maintain website functionality, protect against unauthorized activity, and improve the visitor experience.

Our website may use cookies or similar technologies for essential functionality, security, spam prevention, and website analytics, depending on the services enabled.

2. How We Use Your Information

We use the information we collect to:

Respond to questions and requests for information
Evaluate whether our services are a good fit for your needs
Schedule appointments and consultations
Prepare proposals and establish client relationships
Provide accounting, bookkeeping, payroll, tax, and advisory services
Communicate about appointments, deadlines, documents, and ongoing services
Send occasional newsletters and educational information when you have subscribed
Maintain and improve our website and business operations
Protect our systems and prevent fraudulent or unauthorized activity
Comply with applicable legal, regulatory, and professional obligations

We use personal information only for legitimate business purposes and do not sell your personal information.

3. How We Share Information

MedCity Consulting does not sell, rent, or share personal information with third parties or affiliates for their own marketing or promotional purposes.

We may share information with trusted service providers when necessary to operate our business and deliver services. These providers may include companies that assist with:

Website hosting and maintenance
Secure data storage and client portals
Email and text message delivery
Scheduling and video conferencing
Spam prevention and website security
Practice management and customer relationship management
Accounting software, proposals, and billing

These providers receive information only as necessary to perform services on our behalf and are not authorized to use that information for their own marketing purposes.

We may also disclose information when required by law, regulation, court order, or other applicable legal obligations.

Additional restrictions apply to the use and disclosure of tax return information, as explained in our client privacy notices and applicable federal law.

4. Text Messaging and SMS Communications

MedCity Consulting offers text messaging as a convenient way to communicate with clients and prospective clients. We may send text messages regarding:

Appointment confirmations and reminders
Responses to inquiries
Accounting and tax service communications
Document requests and secure portal notifications
Tax filing deadlines and other important reminders
General updates regarding services you have requested

Consent to Receive Text Messages

We send text messages to individuals who have provided appropriate consent. You may provide consent by selecting the SMS consent checkbox on our website, requesting communication by text message, or through another documented consent method.

Providing a phone number does not automatically enroll you in text messaging. Consent to receive text messages is voluntary and is not required to purchase or receive our services.

Message Frequency and Charges

Message frequency varies depending on your interactions with MedCity Consulting and the services you receive. Message and data rates may apply depending on your mobile carrier and service plan.

Opting Out of Text Messages

You may stop receiving text messages at any time by replying STOP to a message from MedCity Consulting. After opting out, you will no longer receive text messages from that messaging number unless you provide consent again.

For assistance, reply HELP, email info@medcityconsulting.com, or call 507-216-4228.

Mobile Information Privacy

MedCity Consulting does not sell, rent, or share mobile phone numbers, SMS opt-in information, or text messaging consent with third parties or affiliates for marketing or promotional purposes.

SMS opt-in information and consent records are used solely to manage and provide our text messaging services.

We may disclose information to authorized messaging service providers and mobile carriers only as necessary to deliver messages, administer the service, or comply with legal requirements. These providers are not authorized to use this information for their own marketing purposes.

Sensitive Information and Text Messaging

Text messaging is intended for general communications and should not be used to transmit sensitive financial or personal information. MedCity Consulting will not request Social Security numbers, banking credentials, complete tax documents, or other confidential financial records through SMS.

Clients should use our secure client portal when exchanging sensitive information.

5. Email Communications

We may email you regarding an inquiry, appointment, proposal, or services provided by MedCity Consulting. We also offer occasional newsletters, tax updates, and educational information.

Marketing emails are sent only to individuals who have subscribed or otherwise provided appropriate consent. You may unsubscribe from marketing communications at any time using the unsubscribe link included in those messages.

Unsubscribing from marketing emails does not prevent us from sending necessary service-related communications.

6. How Long We Keep Information

We retain personal information only as long as reasonably necessary for the purposes described in this policy or as required by applicable laws and professional obligations.

If you contact us but do not become a client, we generally delete the substantive details of your inquiry and questionnaire within 12 months. We may retain basic contact information, such as your name, business, and how we connected, for legitimate business purposes unless you request its removal.

We may also retain limited records of communication preferences, SMS consent, and opt-out requests when necessary to document consent and honor your preferences.

Client records are maintained according to our record retention policies and applicable legal and professional requirements. When information is no longer needed, we take reasonable steps to securely delete or dispose of it.

7. How We Protect Your Information

Protecting client and prospective client information is a priority at MedCity Consulting. We use administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, disclosure, or misuse. These safeguards include:

Encrypted website connections
Secure client portals for confidential documents
Multi-factor authentication where supported
Access controls that limit information to authorized users
A written information security plan
Secure data storage and appropriate record retention procedures

Although no electronic system can guarantee absolute security, we take reasonable precautions to safeguard the information entrusted to us.

8. Your Privacy Choices

You may contact us to request that we:

Provide information about the personal data we maintain about you
Correct inaccurate contact information
Delete eligible personal information
Update your communication preferences
Stop sending marketing emails or text messages

Some information may need to be retained to meet legal, regulatory, contractual, or professional obligations.

To submit a privacy-related request, email info@medcityconsulting.com. We will respond within a reasonable timeframe.

9. Client and Tax Information

MedCity Consulting provides professional accounting and tax services, which may require collecting additional confidential personal and financial information. When you become a client, this information is governed by our engagement agreements, client privacy notices, and applicable laws and regulations.

Federal law, including Internal Revenue Code Sections 6713 and 7216, places specific restrictions on the use and disclosure of tax return information. We use and disclose tax return information only as permitted by law or with appropriate consent.

10. Children's Privacy

Our website and services are not directed toward children under the age of 18. We do not knowingly collect personal information directly from children through our public website.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, business practices, or legal obligations. Any updates will be posted on this page with a revised effective date. We encourage visitors to review this policy periodically.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact us.

MedCity Consulting
PO Box 6486
Rochester, MN 55903
Email: info@medcityconsulting.com
Phone: 507-216-4228