How to Prevent Tax Identity Theft: A CPA's Guide to Protecting Client Data
Accountants and tax professionals handle more than just numbers. You're trusted to protect sensitive client data and prevent identity theft. With 1 in 3 data breaches affecting small businesses, safeguarding client information is now a critical part of your role.
Every data is information that counts. A CPA or EA deals with sensitive information from their clients every day. So, it should be your cardinal principle to protect and maintain the confidentiality and integrity of your client's data.
Cybercriminals are becoming more sophisticated. Intensity is always changing because of new technology and laws. Tax professionals hold the most sensitive and valuable client information and become their specific target. Here you need to have a complete knowledge of 2025 Cybersecurity Essentials for Tax Professionals.
Hackers try to trick you with different approaches. Some of the common tactics include:
Phishing: Using fake emails and websites, criminals try to trick you into revealing your sensitive information, like your user ID, password, SSN, and other information. As a tax professional you need to understand and must have Incident Response Planning ready.
Identity-Based Attacks: An extremely hard to detect attack, where a valid user credential is compromised. Adversary disguises itself as a real user.
Malware: Hackers use attachments in emails to send viruses or spyware. When you open this, it infects your network, let the criminals control your computer, even your keystrokes.
DSA: Exploiting the Digital Signature Algorithm (DSA), attackers can recover your private signing key. This often happens due to a poor key generated, a very short key, or improper use. They can replace legitimate tax documents with malicious versions.
The fraud can last months longer, and you might discover this only after an IRS notice or refund delay. Federal law requires you to protect client data.
For effective governance and safety for these traps, the government has formed different rules and guidelines. Here are some of the key areas:
IRS Guidelines: To protect taxpayers' data, the IRS has prescribed specific guidelines. Guides like IRS Publication, IR-4557 Safeguarding Taxpayer Data, DSRG 5293, or 5709 for tax professionals. This covers administrative, technical, and physical security aspects. As a tax pro, you can start with Tax Security 2.0: The Taxes-Security-Together Checklist.
AICPA Tax Standards (SSTSs): The Revised AICPA statement on Standards for Tax Services (SSTSs) can be your guide to data protection. Section 1.3 addresses data protection and prescribes the efforts of tax professionals to protect clients' data. There are no hard rules, but a general guidelines to follow.
This includes elements such as data storing practice, Laws and compliances, newly innovated digital tools, and managing third-party data storage. Review your current policies and implement the guidelines for best protection.
Gramm-Leach-bliley Act Safeguards Rule:
Applying to all tax professionals, GLBA requires professionals to have a written information security plan. IRS and FTC are highly involved in compliance demands, and professionals present the written strategies to protect consumers' nonpublic personal information. This is a set of rules, and noncompliance may lead to fines and even the loss of practicing rights.
Global Data Privacy Laws:
When working internationally, tax professionals may face different laws and compliance issues. Rulings like the European Union's General Data Protection Regulation (GDPR) or California Consumer Privacy Act (CCPA), and many others, have different sets of rules and practices to protect clients' sensitive information. Understand the GDPR and Data Protection Strategies for Organizations.
Build a concrete strategy to prevent Tax Identity Theft. Here are some of the common Data Protection Best Practice to secure your corporate information.
Effortless Progress Tracking: Oversee your entire team's development through a single, user-friendly dashboard.
Implement a Written Information Security Plan (WISP): Federal Law requires you to implement and maintain an information security plan regardless of firm size. Contact a consultant or deploy a staff member to develop data security plans.
Strengthen Email Security: Use anti-phishing software, be vigilant and careful with attachments. Verify requests before sharing sensitive client information.
Implement Strong Password and Key Pin Practice: Create strong password practices using multiple combinations of alphabets, numbers, and special characters. Use a unique password for each account and keep changing at least quarterly.
Secure Outgoing Information and Data in Transit: Use a secure private network only. Use ETE encryption in all sensitive files and emails. Keep your software and OS updated.
Implementing a Multi-Factor Authentication System: MFA is important and strongly recommended by the IRS. The secondary verification, like code, could have prevented many data thefts.
Stay Vigilant, Monito, and Keep Track: Finally, stay awake, stay vigilant, and focus on the nuances. Track your e-filing returns, check your EFIN usage, check PTIN, and review clients' tax transcripts.
Cyber threats are like chronic diseases. You might be the victim, and completely unaware of it because your identity got theft.
You are in danger. Your clients' sensitive, most precious information is in danger. Security is compromised. So, act immediately and fight back.
Report to IRS: The very first thing you do is report to the IRS. They will notify the IRS Criminal Investigation and other agencies on your behalf.
Contact state tax agencies: Contact your state tax agency and report your data breach to the Federation of Tax Administrators.
Data privacy is crucial. It has become an integral part of the study curriculum of CPAs and tax professionals. Prepare yourself for a border approach to protect and safeguard your client's private information. This includes the following laws: acting ethically, being good with technology, and managing risks proactively.
Stay updated with the latest technological developments. No single effort guarantees 100% data security. Follow these steps, take the necessary majors and precautions. This is what reasonably expected from CPAs and tax professionals.
From adhering federal Law to work beyond the legal requirements, as a CPA you are responsible for taking every security measure to protect client data. How data is stored, adopt current digital tools and practices, level of complexity for data protection plans, software, VPNs, secure software, and strong passwords CPAs are universally expected.
The Gramm-Leach-Bliley Act (GLBA) is a mandatory rule to maintain a document for tax professionals in firms Written Information Security Plan (WISP). This outlines the strategies and procedures a firm will take to protect their clients’ nonpublic personal information.
Established in 2015, the security summit is a collective effort by IRS, state tax agencies, and tech companies to tackle and protect taxpayers' data. This is an awareness program to deal with cyber criminals and encourage strong security practices.
Few key steps to follow immediately are:
Nemin Vora is a Chartered Accountant (equivalent to US CPA) and Tax Attorney, serving as the Director of Client Relations at MYCPE ONE. With over 7 years of experience working with Big 4s and public accounting firms across North America, he's the person you want to talk to when you're thinking about taking your accounting firm global. Nemin is a seasoned leader and a dynamic content creator, weaving stories and insights on tax, leadership, and life that resonate with a wide audience. This creative outlet showcases not only his depth of knowledge but also his ability to connect and inspire. He consults and speaks on various topics, including Building Remote Teams, Remote Working, Offshore Staffing, Strategic Planning, Scalability of Accounting Practice, Cloud Accounting, Practice Management, and AI in Accounting. Outside of work, Nemin is a learner at heart, an actor on the stage, and a tech enthusiast.
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