CPA4IT takes your privacy rights very seriously. We are committed to transparently describing our privacy practices. CPA4IT operates in compliance with all applicable Canadian privacy laws. We are governed by the Rules of Professional Conduct of our profession.
1. Collection of Information
(a) Collection from Clients. We collect and use personal, business and financial information from our clients in the normal course of our business. The information is used to assist us in the provision of services, which may include, without limitation, the preparation of financial statements, tax returns, financial planning, business planning, succession planning, business valuations and other consulting services, as well as the preparation and filing of other returns as may be required by various governmental and regulatory agencies.
(b) Collection from Third Parties. CPA4IT collects information only by lawful and fair means. Wherever possible, CPA4IT collects personal, business, and financial information directly from the individual, but we may obtain such information from other sources, such as governmental agencies and financial institutions, or the individual’s employer in the event that CPA4IT acts for an individual. CPA4IT seeks written consent where possible (we will also accept oral consent) for the personal, business, and financial information that it collects uses, and discloses. CPA4IT may use personal, business, or financial information without explicit consent when, for instance, CPA4IT needs to contact or respond to requests from governmental agencies such as Canada Revenue Agency, regulatory bodies, as well as CPA4IT’s governing professional organization.
(c) Collection from Related Parties. We understand that in the course of our review of your information, we may become party to personal, business, or financial information that you have collected from your employees, customers, or other relations. You represent that: (i) you have the right and authority or have obtained all necessary consents and approvals to provide any information, including any personal, business, or financial information of another individual or entity that is provided by you to CPA4IT; and (ii) you have complied and will comply with all applicable law in connection with the collection, use and disclosure of all personal, business and financial information and the provision of such information to CPA4IT complies with all applicable law.
2. Disclosure of Information
(a) General. We may share your information with third parties only in the ways that are described in this privacy policy, other agreements you enter into with CPA4IT, and in accordance with your consent. We will not otherwise release your information to a third party without your consent or knowledge.
(b) Subsidiaries, Affiliates & Service Providers. We may use the services of subsidiaries, affiliates and third party service providers (collectively, “Parties”) in connection with our provision of services, including, without limitation, for off-premise data hosting. We may disclose your personal, business or financial information to the Parties in the course of our use of their services. We take care to use Parties that we believe are reputable and capable of performing the services we require of them, including, without limitation, the handling of confidential information and the compliance with all applicable laws.
(c) Law and Jurisdictions. Notwithstanding anything to the contrary in this privacy policy, we may preserve or disclose your information if we believe that it is reasonably necessary to comply with a law, regulation or legal request; to protect the safety of any person; to address fraud, security or technical issues; or to protect our or any other person’s or entity’s rights or property. However, nothing in this privacy policy is intended to limit any legal defenses or objections that you may have to a third party’s, including a government’s, request to disclose your personal, business or financial information.
(d) Sale of Business. We may disclose your personal, business or financial information to the acquiror or its agents in the course of the sale of our business. If we do this, the disclosure will be subject to confidentiality arrangements customary in such transactions.
(e) Storing and Processing Your Information. In some cases, information that we collect may be stored or processed outside of the jurisdiction it is received. When that occurs, we continue to protect the information with appropriate safeguards and data export requirements, but it may be subject to the legal jurisdiction of those countries and governmental authorities in those countries.
3. Retention and Safeguarding
(a) Retention.In order to preserve the information for governmental and professional purposes, and to serve you better, we will retain and safeguard your information for as long as we determine is necessary, in accordance with applicable law, even if you are no longer a client.
(b) Safeguarding. We respect the privacy of our client’s information and we strive to protect such information by putting in place a range of technical and organizational measures to safeguard and secure such information. We are continuously utilizing security measures to protect our client’s information from unauthorized access or against loss, misuse, or alteration. For example, CPA4IT stores personal information in electronic and physical files to which access is restricted. Unfortunately, no data transmission over the Internet or by electronic mail can be guaranteed to be 100% secure. As a result, CPA4IT cannot ensure or warrant the security of any information transmitted electronically or otherwise.
4. Third Party Service Providers
CPA4IT utilizes the latest advancements in cutting-edge technology. The firm works with very large reputable cloud-based third-party service providers such as Xero.com, Quickbooks.com, and Google.com. As a result, client information may be stored on a third-party server. CPA4IT ensures that all information is fully encrypted and is protected through restricted access authentication. Clients should be aware that CPA4IT cannot control the systems in place at a third party service provider and therefore the client assumes the risk of holding their information with any third party service provider. Except as otherwise expressly included in this privacy policy, this document only addresses the use and disclosure of information we collect from our clients. To the extent that you disclose your information to other parties, different rules may apply to their use, collection and disclosure of information disclosed to them. Since we do not control the information and data use, collection, or disclosure policies of third parties, you are subject to their privacy policies. We encourage you to ask questions before you disclose your Information to others.
5. Limits for Collecting, Using, Disclosing and Retaining Information
In all cases, CPA4IT limits the amount and type of information collected to only the personal, business, and financial information that is required to provide the client with the applicable advice and services for which CPA4IT was formally engaged. Every one of our employees, agents, representatives, and contractors is responsible for maintaining the privacy of all personal, business, and financial information to which they have access. It is mandatory that such individuals sign an agreement concerning their acceptance of this responsibility.
6. Accuracy of and Access to Information Collected
CPA4IT makes commercially reasonable efforts to keep personal, business, and financial information as accurate, complete, current, and relevant as necessary for the purpose of providing accounting and other related services to clients. We are committed to maintaining accurate information and urge you to notify us promptly of any changes in your personal, business, or financial information. With reasonable notice, our clients may review their personal, business, or financial information and request corrections if necessary.
7. Changes to this Privacy Policy
CPA4IT may amend this privacy policy from time to time. The use of the information we collect is subject to the privacy policy in effect at the time the information is used. If we make any material changes in the way we use your information, we will notify you by posting a conspicuous notice on our website (www.cpa4it.ca) or by emailing you at the contact email address we have on file. Clients are bound by any changes to this privacy policy when they continue to engage CPA4IT and receive services after such changes have been first posted. If you do not agree with the changes, please terminate our services (in accordance with the terms and conditions of our services agreement that you entered) or email us at customerservice@cpa4it.ca to discuss. Unless otherwise specified, any changes or modifications will be effective immediately upon posting of the revisions on our website, and your continued engagement of CPA4IT and receipt of services after such time will constitute your acceptance of such changes or modifications. You should from time to time review this privacy policy to understand the terms and conditions that apply to the engagement of CPA4IT and receipt of services. This privacy policy will always show the ‘last updated’ date at the top. If you have any questions about this privacy policy, please email us at the contact address below.
8. Questions
If you wish to discuss our firm’s policies and procedures regarding your privacy, please contact CPA4IT by email at customerservice@cpa4it.ca
