Is it still the case that only the client can delete documents in Intuit Link for ProSeries, or can the agents working on behalf of the client now do it too?

[alan2]

We are a Scottish firm that helps our clients with their US returns. Part of the General Data Protection Regulations (GDPR) that govern our processing of Personal data states that we must delete all personal data once it has been used for the purpose that it was first gathered for. Can we fulfil this obligation in Intuit Link for ProSeries, or is it still the case that only the client can delete?

[itonewbie · Accepted solution]

First thing first, Intuit Link is not and has not been updated to be GDPR compliant, AFAIK.  Neither are most Intuit websites, except for those that are designed for EU customers where there would be an option for "Manage Cookies".  This means your client's IP address along, other identifiable data, and various classes of cookies are tracked by default and there is no option to change any of that.

In terms of record retention, Article 5(e) of GDPR does allow you to retain the data for a period necessary, which in this case, should mean the period necessary to comply with Circular 230 and IRC regulations' record-retention requirements.

Intuit Link is, in theory, designed to be compliant with US laws.  However, it is not designed to be your DMS, which means you should treat that only as client portal for data collection and download all messages/documents offline as soon as practical.  After all, you do lose access to Link once you no long has a current year subscription regardless of whether Intuit decides to archive/delete prior year data.

Furthermore, it is not clear that Intuit actually has a stipulated policy that tells you when they actually delete data/documents saved on Intuit Link: https://accountants-community.intuit.com/questions/1637941-how-long-will-client-documents-remain-on-...

In Link, you do have the option to delete documents but you won't be able to delete messages traded with your clients, whether they originate from you or your clients.

There are also questions about breach notifications, which must be reported within 72 hours pursuant to GDPR.  I have no doubt that Intuit takes data and internet security very very seriously.  Nevertheless, history has shown that US companies are often very late in disclosing breaches and you may not be able to count on meeting the 72-hour requirement.

All in all, you should consider whether Intuit Link is the right tool for you or switch to other EU-based solutions (e.g. client portal or DMS), in light of various GDPR compliance concerns.

[alan2]

Thanks very much indeed itonewbie. That's given me quite a bit of food for thought. We do currently use a UK-based client portal for all our clients, but wanted to consider this product for our US customers as we already use ProSeries for their returns. On the face of it, having a portal product under the same software umbrella, and with the direct downloading of information from financial institutions facility seemed quite seductive, but if there are potentially issues with the security of the data, then we would have to think long and hard about adopting it. The one thing that I have found out however, in respect of the data security issue, that you may not be aware of, is that Intuit are a subscriber to Privacy Shield, a GDPR-approved data protection policy mutually agreed between the UK/EU and the US. That should give some more guarantees.

[itonewbie]

Thanks for the additional context.  I don't really think there are any material concerns for data security.  Integration is definitely a draw.  There are those of us who are not really big on data import though, which works well when it does but could be a pain when it doesn't.  You may like to set up a mock client or two and test out the functionalities for yourself first hand as a client, if you have not already done so.  There are pros and cons to Intuit Link but there has not been a lack of complaints from tax pros and clients.

[alan2]

Okay, thank you for helping out.

[George4Tacks]

nice phrasing "there has not been a lack of complaints":+1:

[itonewbie]

:joy:

[qbteachmt]

@George4Tacks
@alan

This is the most recent topic started by @alan on the same subject asked in the other places, including those where @alan commented in older topics that likely don't even apply to 2019 regulations. So, this would be a great place to keep the discussion going, if there is more info needed to help @alan.

[qbteachmt]

Here are some articles that might be helpful:

https://accountants-community.intuit.com/articles/1859289-intuit-link-frequently-asked-questions

https://accountants-community.intuit.com/articles/1861474-using-proconnect-intuit-link-in-proseries

[itonewbie]

@qbteachmt Unfortunately, these are actually old posts.  Although there are notations that they are relevant to tax year 2018, a number of the features and functions described are actually outdated and the interface has changed.

[qbteachmt]

@alan seems to be a potential user, so reading how things work(ed) is part of understanding the tools, even though it has been noted the tool is US based and would be updated to match the software in use for any specific year. No one can help @alan know how they Will Work; the FAQ helps you see how they did work, for those year(s) for the articles, for reference.

[DJL0708]

Could you explain why I cannot delete a document in my client file even when I checked the box "act as taxpayer"?  And why are there documents showing up only on the document tab and I cannot upload them individually?