Effective Date: June 4, 2026
Purpose
Jacobs & Newmark, P.C. uses electronic communications and secure document-sharing technologies to improve client convenience and efficiency.
This policy explains how electronic communications and client portal services are used and the responsibilities of both the Firm and our clients.
Authorized Communication Methods
The Firm may communicate with clients through:
- Secure client portals
- Electronic signature platforms
- Telephone
- Video conferencing
- Secure file-sharing systems
Certain communications may include confidential financial, tax, payroll, and business information.
Client Portal Security
When provided, the Firm’s secure client portal is the preferred method for transmitting confidential information, including:
- Tax returns
- Tax source documents
- Payroll records
- Financial statements
- Banking information
- Business records
- Personally identifiable information
The Firm strongly encourages clients to use secure portals whenever possible.
Client Responsibilities
Clients agree to:
- Maintain confidentiality of login credentials
- Use strong passwords
- Enable multi-factor authentication when available
- Protect devices used to access Firm systems
- Promptly notify the Firm of suspected unauthorized access
- Log out of secure portals after use
Clients are responsible for maintaining the security of their own devices and networks.
Email Risks
Although the Firm uses commercially reasonable security measures, standard email is not always secure.
Electronic communications may be vulnerable to:
- Interception
- Misdelivery
- Malware
- Unauthorized access
- Phishing attacks
By communicating electronically with the Firm, clients acknowledge and accept these risks.
Sensitive Information
Clients should avoid sending the following through unsecured email whenever possible:
- Social Security numbers
- Tax identification numbers
- Bank account information
- Credit card information
- Login credentials
- Other highly sensitive personal information
Whenever practical, these materials should be transmitted through a secure client portal.
Electronic Signatures
The Firm may utilize electronic signature services.
Electronic signatures shall have the same legal effect as handwritten signatures to the fullest extent permitted by applicable law.
Data Protection Measures
The Firm maintains reasonable administrative, technical, and physical safeguards designed to protect client information, including:
- Secure document storage
- Access controls
- Password protections
- Encryption where appropriate
- Employee confidentiality obligations
- Vendor security reviews where appropriate
No security system is entirely immune from risk, and absolute security cannot be guaranteed.
Unauthorized Access
If the Firm becomes aware of a security incident involving client information, we will take commercially reasonable steps to investigate and respond as required by applicable law.
Record Retention
Electronic documents and communications may be retained according to the Firm’s record retention policies and applicable professional requirements.
Clients are encouraged to maintain their own copies of all important records.
Consent to Electronic Communications
By engaging Jacobs & Newmark, P.C. and communicating electronically, clients consent to receiving communications electronically unless alternative arrangements are requested and agreed upon.
Contact Information
Questions regarding portal access, document security, or electronic communications may be directed to:
Jacobs & Newmark, P.C.
Phone: (847) 537-0100
Website: https://jacobsnewmark.com
