We're serious about keeping your financial data secure and your privacy intact. Here's the full story on how we handle your information.
Look, we get it - privacy policies can be a slog to read through. But since we're dealing with your financial info, it's kinda important stuff. We've tried to make this as straightforward as possible.
At Quantum Spirex Accounting, we've built our practice around technology startups and innovation-driven businesses. That means we're not just talking the talk about data security - we actually walk the walk. Your financial data is sacred to us, and we treat it that way.
This policy applies to all services we provide, whether you're working with us for bookkeeping, tax planning, CFO advisory, or any other service. By using our services, you're agreeing to the practices outlined here. If something doesn't sit right with you, give us a call at (604) 782-9340 and let's chat about it.
When you become a client, we'll need the basics: your name, business name, email, phone number, and business address. We also collect your Social Insurance Number and business numbers for CRA compliance - can't really do tax work without those.
This is where the real meat of our work comes in. We'll be handling all sorts of financial data to keep your books clean and your taxes sorted:
We only collect what's actually necessary to provide our services. If something seems irrelevant, we won't ask for it.
Our website and client portal collect some technical stuff automatically - it's pretty standard for any modern service:
This helps us keep things secure and improve our services. Nobody's reading your browsing habits over coffee - it's all automated security monitoring.
We're not in the business of selling your data or anything sketchy like that. Here's what we actually do with your info:
Providing bookkeeping, tax planning, CFO advisory, payroll management, and all the other services you're paying us for. This is the main event.
Filing your taxes with CRA, handling GST/HST returns, and making sure you're on the right side of Canadian tax law. Nobody wants a tax audit.
Sending you financial reports, tax deadline reminders, and updates about your account. We'll also reach out if something looks off in your books.
Monitoring for suspicious activity, protecting against unauthorized access, and keeping your financial data locked down tight.
Analyzing usage patterns to make our services better and developing new features that actually help our startup clients.
Meeting professional accounting standards, responding to legal requests, and maintaining records as required by Canadian law.
Since we work with tech startups, we know our way around cybersecurity. Your financial data gets the same level of protection that we'd expect for our own:
256-bit SSL encryption for data in transit, and AES-256 encryption for data at rest. That's military-grade stuff.
Your data stays in Canada on secure servers with 24/7 monitoring, redundant backups, and strict access controls.
Access to your data requires more than just a password. We use MFA to make sure it's actually you logging in.
Only team members who need access to your data for your specific services can see it. Everyone else is locked out.
We regularly test our security measures and update them to stay ahead of emerging threats.
Our team gets regular training on data security and privacy best practices. They sign strict confidentiality agreements too.
We're not selling your data to marketers or anything like that. But there are some situations where we need to share info:
Canada Revenue Agency, provincial tax authorities, and other government bodies when required by law or for compliance purposes. This includes filing your tax returns and responding to CRA inquiries.
Third-party software providers (like our cloud accounting platforms), payment processors, and IT service providers who help us deliver our services. They're all bound by strict confidentiality agreements.
Banks and lenders when you're applying for financing and need financial statements or documentation from us. We'll always get your permission first.
Other professionals working on your behalf - lawyers, business consultants, or auditors - but only when you've authorized it or it's necessary for the services you've engaged us for.
If we ever merge with another firm or sell our practice, your information would be part of that transfer. You'd be notified, and the same privacy protections would continue to apply.
When we're legally required to disclose information - court orders, subpoenas, or to protect against fraud and illegal activity.
Yeah, we use cookies - but not the delicious kind. These are small files that help our website work better and keep you logged in. Here's the breakdown:
| Cookie Type | Purpose | Can You Opt Out? |
|---|---|---|
| Essential Cookies | Keep you logged in, remember your preferences, and make the site work properly. | No - Required |
| Analytics Cookies | Help us understand how people use our site so we can make it better. | Yes |
| Functional Cookies | Remember your settings and preferences for a better experience. | Yes |
| Security Cookies | Protect against fraud and unauthorized access to your account. | No - Required |
Most browsers let you control cookies through their settings. Just know that blocking essential cookies might make parts of our site not work right. You can manage your cookie preferences using the panel at the bottom of this page.
Under Canadian privacy law (specifically PIPEDA), you've got some solid rights when it comes to your personal info. Here's what you can do:
Request a copy of all the personal information we have about you. We'll get it to you within 30 days.
If something's wrong in your records, let us know and we'll fix it. Accurate data is important for good accounting anyway.