Privacy policy

Scope

This policy covers personal information we control in connection with our marketing website, contact and inquiry channels, and client relationships. It does not cover third-party sites or applications we may link to (for example accounting software vendors); those providers have their own policies.

Information we collect

Depending on how you interact with us, we may collect:

• Identity and contact data — name, email address, company name, optional phone number, and message content you submit via our contact form or email.
• Service and client data — information needed to deliver bookkeeping services (for example accounting file access, transaction details, payroll coordination data, and documents you provide), under the access you grant.
• Technical and security data — IP address, browser type, device information, approximate location derived from IP, pages visited, and timestamps, typically via server logs or privacy-respecting analytics if enabled.
• Communications — records of emails, support messages, and discovery-call notes related to your inquiry or engagement.

We do not knowingly collect personal information from children under 13. If you believe we have received such information, contact us and we will delete it promptly where required.

How we use information

We use personal information only for purposes a reasonable person would consider appropriate in the circumstances, including to:

• Respond to inquiries and schedule discovery or service discussions
• Provide, administer, and improve bookkeeping and related services you request
• Send transactional or service-related communications
• Operate, secure, and improve the website (including spam and abuse prevention)
• Comply with legal, regulatory, tax, and professional obligations
• Establish, exercise, or defend legal claims

We do not sell personal information. We do not use contact-form submissions for unrelated marketing lists without a lawful basis and a clear way to opt out where required.

Consent

Where required, we rely on your consent (for example when you submit the contact form or engage our services). You may withdraw consent subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit our ability to provide certain services. Some processing is necessary for contract performance, legitimate interests consistent with PIPEDA, or legal compliance and does not rely solely on consent.

Website contact form

When you submit the website contact form, your name, email, message, and any optional company or phone details are transmitted securely to our systems so we can reply. We use technical measures such as HTTPS and spam protection (including Cloudflare Turnstile) to reduce abuse. Form data is used to respond to your inquiry and, if you become a client, may form part of your client record.

Financial and client data

Client bookkeeping data is generally processed inside cloud accounting and document platforms you authorize (for example QuickBooks Online, Xero, or similar tools). We use least-privilege access where available, and you may revoke access subject to the platform’s controls and any ongoing engagement needs. We do not sell client financial information.

Service providers and transfers

We use carefully selected service providers to operate our business (for example website hosting, email delivery, spam protection, and cloud productivity tools). Those providers may process personal information on our behalf under contractual or comparable safeguards. Some providers may store or process data outside Canada (including in the United States). Where cross-border processing occurs, we take reasonable steps appropriate to the sensitivity of the information and applicable law. By using our site or services, you understand that information may be processed in jurisdictions with different privacy rules than your own.

Retention

We retain personal information only as long as necessary for the purposes described above, to meet legal, tax, accounting, or professional requirements, or to resolve disputes. Inquiry data that does not lead to an engagement is retained for a limited period and then deleted or anonymized where practicable. Client records are retained according to engagement terms and applicable retention rules.

Security

We implement administrative, technical, and organizational measures appropriate to the sensitivity of the information, including access controls, encrypted transport where standard, and vendor due diligence for core tools. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Your rights

Subject to applicable law, you may request access to, or correction of, personal information we hold about you. You may also ask questions about our privacy practices or withdraw consent where applicable. We may need to verify your identity and may refuse or limit a request as permitted by law (for example where disclosure would reveal confidential commercial information or personal information of others). To make a request, contact us using the details below. If you are not satisfied with our response, you may have the right to contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner.

Cookies and similar technologies

Our site may use essential cookies or similar technologies required for security, load balancing, or basic functionality. If we enable optional analytics, we will aim to use privacy-conscious tools and minimize personal identifiers. You can control cookies through your browser settings; disabling some cookies may affect site features.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the website after an update constitutes notice of the revised policy for website visitors. Material changes affecting clients may also be communicated through engagement channels where appropriate.

Contact

Privacy questions and access requests:
Balance-Books Bookkeeping Inc.
Remote-first · Serving businesses across Canada
Email: contact@balance-books.ca