Ross Bookkeeping logo Ross Bookkeeping

Privacy Policy

Ross Bookkeeping — Privacy Policy

Last updated: October 13, 2025

Applies to: rossbookkeeping.ca and any related pages, forms, or subdomains (the “Site”) operated by Ross Bookkeeping (“we”, “us”, “our”) in Canada.

1) Who we are & how to contact us

Ross Bookkeeping provides bookkeeping and related advisory services to individuals and businesses in Canada. Questions about this policy or our data handling?

  • Email: [info@rossbookkeeping.ca]
  • Mail: [Ross Bookkeeping, Attn: Privacy Officer, Suite 1009 215 Chain Lake Dr. Unit A, Bayer Lake Centre Halifax, Nova Scotia, B3S 1C9]
  • Phone: [902-402-2050]

We are a Canadian private-sector organization subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and any applicable provincial privacy laws.

2) What this policy covers

This policy explains what Personal Information we collect, why we collect it, how we use and share it, how we protect it, where we store it (including any cross-border transfers), and your choices and rights.

“Personal Information” means information about an identifiable individual and information that can reasonably be linked to you.

3) Information we collect

A) Information you provide directly

  • Contact details (name, business name, email, phone, address).
  • Account & onboarding data (engagement letters, directors/owners, billing details).
  • Financial records (invoices, receipts, bank/credit statements, payroll and vendor data, GL exports).
  • Tax & compliance data (SIN on slips if provided by you, HST/GST/QST numbers, filings).
  • Support communications (emails, messages, uploaded documents).
  • Testimonials/reviews (if you choose to provide them).

Sensitive items like SINs (Social Insurance Number’s) or BN’s (Business Number’s) should only be shared where legally required and through secure channels we provide.

B) Information collected automatically

  • Usage & device info: IP address, browser, pages viewed, timestamps, referring URLs.
  • Cookies & similar technologies: see Section 8.

C) Information from third parties (with your consent or instruction)

  • Accounting/financial platforms you connect or authorize (e.g., QuickBooks Online, Xero, bank feeds, payroll systems).
  • Professional advisors (e.g., your accountant, tax preparer) where you instruct us to coordinate.

4) How we use your information (purposes)

  • Provide services you request: bookkeeping, reconciliations, AP/AR, payroll support, financial statements, HST/GST filings, year-end packages.
  • Operate the Site and improve user experience.
  • Communicate about your engagement, invoices, updates, and support.
  • Comply with law: tax rules, record-keeping, anti-fraud, lawful requests.
  • Security & fraud prevention: detect, investigate, and prevent misuse.
  • Marketing (optional): send updates and offers. You can opt out anytime (Section 10).

5) Legal bases (Canada & international visitors)

  • PIPEDA: We rely on your consent (express or implied) for most processing; we may also process without consent where permitted or required by law.
  • EEA/UK visitors: Contract necessity, consent, legal obligation, and legitimate interests (e.g., IT security, service improvement).

6) Sharing your information

We do not sell your Personal Information. We share it only as needed with:

  • Service providers/Processors (hosting, email, file storage, analytics, e-signature, bookkeeping apps).
  • Professional advisors (accountants, auditors, legal counsel) where appropriate.
  • Third parties you authorize (banks, platforms you connect).
  • Corporate transactions (e.g., merger or sale).
  • Law enforcement or regulators when required.

6A) QuickBooks & other third-party platforms (important)

  • We do not own, operate, or control QuickBooks (or any third-party platform). We offer services that work with those platforms at your request.
  • Your use of any third-party platform is governed by that provider’s terms and privacy policy. We are not responsible for their availability, performance, features, security, or privacy practices.
  • Outages, updates, rate limits, or data issues in third-party platforms are outside our control. We are not liable for interruptions or provider changes.
  • Use role-based access for credentials; do not email us passwords. Revoke access when our engagement ends.
  • We can help you export copies of your accounting data. See Sections 6B/12/15 for backups and retention.

6B) Data integrity & backups

You are responsible for maintaining current backups of your accounting platform data and original records. We recommend routine exports (monthly GL, TB, AP/AR aging, bank recs) and secure off-platform backups. We are not liable for corruption, deletion, loss, or inability to access data in third-party systems.

7) International transfers

Our service providers may store or process information outside your province or Canada (e.g., the United States). Your data may be subject to foreign laws and lawful access by foreign authorities.

8) Cookies & analytics

We use cookies and similar technologies to operate the Site and understand performance.

  • Types: strictly necessary; functional; performance/analytics; marketing (only if enabled).
  • Your choices: most browsers let you block or delete cookies; doing so may impact functionality.

9) Data retention

  • Client files/financial records: typically 7 years (or longer as required).
  • Marketing contacts: until you opt out or your address bounces.
  • Website logs/analytics: typically 12–24 months in aggregate.

10) Your choices & consent

  • Unsubscribe from marketing anytime.
  • Manage cookies via your browser or our banner.
  • You can withdraw consent where we rely on it (subject to legal/contractual limits).

11) Your rights

Subject to law (including PIPEDA), you may request access, correction, or deletion where appropriate, and explanations of our practices. Identity verification may be required.

12) Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information. No method is 100% secure. If a breach creates a real risk of significant harm, we’ll notify you and regulators as required.

13) Children’s privacy

Our services are not directed to children under 13, and we do not knowingly collect their Personal Information.

14) Third-party links

Linked sites have their own policies and we are not responsible for them.

15) Changes to this policy

We may update this policy and will post the new date above. Material changes may include additional notice.

16) Additional terms for clients

Your Engagement Letter and any Data Processing/Confidentiality Addenda form part of our agreement and control in case of conflict where permitted by law.

17) Disclaimers & limitation of liability

To the maximum extent permitted by law: services and Site are provided “as is” and “as available”; we do not warrant third-party platforms; we are not liable for outages or data loss in third-party systems; total liability is capped at fees paid for the affected services in the prior three (3) months (unless a higher liability is required by law or your Engagement Letter states otherwise).

18) Access requests or complaints

Contact our Privacy Officer (Section 1). In Canada, you may also contact the Office of the Privacy Commissioner: https://www.priv.gc.ca/