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Bank-level protection for your clients’ tax, accounting and financial documents
TaxDo Vault protects each document with three layers of encryption, in transit and in storage, gives your firm its own encryption key, keeps locked copies that ransomware can’t touch, and helps you meet the FTC Safeguards Rule and IRS security requirements, without slowing your team down in busy season. Records are kept for 7 years for active accounts.
Book a Demo- Triple encryptionon each File
- 2FAon sign-in
- 3+ Copiesof each file
- 7 yearsrecord retention
- A tamper-evidentactivity log
- SOC 2 Type II
- ISO27001
- GDPR-aligned
- US-based hosting
One Exposed Client File Can Cost Your Firm Far More Than the File
Your firm holds exactly what hackers want: Social Security numbers, bank accounts, personal and financial information. Here is what a breach puts on your desk, and how TaxDo Vault answers each risk.
- The risk
A breach you must report to the FTC
Under the FTC Safeguards Rule, if unencrypted information for 500 or more clients is taken, your firm must notify the FTC within 30 days.
How TaxDo Vault respondsEach file is encrypted with your firm’s own key, so a stolen copy is unreadable without it.
- The risk
Stolen identities and fake refunds
Stolen client data is used to file fake returns in your clients’ names, and a data theft must be reported to the IRS.
How TaxDo Vault respondsMFA on each staff sign-in, code-protected links and malware-scanned uploads close the most common ways in.
- The risk
Ransomware in deadline week
Locked-out files mean missed deadlines, penalties for clients, and pressure to pay a ransom in the busiest week of the year.
How TaxDo Vault respondsLocked copies nobody can delete, and up to 90 days to recover any file. You restore and keep filing.
- The risk
Returns sitting in email
Attachments live in inboxes for years and get forwarded to the wrong person, with no way to pull them back once sent.
How TaxDo Vault respondsEach link works only for the named recipient, with an 8-digit code. Links expire and can be revoked instantly.
- The risk
Insurers asking hard questions
Cyber insurers and larger clients ask about MFA, backups, encryption and logging. A “no” can raise premiums or cost the engagement.
How TaxDo Vault respondsA clear yes to each, with an audit trail, a SOC 2 Type II report and a one-page summary for your WISP.
- The risk
A notice that arrives years later
An IRS notice or an amended return can come years after filing. A missing 8879 or client document leaves you exposed.
How TaxDo Vault respondsTax records and signed forms are kept for 7 years*, protected from deletion the whole time.
This isn’t just file sharing. It’s your firm’s security program, already running.
File-sharing tools move documents. TaxDo Vault protects your firm: encryption with your own key, ransomware recovery, 7-year retention, a tamper-evident audit trail and the evidence your WISP, your insurer and your clients ask for, in one place.
Locks Inside Locks, Inside a Guarded Building
Each layer stops a different kind of attack, so if one fails the next still holds.
- Layer 1
Sealed with your firm’s key
TaxDo encrypts each file with a key that belongs to your firm alone, and locks it to the client it belongs to.
Stops: a break-in at the storage level, and one client’s file opening under another client.
- Layer 2
Encrypted again in storage
Our storage encrypts it again with AES-256, using a separate key TaxDo controls. Keys are replaced every year, and each use is logged.
Stops: anyone reading stolen disks or backup copies, or misusing the keys.
- Layer 3
Encrypted in transit
Every upload, download and share travels encrypted from your system to our platform, so a file is never readable on its way in or out.
Stops: anyone intercepting files on public Wi-Fi or a compromised network.
- Outer wall
Five guards around it
Private storage, locked copies, malware scanning, round-the-clock monitoring and safe sharing.
Stops: outside break-ins, infected uploads, ransomware and forwarded links.
Ten Protections Built for the Way CPA and Accounting Firms Work
From the client’s first upload to the signed 8879, each step is protected.
Your firm’s own encryption key
Each document is encrypted in transit and twice at rest with AES-256, once with a key that belongs to your firm alone. Files are also locked to their client, so a document for one client can’t be opened under another client’s name.
Why it matters: a misplaced file or a leaked storage drive shows nothing readable.
Ransomware can’t hold your records hostage
Earlier versions and deleted files stay locked for 60 days in a separate, isolated account with its own key. Nobody can purge them early, not even TaxDo’s own administrators. Signed records are kept for 7 years.
Why it matters: if ransomware hits in deadline week, you roll back to the minute before and keep working.
MFA your team will actually use
Staff sign-in needs a second step: a code from an authenticator app or email, or a passkey. It works on the Windows PCs most firms already have; Windows Hello works with just a PIN.
Why it matters: a stolen password alone opens nothing, and you meet the FTC Safeguards Rule’s MFA requirement.
Links that only work for the right person
Each shared link is tied to one recipient and opens only with an 8-digit code sent to them, by text for sensitive files. Links expire, cap downloads, stamp the recipient’s name on each page, and can be revoked instantly.
Why it matters: a forwarded email link is useless to anyone else.
Client upload requests
Send a checklist (“2025 W-2, 1099-INT, K-1”) and let clients upload securely, with no account needed. They see only what they uploaded, and you’re notified as each document arrives.
Why it matters: no more tax documents as email attachments.
Uploads scanned before your team opens them
Client files wait in quarantine until a malware scan clears them. Infected or unscannable files are rejected and you’re told.
Why it matters: a client’s infected PC doesn’t become your firm’s breach.
Storage the internet can’t reach
Vault storage answers only TaxDo’s own servers. Even a leaked cloud password used from outside gets nowhere.
Why it matters: a whole class of cloud leaks is closed off by design.
An audit trail that can’t be quietly edited
Each view, download, share and signature is recorded. The log is sealed every night, so any later change to it would show.
Why it matters: answer “who opened this document, and when?” in seconds, for your client, your insurer or an investigation.
Remote Form 8879 signing with identity verification
Clients sign 8879s remotely after a knowledge-based identity check, with a sealed, time-stamped record. Available on request.
Why it matters: remote signing that follows IRS e-signature requirements, without printing or scanning.
Your data stays yours
US-based hosting. No AI training on your documents. Export at any time. When a client asks to be deleted, their files are unreachable at once and destroyed automatically when the 60-day protection window ends.
Why it matters: you can answer a client’s privacy question with a straight yes or no.
An Attack on April 10th Becomes an Afternoon, Not a Lost Season
Your records in TaxDo Vault are locked against deletion and changes, with protected copies in a separate, isolated account.
- 10:42 am
Ransomware strikes
It encrypts or deletes files it can reach, or tries to.
- 10:43 am
Locked versions hold
Each earlier version stays locked. Nobody can delete it, not even an administrator.
- Same day
Restore to 10:41 am
Files come back into a clean location; the attacked copy is kept for investigation.
- Result
You keep filing
No ransom, and no lost records.
Deleted by Mistake, or by an Attacker? You Get It Back.
Each deleted file passes through two safety nets before it’s gone for good.
- Stage 1 · Trash30days
Restore it yourself
Deleted files wait in Trash. Owners and admins restore them in one click.
Who: your firm’s owner or admin
- Stage 2 · Locked protection60more days
Locked against everyone
After permanent delete, protected copies stay locked. No one can purge them early, including TaxDo’s own administrators.
Who: TaxDo restores on your owner’s written request
- Stage 3 · DestroyedDay 90
Gone for good, on schedule
Protected copies are destroyed automatically. Erasure requests are honored the same way: unreachable at once, destroyed when the window ends.
Who: automatic, no one has to remember
- Up to 90 days to recover any deleted file
- 7 years for tax records and signed forms
- 3+ separate data centers for each file
Tax-Ready RetentionYour Clients’ Tax Records and Signed Forms, Kept for the Full Look-Back Period
Signed Form 8879s, their sealed signing records and your clients’ tax documents are kept for 7 years. That covers the IRS’s longest standard record-keeping period, so the paper trail is there when an audit notice, an amended return or a client’s loan application comes in.
- Covers the IRS 3, 6 and 7-year record periods
- Sealed, time-stamped proof of each signature
- Protected from deletion and ransomware the whole time
- No boxes, no off-site storage, no shredding schedule
For active accounts. Records are kept for 7 years while your firm’s TaxDo Vault subscription stays active.
Isolated from our main systems
Protected copies live in a separate account with their own encryption key. Even someone who breaks into our main systems can’t delete them.
Two-person approval
Each restore needs sign-off from two TaxDo people, and each one is logged, so no single person can bring files back alone.
Restored without being viewed
TaxDo staff bring files back without opening them, so your clients’ documents stay unread from deletion to restore.
Restores tested every quarter
We prove recovery works with a test restore every quarter, and keep the evidence for our SOC 2 audit.
Archived clients stay frozen
Archive a client and their Trash locks, with the 30-day timer paused until you unarchive, so nothing expires meanwhile.
Kept in 3+ data centers
Each file is stored in at least three separate locations, so one site going down loses nothing and your team keeps working.
Strong Sign-In That Works on the PCs You Already Have
Each staff sign-in needs a second step. Your team picks the one that suits them.
- Option 1
Password + authenticator app
A 6-digit code from Microsoft or Google Authenticator. Recommended for firm admins.
- Option 2
Password + email code
A code sent to the staff member’s email. Easiest to start with.
- Option 3
Passkey
Sign in with a Windows Hello PIN, Face ID or Touch ID. No camera or fingerprint reader needed on Windows.
- Clients and recipients
No account needed
A link plus an 8-digit code sent to the recipient, or Face ID for clients who sign in often.
Built Around the Rules Your Firm Already Answers To
General file-sharing tools aren’t designed around the FTC Safeguards Rule or IRS e-signature requirements. TaxDo Vault is, so the controls your security plan calls for are already in place.
FTC Safeguards Rule (GLBA)
Encrypt customer data, require MFA, control and monitor access, dispose of data you no longer need
How TaxDo Vault helps: Three layers of encryption, 2FA on sign-in, a tamper-evident activity log, 3+ Copies of each file
IRS Publications 4557 and 5708
Protect taxpayer data and keep a written information security plan (WISP)
How TaxDo Vault helps: Controls you can name in your WISP, plus a one-page security summary for your files
IRS e-signature rules for Form 8879
Verify the taxpayer’s identity for remote signing and keep a record that can’t be altered
How TaxDo Vault helps: Knowledge-based identity check, a sealed and time-stamped signing record, locked storage
Record retention
Keep Form 8879 at least 3 years; other records up to 7 years in some cases
How TaxDo Vault helps: Tax records and signed forms kept for 7 years*, covering the IRS’s longest standard period
Cyber insurance questionnaires
Show MFA, backups, encryption and logging
How TaxDo Vault helps: Clear yes answers on each, with evidence on request
TaxDo Vault helps your firm meet these obligations. Each firm remains responsible for its own compliance program.
Ten Questions to Ask Before You Trust Any Portal With Your Clients’ Documents
Ask these of any provider. If the answer isn’t yes, your clients’ returns are carrying the risk.
1Is each file encrypted with a key unique to my firm?
One shared key can expose many firms at once
Yes, plus AES-256 in storage and encryption in transit
2Can ransomware, or a hacked admin, delete my files and backups?
Ransomware is far worse when the backups can be deleted too
No. Deleted files and earlier versions stay locked for 60 days in a separate account
3Does MFA work on my team’s Windows PCs without new hardware?
Security that’s hard to use gets switched off
Yes: authenticator app, email code, or a Windows Hello PIN
4If a client forwards a download link, can a stranger open it?
Links get forwarded, often by accident
No. The link needs a code sent to the named recipient
5Are client uploads scanned for malware before my staff open them?
A client’s infected PC shouldn’t become your breach
Yes, before anyone can open them
6Can I prove who viewed a document, with a log nobody can edit?
Clients, insurers and investigators ask exactly this
Yes, a chained activity log signed nightly
7Can anyone on the internet reach the storage directly?
Storage reachable from the internet is one wrong setting away from a leak
No. Storage answers only TaxDo’s own servers
8Is remote 8879 signing backed by an identity check?
IRS rules require identity verification for remote signing
Yes, knowledge-based authentication with a sealed record
9Do you train AI on my clients’ documents?
Taxpayer data shouldn’t feed anyone’s model
No
10Can I get a certificate when a client’s data is deleted?
Disposal is part of the FTC Safeguards Rule
Yes
Independently Audited and Certified
- SOC 2 Type II
- Independent audit of our security controls over time. Report available under NDA
- GDPR-aligned
- Data processing agreement, EU data subject rights handled, and breach notice within 72 hours
- Data residency
- Your files are stored in the United States
- Your data
- Never used to train AI, never sold or shared. Published data processing agreement (DPA) and sub-processor list with 30 days’ notice of changes
- Security summary
- Available under NDA for your WISP, your insurer or your IT reviewer
- Contact
- [email protected]
Questions CPA and accounting firms ask us
No. Staff sign in with a password and a 6-digit code, or with a Windows Hello PIN if they add a passkey. Everything else (encryption, locked copies, malware scans, logging) runs in the background.
Yes. Staff can use an authenticator app on their phone or a code by email. Windows Hello passkeys work with just a PIN on any Windows 10 or 11 PC.
No. They get a link and an 8-digit code by email, or by text for sensitive documents. Clients who sign in often can set up Face ID for next time.
Your files are encrypted with your firm’s own key, and TaxDo staff can’t browse storage. Support access to a firm’s data needs a ticket and a hardware security key, is time-limited, and shows up in your firm’s own activity log.
Your documents in TaxDo Vault are locked against deletion and changes, with a second locked copy in a separate account. We restore your files to the moment before the attack into a clean location, and you keep filing.
Yes. Deleted files are unreachable at once and destroyed automatically when the 60-day protection window ends, and you receive a certificate of deletion. Records you’re required to keep, such as signed Form 8879s, stay protected until their retention period ends.
No, but it covers a large part of it. We give you a one-page summary of TaxDo Vault’s controls to include in your WISP.
The protections on this page are included. Optional add-ons are available for firms with extra requirements, such as holding their own encryption key.
Your Clients Trust You With Their Tax and Financial Records. Give Them the Protection That Trust Deserves.
See TaxDo Vault’s security in a 20-minute walkthrough, or get the one-page summary for your WISP.
TaxDo Vault helps your firm meet its security obligations; each firm remains responsible for its own compliance program. Security questions: [email protected]