1. Unwavering Commitment to Your Privacy
At Canada Wide Bookkeeping & Taxes Ltd. ("the Firm"), we recognize the paramount importance of protecting your personal information. We adhere to the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws, ensuring that all personal data is handled with the highest standard of confidentiality and security.
2. Defining Personal Information
For the purposes of this policy, "personal information" includes any information about an identifiable individual, such as:
- Demographic details
- Financial data
- Personal opinions or preferences
- Residential addresses
- Family details
This definition excludes publicly available business contact information (name, title, corporate address, or phone number) as defined under PIPEDA.
3. Accountability
Canada Wide Bookkeeping & Taxes Ltd. is responsible for all personal information in its possession or custody, including information handled by third-party service providers.
Privacy Officer: Varinder Singh
Email: [email protected]
All staff, contractors, and partners are required to comply with our Privacy Policy and receive privacy training.
4. Purposes for Collecting Personal Information
A. Client Engagement
- Deliver professional accounting, tax, payroll, and advisory services
- Meet legal and regulatory requirements
- Conduct internal compliance and quality reviews
- Communicate updates, service offerings, and event invitations
B. Personnel Management
- Payroll and benefits administration
- Employment law compliance
- HR management
- Business transactions (e.g., mergers, financing)
C. Recruitment
We collect applicant information for hiring purposes and may retain it for up to 24 months unless otherwise required by law.
5. Consent
- Clients: Consent is obtained via signed Engagement Letters.
- Employees & Applicants: Consent is obtained via HR documents and application forms.
Refusal or withdrawal of consent may prevent the Firm from providing services, offering employment, or continuing benefits.
6. Limiting Collection
We collect only the personal information necessary for identified purposes and legitimate business needs.
7. Use, Disclosure & Retention
We will only use or disclose personal information for stated purposes, except when:
- Required by law or court order
- Necessary to protect the safety, rights, or property of any person
- Needed for fraud prevention or security purposes
We may use secure third-party service providers, cloud storage, or software located in Canada or other jurisdictions. When stored outside Canada, your information may be subject to the laws of that jurisdiction.
Retention periods:
- Client records: Retained as per legal and professional obligations.
- Employee records: Retained in accordance with employment law, securely destroyed when no longer required.
- Applicant records: Retained for 24 months unless otherwise requested.
8. Data Security Measures
- Restricted access to offices and files
- Encrypted digital storage and communications
- Secure cloud-based accounting platforms with multi-factor authentication
- Contractual confidentiality obligations for all third-party processors
In the event of a data breach, we will:
- Take immediate action to contain the breach
- Notify affected individuals if there is a real risk of significant harm
- Report the incident to the Office of the Privacy Commissioner of Canada (OPC), as required by law
9. Accuracy of Information
We rely on clients, employees, and applicants to provide accurate and current personal information. Updates should be sent to:
- Clients: Your engagement partner
- Employees/Applicants: HR Leader
10. Access to Personal Information
You may request access to or correction of your personal information by contacting:
Privacy Officer: Varinder Singh
Email: [email protected]
We will respond to written requests within 30 days, unless an extension is permitted by law.
11. Third-Party & Cloud Providers
The Firm may engage reputable third-party providers for data storage, payroll processing, tax software, and IT support. These providers are contractually obligated to:
- Maintain confidentiality
- Use information only for agreed purposes
- Implement strong security measures
12. International Data Transfers
If personal information is transferred outside Canada, it may be subject to foreign laws and access by foreign governments, courts, or regulators. The Firm ensures that such transfers comply with PIPEDA and applicable privacy laws.
13. Policy Changes
Canada Wide Bookkeeping & Taxes Ltd. reserves the right to amend this Privacy Policy at any time. Updates will be posted on our website, and the most recent version will always apply.
14. Limitation of Liability
While we take every reasonable measure to protect your personal information, Canada Wide Bookkeeping & Taxes Ltd. cannot guarantee absolute security. To the extent permitted by law, we are not liable for unauthorized access, disclosure, or loss of personal information arising from circumstances beyond our reasonable control.
15. Complaints & Contact
If you have concerns or complaints regarding our privacy practices, please contact:
Privacy Officer: Varinder Singh
Email: [email protected]
We will investigate and respond in writing within 30 days of receiving your complaint. If you are unsatisfied, you may contact the Office of the Privacy Commissioner of Canada.