Material Participation Log

LeBeau & Associates, CPAs 1012 N Main St, Meridian ID 83642 · (208) 898-0500 · www.lebeaucpa.com Effective: [date]

This notice explains what information the Material Participation Log collects, why, who can see it, how it's protected, and how long it's kept. The Log is the secure website (and, later, phone app) at hours.lebeaucpa.com that our clients use to record time spent on businesses they own, such as Equip Lease.

What we collect

• Your account details: your name, your email address, and the number of shares you hold in the program (for example, Equip Lease).
• Your time entries: the date of the work, hours, the kind of work, and your description of what you did.
• Photos and receipts you attach, with each file's name, size, and upload time, plus a digital fingerprint (a SHA-256 code) used to show later that the file hasn't been altered.
• The history of your entries: if you change an entry, we keep the original and every change, with the date and the reason you gave.
• Reports: a saved copy of each PDF report created for you, with who created it and when. If a report is emailed, we record who sent it, to whom, and when.
• Sign-in records: when you sign in and out, whether you used two-factor sign-in, and basic information about the device or browser used.
• Two-factor sign-in, if you turn it on: the information needed to check your codes. We never see the codes your phone generates in advance.

We don't collect your Social Security number, bank or card details, or tax returns through the Log. Please don't upload photos or receipts that show other people's private information, or account numbers you don't need to show.

Why we use it

• To keep a dated, reliable record of your participation in the business, so you can show whether you met the material participation test for each tax year.
• To prepare your tax returns and give you tax advice.
• To support you if the IRS or a state taxing authority asks about your participation.
• To keep the Log secure and working: sign-in, two-factor, account security, and a record of important actions.

We don't sell your information, and we don't use it for advertising.

Who can see it

• You. You see only your own records.

• LeBeau & Associates staff. Firm staff can see all clients' records in the Log, and only after signing in with two-factor. Staff can add internal notes to an entry; staff can't change or delete your entries.

• People you choose. If you email a report from the Log (for example, to your attorney), that person receives it.

• Service providers that run the Log for us, only as needed to provide it:

  • Supabase: stores the database and your files, in the United States (Oregon).
  • Vercel: hosts the website.
  • Resend: delivers the Log's emails (invitations, sign-in links, and reports you choose to email).

  These providers protect the information under their own security programs and don't use it for their own purposes.

• As required by law, or with your consent, for example in response to a lawful request from a taxing authority.

How it's protected

• Everything is sent over encrypted connections and stored encrypted.
• Each client's records are separated by rules inside the database itself, so one client can never see another's.
• Photos, receipts, and reports are kept in private storage and opened only through links that stop working after 5 minutes, except a report you choose to email, which can use a download link that works for 7 days.
• Firm staff must use two-factor sign-in. You can turn it on for your own account.
• Sign-ins expire automatically (after 12 hours for clients and 8 hours for staff).
• Entries, attachments, and their history can't be deleted by anyone, including the firm. That's what makes the record dependable.

How long it's kept

We keep your entries, attachments, edit history, and reports for at least 7 years after the end of each tax year. We keep them longer if there is an open examination or another reason the record is still needed, such as an unused loss carryforward. Nothing is deleted automatically. If your account is closed, you can no longer sign in, but the records are kept for this retention period.

Your choices

• Correcting an entry: while a tax year is open (through January 15 of the following year), you can edit your entries. The original and every change are kept.
• Getting a copy: you can create and download a PDF report of your records at any time.
• Closing your account: contact us. We'll turn off your sign-in and keep the records for the retention period above.
• Questions or concerns: contact LeBeau & Associates, CPAs at (208) 898-0500.

Cookies

The Log uses cookies only to keep you signed in. It doesn't use advertising or analytics cookies.

Changes to this notice

If we change this notice, we'll post the new version in the Log and tell you about significant changes.