Privacy policy

What W2gMatch is

W2gMatch reconciles a gambler's tax documents into a workpaper for the accounting firm preparing the return. To do that it has to hold tax documents. This page says which ones, what is done with them, who else touches them, and how to have them removed.

What we collect

• Account details. Your email address, password (stored only as a hash by our authentication provider), name, and, for a firm, the firm name and the people it invites.
• Tax documents you upload or authorise us to receive. Forms W-2G, 1099, IRS Wage & Income transcripts, win/loss statements, wagering histories and bank records, and the figures we read out of them.
• Statement-retrieval details, if you ask us to collect statements for you. Legal name, date of birth, the last four digits of a Social Security number (never the full number), mailing address, phone, a photo of an ID where an operator requires one, players club numbers, and, only with your separate written consent, the sign-in details for operator accounts that release statements no other way. Date of birth, last four, and sign-in details are encrypted with a key held outside the database; every time a member of our staff views sign-in details it is logged, and you can withdraw consent at any time.
• Payment details. Handled by Stripe. We receive a record of the purchase, not the card number.
• Usage. Pages viewed and actions taken, through Google Analytics and our own logs, so we can see what works and what breaks.
• Correspondence. Email you send us, replies to email we send, and calls or texts you exchange with us. Calls are not recorded; what was pressed or said to our phone system is kept as text.

What we do with it

• Read the documents and build the workpaper, request list and reconciliation your firm or you asked for.
• Request win/loss statements from operators on your behalf, by email, fax, mail, phone or, with your consent, in your account, when you switch that on.
• Send the emails the service needs: confirmations, invitations, signing links, reminders, and replies to you.
• Bill for plans and packages through Stripe.
• Improve the product. Documents are read by automated systems, including AI models, to extract figures; those systems are not trained on your documents.

We do not sell personal information, and we do not share tax documents with anyone except the processors below and the firm you are working with.

Who else processes it

Each of these handles data only to provide its part of the service:

• Vercel (hosting) and Supabase (database, file storage and sign-in)
• Stripe (payments)
• Resend (email delivery), Twilio (calls and texts), and, when enabled, Phaxio (fax) and Lob (postal mail) for statement requests
• Google Cloud and OpenAI (reading documents and drafting text), Google Analytics (usage)

Text messages

We text you only if you gave us a mobile number and ticked the consent box on the Statement Concierge card, and only about your win/loss statement requests: the link to sign them and their progress. Message frequency varies, usually a few per tax year; message and data rates may apply. Reply STOP to any message to stop, HELP for help. Your mobile number and your consent to receive texts are not sold, rented, or shared with third parties or affiliates for their marketing or promotional purposes. The messages are carried by Twilio, which sees the number and the message text in order to deliver them. The program terms are at w2gmatch.com/sms.

Marketing email

We write to accounting firms about the product. Every such email carries an unsubscribe link and a postal address, and one reply asking us to stop is enough. We do not email individuals about the product unless they have asked us something first.

How long we keep it

Tax records are kept while the engagement is open and for the period a preparer would keep them, then deleted unless you or your firm ask for them to stay. Operator sign-in details are deleted when you withdraw consent or close the account. You can ask for your account and its documents to be deleted at any time by writing to [email protected]; a firm's records of a client it has processed stay with the firm.

Your choices

You can see and correct what we hold from your account pages, export your documents, withdraw statement-retrieval consent, and ask for deletion. Write to [email protected] for anything the pages do not cover. If we change this policy in a way that matters, we will say so by email and move the date at the top.

See also the terms of service and the editorial policy for the tax pages.