Our Commitment to Privacy
At Bookcount, we understand that your financial information is among your most sensitive data. As a professional bookkeeping and accounting service provider, we are committed to protecting your privacy and maintaining the confidentiality of all information entrusted to us.
This Privacy Policy explains how we collect, use, protect, and disclose your personal and business information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.
Last Updated: January 2024
Information We Maintain Confidential
Personal Information
- Name, address, phone number, and email address
- Business registration numbers and tax identification numbers
- Professional credentials and business licenses
- Banking information and payment details
Financial and Business Information
- Bank account details and transaction records
- Credit card and loan account information
- Invoices, receipts, and financial statements
- Payroll information including employee data
- GST/HST registration and filing information
- Business income and expense records
- Chart of accounts and accounting classifications
Technical Information
- QuickBooks and Excel file access credentials
- Bank feed integration permissions
- Email communications and document attachments
- System logs and access records
How We Use Your Information
Primary Services
- Weekly and monthly bookkeeping
- Financial statement preparation
- GST/HST filing and compliance
- Payroll processing and management
- Accounts receivable and payable management
Business Operations
- Account reconciliation
- Transaction categorization
- Monthly management reporting
- CRA compliance and tax preparation
- Business consultation and support
Communication
- Responding to inquiries and requests
- Providing same-day quotes
- Delivering financial reports
- Notification of due dates and deadlines
Compliance
- Meeting CRA requirements
- Maintaining accounting records
- Audit trail documentation
- Legal and regulatory compliance
Data Security and Protection
We implement industry-standard security measures to protect your sensitive financial information.
Encryption
All data transmission and storage uses bank-level encryption protocols
Access Controls
Strict access limitations to authorized personnel only
Secure Communications
Encrypted email and secure document sharing platforms
Regular Backups
Automated, secure backup systems with disaster recovery protocols
Professional Standards
Adherence to professional accounting confidentiality requirements
Third-Party Services and Integrations
To provide our comprehensive bookkeeping services, we may integrate with or use third-party platforms and services. Your data may be processed through:
QuickBooks
Accounting software integration
Microsoft Excel
Spreadsheet and reporting tools
Bank Feeds
Direct bank data connections
Cloud Storage
Secure document storage
Email Services
Secure communication platforms
Payment Processors
For payroll and bill payments
Note: All third-party services we use are carefully selected based on their security standards and privacy practices. We ensure that any third-party processing of your data is done under strict confidentiality agreements and compliance with Canadian privacy laws.
Data Retention Policy
CRA Requirements
As required by the Canada Revenue Agency (CRA), we maintain accounting records for a minimum of 6 years from the end of the tax year to which they relate. This includes:
Financial Records (6+ years)
- Income statements and balance sheets
- Bank reconciliations
- Transaction records and invoices
- GST/HST filing records
- Payroll records and T4 slips
Working Files (3-7 years)
- Monthly management reports
- Client communications
- Chart of accounts documentation
- Backup files and working papers
- Access logs and audit trails
Secure Disposal: When the retention period expires, all data is securely destroyed using industry-standard data destruction methods to ensure complete elimination of sensitive information.
Your Rights Under PIPEDA
Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have several important rights regarding your personal information:
Right to Access
Request access to your personal information in our possession and how it's being used.
Right to Correction
Request correction of any inaccurate or incomplete personal information.
Right to Information
Understand how your personal information is collected, used, and disclosed.
Right to File Complaints
File a complaint with the Privacy Commissioner of Canada if you believe your privacy rights have been violated.
Important Note: Some access requests may be limited by legal and professional requirements, such as lawyer-client privilege or CRA record-keeping obligations. We will work with you to provide as much information as legally possible.
Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will:
- Notify existing clients via email at least 30 days before changes take effect
- Post the updated policy on our website with a clear "Last Updated" date
- Provide a summary of key changes upon request
- Ensure continued compliance with PIPEDA and other applicable laws
Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:
General Inquiries
privacy@bookcount.ca
www.bookcount.ca
Privacy Officer
For privacy-specific concerns or to exercise your rights under PIPEDA
Privacy Officer, Bookcount
Response Time: We will respond to all privacy inquiries within 30 days as required by PIPEDA.