You’ve probably heard by now about the updated regulations to Internal Revenue Code Section 7216 that went into effect on January 1st, 2009. This updated regulation requires even tighter restrictions on what you can do with the data you collect when preparing a client’s tax return.

What does this mean for your website?

Because these regulations change how you can use your client’s contact information, you may need to adjust how you use your Email Marketing System and Monthly Newsletter.  If you collect email addresses along with your clients’ tax information- on a tax questionnaire, for example- then you must obtain the signed consent of your client to use that information in any other way.

Fortunately, if your clients subscribe to your newsletter using the form on your website, then there’s no need for you to acquire a consent form. Additionally, this applies to your tax clients, so clients you provide other services to may not fall under the 7216 regulations.

Violations can result in imprisonment for up to one year, a fine of not more than $1,000, or both, for each violation, so it’s a good idea to review how you’re using your client information on your site and everywhere else.

To review and manage clients and email addresses subscribed to your monthly newsletter, simply log into your Firm Portal and select “Email Marketing System.”  Once you’re logged in, select the contacts list on the horizontal menu.  From there, you’ll be able to view your recipients, manage subscriptions and add or delete addresses.

For more information on managing your Email Marketing System, visit our EMS Help page or view our Email Marketing System video walkthrough.

For more information on Internal Revenue Code Section 7216 visit the IRS website.  The IRS has also provided a guide for generating and managing your client consent forms.