Privacy policy

When you submit the intake form we record:

• Your contact details — name, role, email address and telephone number.
• The owning entity — its legal name as it appears on the land book or tax roll, entity type, and the capacity in which you would sign.
• The property — address, parcel or account number, property type, size and year built.
• The assessment — assessed value, the date on your notice, your opinion of value and anything you tell us in the notes field.
• Documents you upload — assessment notices, rent rolls, income and expense statements, appraisals, photographs and deeds.
• Technical records — the IP address the submission came from, and timestamps. We use these to stop automated abuse of a public form and to evidence when an authorization was signed.

We do not use advertising trackers, and our emails carry no tracking pixels.

To review your assessment, calculate the deadlines that apply to your parcel, prepare and file an appeal if one is warranted, correspond with you about it, and invoice for the work. We also keep records we are required to keep as a representative before assessing authorities.

We do not sell your information. We do not share it with anyone for their own marketing.

Income and expense information supplied in connection with a Virginia assessment appeal is confidential under Va. Code § 58.1-3. We treat rent rolls, operating statements and similar records as confidential in every jurisdiction we practise in, not only Virginia.

Documents are uploaded directly from your browser into encrypted object storage. They are encrypted at rest, are never placed behind a public link, and are retrieved only through short-lived access grants issued to authenticated staff.

• Assessing authorities — the assessor, board of equalization, appraisal review board, state commission or court handling your appeal. This is the point of the engagement, and we file only what is necessary and only once you have signed an authorization.
• Service providers — our hosting, object storage, email delivery and, where a locality requires a notarized original, a remote online notary. They act on our instructions and may not use your information for their own purposes.
• Professional advisers — where a rung of the appeal ladder requires an attorney (for example the Missouri State Tax Commission, where an entity must be represented by counsel), with your agreement.
• Where the law requires it — in response to a lawful demand.

When you sign an agent authorization electronically we record your typed name, the capacity you signed in, the date and time, and the IP address the signature came from. We store the exact text you agreed to, so what was signed can be reproduced verbatim later, independent of any change to our templates.

Case records, filings and authorizations are kept for seven years after the matter closes. That period reflects the look-back on assessment and refund disputes and our own professional record-keeping. Documents you upload are kept for the same period unless you ask us to delete them sooner and we are not required to retain them.

Enquiries that do not become engagements are kept for two years so that we can recognise a returning owner and the history of their parcel.

• Ask for a copy of what we hold about you, or ask us to correct it.
• Ask us to delete information we are not required to keep.
• Opt out of SMS reminders at any time; email about a live deadline is part of the service and we will keep sending it while your matter is open, because a missed statutory deadline cannot be undone.
• Withdraw an authorization in writing at any time.

Write to appeals@sterlingtaxmgmt.com or call (757) 287-6000.

Traffic to this site is encrypted in transit. Documents are encrypted at rest. Staff access is authenticated and every change to a case is written to an audit log recording who did what and when. We limit uploads to document and image formats and reject executable content.

No system is perfect. If we discover a breach affecting your information we will tell you promptly and tell you what we are doing about it.

This is a service for commercial property owners. It is not directed to children and we do not knowingly collect their information.

If we change this policy we will update the date at the top. If a change materially affects how we handle information about a live matter, we will tell clients directly rather than relying on the page alone.