Privacy Policy
Privacy Policy
We at Accounting Minds believe that it is important for you to know how we treat your personal information. Accounting Minds respects the privacy rights of our clients and employees and has always been committed to protecting all personal information in our possession or control. We have adopted this Privacy Policy to guide how we collect, use and disclose the personal information we require in the course of fulfilling our professional responsibilities and operating our business. These standards are in addition to our usual professional obligations of confidentiality relating to all client information in accordance with the rules established by the Certified General Accountants Association of Canada.
While Accounting Minds has always taken the privacy and confidentiality of our clients and employees very seriously, we have developed this Privacy Policy to clearly define our ongoing commitment to protecting privacy rights. Certain of the practices discussed in the Policy reflect requirements set out in both federal and provincial privacy legislation that comes into effect on January 1, 2004. Our goal is to respond to the requirements of the law, and to be responsive to our clients and employees who expect us to demonstrate our commitment to respecting their privacy and protecting their personal information.
Accounting Minds collects, uses and discloses personal information in accordance with all applicable laws and the 10 principles, which reflect the principles articulated in the Personal Information Protection and Electronic Documents Act(Canada) also known as PIPEDA.
Accountableness for personal information in our possession
Accounting Minds is accountable for all personal information in our possession or control. This includes any personal information that we receive directly, for example, from individual clients and employees, as well as individuals' personal information that we may receive indirectly, for example, through corporate and government clients. We have established policies and procedures aimed at protecting personal information. We have appointed a Privacy Officer to oversee privacy issues for Accounting Minds. We have also educated our employees about our Privacy Policy and their role in protecting your personal information. If you have questions about our privacy practices, you are free to contact our Privacy Officer, Steven Lee, CGA at (519) 433-9595.
Why we are collecting your personal information
Potential Client Information
We collect personal information about our potential clients to create an estimate for accounting and bookkeeping work done. This information may be shared internally in order to allow us to make an accurate estimate but will not be passed on to outside sources.
Client Information
In most instances, Accounting Minds will collect, use or disclose personal information only to provide professional services to you. Each engagement letter includes an explanation of why we require information, what use will be made of it and with whom it may be shared in order to provide our professional services.
Your personal information may be disclosed internally for the purpose of determining compliance with applicable professional standards, Accounting Minds internal policies, or in the performance of quality reviews. Personal information may also be shared internally in order to allow us to offer services or products that may be of interest to you
Employee Information
We also collect personal information from our employees in order to pay them, comply with laws, provide them with benefits, administer performance management programs and to improve on programs, policies and employee relations.
We also collect personal information from individuals seeking employment with Accounting Minds.
When we collect personal information, we inform you of the reasons why we require such information, what use will be made of it and with whom it may be shared.
Only with your consent
Client Personal Information
The Terms and Conditions of every professional services engagement are documented in each Engagement Letter. By signing the engagement letter, you will be providing your consent to the collection, use and disclosure described in the engagement letter.
Employee information
Forms and applications used to provide human resources-related services to employees will describe the purposes for which personal information is required and with whom it will be shared, and will allow for you to consent to the collection, use and disclosure as described.
Employment candidates will also be advised of the purposes for which their personal information is being collected and you will be provided an opportunity to consent to the collection, use and disclosure as described.
If You Choose Not To Give Us Consent
You always have the option not to provide your consent to the collection, use and distribution of your personal information, or to withdraw your consent at a later stage. Where a client chooses not to provide us with permission to collect, use or disclose personal information, we may not have sufficient information to provide you with our services. Where an employee or candidate for employment chooses not to provide us with permission to collect, use or disclose personal information we not be able to employ you or to provide you with benefits.
We will limit, where possible, the collection of client and employee personal information to that which is required to provide our services or operate our business.
Limiting Use, Disclosure and retention of personal information
Use of Personal Information
If we intend to use your personal information for a purpose not previously identified to you, we will obtain your prior consent.
However, we may use personal information without consent where for the purpose of acting in respect of an emergency that threatens the life, health or security of an individual. We may also disclose personal information without consent:
- to comply with a subpoena, a warrant or an order made by a court or other body with appropriate jurisdiction or to comply with rules of conduct required by regulatory bodies
- to a government institution that has requested the information, identified its lawful authority, and indicates that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal, provincial or foreign law; or suspects that the information relates to national security or the conduct of international affairs; or is for the purpose of administering any federal or provincial law
- to an investigative body or government institution our initiative when we believe the information concerns a breach of an agreement, or a contravention of a federal, provincial, or foreign law, or we suspect the information relates to national security or the conduct of international affairs.
Retention of Personal Information
In compliance with professional standards, we keep a record of the work performed by us. This record, or "working papers" may include personal information. Working papers are safeguarded against inappropriate access, as discussed in the subheading, "Safeguards to sensitive information".
Personal information
Accounting Minds retains personal information about current and past employees in accordance with employment laws and standards. Personal information collected from individuals seeking employment with Accounting Minds will be retained by Accounting Minds indefinitely so that Accounting Minds may contact you about other positions that may also be of interest to you.
Keeping accurate information
In order to provide you with a professional level of service and with appropriate benefits, the personal information that we collect about you must be accurate, complete and current. From time to time, you may be asked to update your personal information. You are encouraged to advise us of any changes to your personal information that may be relevant to the services we are providing to you.
Safeguards to sensitive information
We protect your personal information by using physically secure facilities, industry standard security tools and practices, internal policies and practices. Security measures are in place to protect the loss, misuse and alteration of the information under our control. Personal information collected is stored in secure operating environments that are not available to the public (e.g., security control access to premises, locked filing cabinets). To prevent unauthorized electronic access to personal information, we maintain information collected in a secure environment.
Cookies and links to other sites
A technology called cookies may be used to provide you with tailored information. A cookie is a tiny element of data that a website can send to your browser, which may then be stored on your hard drive so we can recognise you when you return. You may set your browser to notify you when you receive a cookie and you may choose to disable cookies if you wish.
Accounting Minds' site may contain links to other Internet sites owned and operated by third parties. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. You should review the privacy policies applicable to the other sites before you provide any personal information on those sites.
Openness
You may obtain the most up to date version of our privacy policy is available in its entirety by containing our Privacy Officer, Steven Lee, CGA at (519) 433-9595.
Individual Access
As a client, you have the right to review and obtain a copy of your personal information on record in our office by contacting Steven Lee, CGA.
As an employee, you also have the right to review and obtain copies of your personal information on record by contacting Steven Lee, CGA.
In most instances, you will receive a response to your request within 30 days.
Challenge of Accounting Minds' compliance with this Privacy Policy
Accounting Minds will respond to individual complaints and questions relating to privacy. We will investigate and attempt to resolve all complaints.
To challenge compliance with this Policy, please forward your concerns in writing to our Privacy Officer. The Privacy Officer will ensure that a complete investigation of your complaint has been undertaken and will report their findings to you in most instances within 30 days.
We know that protecting your privacy is important to you. That is why it is so important to us. If you have any questions or concerns about your privacy and our role in protecting it, please contact our Privacy Officer, Steven Lee, CGA at (519) 433-9595.
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