Welcome to Number Crunchers®. We are dedicated to maintaining the privacy and protection of your personal information. This privacy policy outlines our practices regarding the collection, use, and disclosure of your personal information when you engage our services. Our commitment to your privacy is guided by the principles set forth in Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA).

As a virtual bookkeeping firm, we understand the importance of safeguarding the personal and financial information entrusted to us by our clients. We provide bookkeeping, income tax preparation, advisory services, and business setup support to small businesses and entrepreneurs across Canada. Ensuring the confidentiality and security of your personal information is essential to our operations and to maintaining your trust.

In this policy, we explain how we collect, use, disclose, and protect your personal information. We also outline your rights regarding your information and how you can exercise those rights. Our goal is to be transparent about our privacy practices and to provide you with a clear understanding of how we manage your personal information.

By using our services, you consent to the collection, use, and disclosure of your personal information as described in this privacy policy. We encourage you to read this policy carefully and contact us if you have any questions or concerns.

Thank you for choosing Number Crunchers®.

Information Collection

Personal Identification Information

We collect personal identification information to verify your identity, communicate with you, and provide you with our services. This information includes:

• Name: To identify you and personalize our communications.
• Address: To verify your location for regulatory purposes and for correspondence.
• Email Address: To communicate service-related information, updates, and important notifications.
• Phone Number: To contact you for urgent matters, provide support, and respond to inquiries.

Financial Information

To effectively manage your bookkeeping and tax-related needs, we collect detailed financial information, including:

• Bank Account Details: To perform reconciliations, track transactions, and manage cash flow.
• Tax Returns: To prepare and file your income taxes accurately and comply with legal requirements.
• Business Financial Data: This includes profit and loss statements, balance sheets, invoices, receipts, and other financial documents necessary for bookkeeping and financial analysis.

Other Relevant Information

In addition to personal identification and financial information, we may collect other relevant data required for specific services, such as:

• Business Registration Details: Information about your business entity, including registration numbers, incorporation documents, and licensing information.
• Payroll Information: Employee details, salary information, and payroll records necessary for payroll processing and compliance.
• Advisory Service Details: Information about your business operations, goals, and challenges to provide tailored advisory services.
• Expense Receipts and Documentation: Supporting documents for business expenses to ensure accurate record-keeping and tax deductions.

Methods of Collection

How Information is Collected

We collect information through various methods to ensure we have the necessary data to provide our services effectively:

• Online Forms: Information provided through our website’s contact forms, service request forms, and client onboarding forms.
• Emails: Correspondence and document sharing through email communication.
• Phone Calls: Information shared during phone consultations and support calls.
• In-Person Consultations: Data collected during face-to-face meetings and consultations. These include Zoom, or online, meetings.
• Cloud-Based Accounting Software: Information shared through secure integrations with cloud accounting platforms (e.g., QuickBooks Online).

By collecting and using this information, Number Crunchers® aims to provide accurate, efficient, and personalized services to our clients, ensuring compliance with all relevant regulations and maintaining the highest standards of data security and confidentiality.

Use of Information

At Number Crunchers®, we use the collected information to deliver high-quality services and ensure compliance with legal standards. Below is a summary of how we use your information:

To Provide Bookkeeping, Tax, Advisory, and Business Setup Services
We utilize your personal and financial information to perform accurate and efficient bookkeeping, prepare and file taxes, offer personalized advisory services, and assist with business setup. This includes tracking financial transactions, preparing financial statements, filing tax returns, and offering strategic business advice.

To Communicate with Clients Regarding Their Services
We use your contact information to communicate with you about your services, provide updates, respond to inquiries, and address any concerns. This ensures clear and continuous communication throughout our engagement.

To Comply with Legal and Regulatory Requirements
We use your information to meet our legal obligations, such as complying with tax laws, financial regulations, and other applicable legislation. This includes accurate reporting and record-keeping to ensure compliance with federal and provincial regulations.

For Internal Record-Keeping and Quality Assurance
We maintain detailed internal records of your information to ensure consistency and accuracy in our services. This includes monitoring service quality, conducting audits, and improving our processes to provide better service delivery and client satisfaction.

Data Sharing and Disclosure

At Number Crunchers®, we take the privacy of your personal information seriously and only share it under specific circumstances to ensure the seamless delivery of our services and compliance with legal obligations. We may share your information with third-party service providers who assist us in providing our services, such as cloud accounting software providers, to facilitate efficient and secure financial management. Additionally, we may disclose your information to legal and regulatory authorities if required by law to comply with tax, financial, or other regulatory requirements. Rest assured, we never sell or rent your personal information to third parties for marketing or other purposes. Our priority is to maintain the confidentiality and integrity of your data while ensuring the highest standards of service and compliance.

By using your information in these ways, we aim to provide reliable, compliant, and high-quality services tailored to your specific needs.

Data Security

At Number Crunchers®, protecting your personal information is of utmost importance to us. We implement several robust security measures to ensure your data remains secure. This includes using secure servers and encryption to safeguard information during transmission and storage. We conduct regular security audits and updates to identify and address potential vulnerabilities, ensuring our systems are always up-to-date with the latest security protocols. Additionally, we have strict access control measures in place, ensuring that only authorized personnel can access sensitive information. These comprehensive measures collectively ensure that your data is protected against unauthorized access, loss, or misuse, maintaining the highest standards of data security.

Retention of Information

At Number Crunchers®, we retain your personal information for only one year after you are no longer a client. This retention period allows us to fulfill any remaining service obligations, comply with legal requirements, and address any potential follow-up needs. Our criteria for determining retention periods are based on these legal requirements and ongoing service needs, ensuring that we do not keep your information longer than necessary. After this period, your personal information is securely deleted or anonymized to protect your privacy.

Client Rights

Under current Canadian laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA), you have specific rights regarding your personal information. As a client of Number Crunchers®, you have the right to access and correct your personal information. This means you can request to review the data we hold about you and ensure it is accurate and up-to-date. If you find any inaccuracies, you can request corrections, and we will promptly update our records.

Additionally, you have the right to withdraw your consent for certain uses of your information. If you choose to limit how we use your data, such as opting out of specific communications or services, you can do so at any time. We will respect your preferences and adjust our practices accordingly. If you have any concerns about how we handle your personal information or if you believe your privacy rights have been violated, you have the right to file a complaint with the relevant privacy authorities. We are committed to addressing any issues promptly and transparently to ensure your privacy and satisfaction.

Cookies and Tracking Technologies

At Number Crunchers®, our website uses cookies and other tracking technologies to enhance your browsing experience and improve our services. Cookies are small text files stored on your device that help us remember your preferences and understand how you interact with our website. We use various types of cookies, including essential cookies that ensure the website functions correctly, performance cookies that help us analyze site usage, and functionality cookies that remember your preferences to provide a more personalized experience.

You have the option to manage your cookie preferences at any time. Most web browsers allow you to control cookies through their settings, including blocking or deleting cookies. However, please note that disabling cookies may affect the functionality of our website and limit your ability to use certain features. We adhere to Canadian privacy laws, including PIPEDA, which require us to inform you about the use of cookies and obtain your consent where necessary. Our cookie policy is designed to provide you with clear information and control over your online privacy.

Third-Party Links

Our website may contain links to third-party websites for your convenience and information. However, Number Crunchers® is not responsible for the privacy practices or content of these external sites. When you click on a third-party link, you will be directed to their website, and their privacy policy will apply. We encourage you to review the privacy policies of any third-party sites you visit to understand how they collect, use, and protect your personal information.

Under Canadian privacy laws, including PIPEDA and PIPA, it is important to note that we do not endorse or assume any responsibility for the privacy practices of third parties. Our privacy policy applies solely to information collected by our website and services. By being transparent about our practices and providing you with the necessary information, we aim to ensure that you can make informed decisions about your online privacy. If you have any concerns or questions about third-party links on our website, please feel free to contact us.

Changes to the Privacy Policy

At Number Crunchers®, we are committed to maintaining the highest standards of privacy and data protection. As part of this commitment, we periodically review and update our privacy policy to reflect changes in our practices, services, and legal requirements. When significant changes are made to the privacy policy, we will inform our clients promptly by posting the updated policy on our website and, if necessary, by sending notifications via email. We encourage clients to review the privacy policy periodically to stay informed about how we protect their personal information. Your continued use of our services after any changes indicates your acceptance of the updated policy. If you have any questions or concerns about the changes, please contact us directly.

Contact Information

We are committed to addressing your inquiries promptly and ensuring that your privacy rights are respected.