Privacy Policy

Effective Date: December 15, 2024

Last Updated: December 15, 2024

1. Information We Collect

Personal Information

We may collect the following types of personal information:

• Name, address, phone number, and email address
• Business information and tax identification numbers
• Financial information and banking details
• Income and expense documentation
• Investment and asset information
• Communication preferences and service history

Automatically Collected Information

• Website usage data and analytics
• IP addresses and browser information
• Device information and operating system
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes:

• Providing professional accounting and tax services
• Preparing and filing tax returns and financial reports
• Communicating with you about our services
• Complying with legal and regulatory requirements
• Improving our services and customer experience
• Sending important updates and service notifications
• Marketing our services (with your consent)

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party service providers who assist us in delivering our services
• Legal Compliance: When required by law, court order, or government regulation
• Professional Requirements: With tax authorities and regulatory bodies as required for tax filing and compliance
• Business Transfers: In connection with a merger, acquisition, or sale of our business
• Your Consent: When you explicitly consent to the sharing of your information

4. Data Security

We implement comprehensive security measures to protect your personal information:

• Industry-standard encryption for data transmission and storage
• Secure servers with limited access controls
• Regular security audits and monitoring
• Employee training on data protection practices
• Secure disposal of confidential documents
• Multi-factor authentication for system access

5. Your Rights and Choices

Under Canadian privacy laws, you have the following rights:

• Access: Request access to your personal information we hold
• Correction: Request correction of inaccurate personal information
• Withdrawal: Withdraw consent for optional uses of your information
• Complaint: File a complaint with the Privacy Commissioner of Canada
• Portability: Request transfer of your data in certain circumstances

To exercise these rights, please contact us using the information provided below.

6. Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience. We use the following types of cookies:

• Essential Cookies: Required for basic website functionality
• Analytics Cookies: Help us understand how visitors use our website
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal and professional obligations
• Resolve disputes and enforce our agreements
• Meet tax and accounting record-keeping requirements

Generally, we retain client records for a minimum of 7 years after the completion of services, in accordance with professional accounting standards and Canadian tax regulations.

8. International Data Transfers

Your personal information is primarily stored and processed in Canada. If we transfer your information outside of Canada, we ensure appropriate safeguards are in place to protect your privacy rights.

9. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending an email notification to registered users
• Providing notice during your next service interaction

Your continued use of our services after changes are posted constitutes acceptance of the revised Privacy Policy.

11. Compliance with Canadian Privacy Laws

SmartBooks complies with:

• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Provincial privacy legislation where applicable
• Professional accounting standards and regulations
• Canada Revenue Agency confidentiality requirements