Privacy Policy
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Writeoff ("we," "us," "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.
How This Privacy Policy Is Organized
Information for Prospective Clients: Information collected during inquiries, bookings, or through marketing activities.
Information for Clients: Information collected as part of providing our tax and accounting services.
General Information: How we manage personal data, your rights, and contacting us.
Information for Prospective Clients
Who This Applies To:
Visitors to our website, individuals booking meetings via our site, subscribers to our newsletters or promotional emails, and contacts obtained through referrals or inquiries.
Information We Collect:
Personal identifiers: name, email address, phone number, and business/employer information.
Booking information: data provided when scheduling meetings via our website (email, calendar information).
Website usage data: IP addresses, browser information, pages visited, and date/time of access through cookies.
How We Collect Your Information: Directly from you via website forms, booking tools, or correspondence. or automatically via cookies and website analytics.
How We Use Your Information: We use prospective client information to: Communicate about our services (via email, newsletter, or promotional materials), schedule and conduct introductory calls or meetings and analyze website traffic to improve our services.
Retention of Information: We retain prospect data until you request deletion or unsubscribe from marketing emails. Basic contact information may be retained to manage unsubscribe requests indefinitely.
Information for Clients
Who This Applies To:
Existing personal and corporate tax/accounting clients of Writeoff.
Types of Information We Process:
Client Data: This includes all information you provide or authorize us to collect for delivering tax and accounting services, including: Names, addresses, SINs, business numbers, financial and banking details, financial documents, receipts, payroll details, expense records, corporate ownership structures, including shareholder and officer information.
How We Collect Client Data: Directly provided by you via secure online portals, email, or during consultations, from authorized third-party integrations (e.g., QuickBooks, Xero, banking portals).
How We Use Client Data: Preparing and filing tax returns (personal and corporate), performing bookkeeping, payroll, ensuring compliance with Canadian Revenue Agency (CRA) regulations, communicating important service updates and tax-related information.
Retention of Client Data: Client data is securely stored digitally for seven years, in compliance with CRA requirements. After this period, information is securely deleted.
Business Records
Communications related to service delivery (e.g., emails, call notes, meeting recordings) are maintained to document instructions, approvals, and business relationships. All records are retained securely in line with applicable legal requirements (up to seven years).
Administrative Data
Billing details, service usage, client interactions metadata, and administrative communications are retained as long as necessary to manage your account and comply with legal obligations. Basic records such as billing history may be retained for longer periods as required by law.
General Information
We maintain rigorous security protocols: Data encryption, secure servers, and password-protected client portals. Limited and secured internal access to personal and financial information as well as use of only reputable Canadian-based software providers with robust privacy standards.
Third-Party Providers
We may use reputable third-party software providers (e.g., accounting or scheduling tools). We ensure they comply with PIPEDA-equivalent privacy protections. We never sell or otherwise commercially disclose your data to third parties.
International Data Transfers
While we primarily use Canada-based servers, certain reputable third-party providers may process data internationally, subject to stringent security standards compliant with Canadian privacy laws.
Cookies and Analytics
We use cookies to analyze website traffic and enhance user experience. You can disable cookies through browser settings, but some site functionality (such as booking meetings online) may be impacted.
Marketing Communications
We send promotional emails and newsletters compliant with Canada’s Anti-Spam Legislation (CASL). You can opt-out anytime using the unsubscribe link provided in every marketing email.
Your Rights and Managing Your Information
Under PIPEDA, you have the right to: Access your personal information and request corrections, withdraw consent for processing your data (subject to contractual/legal obligations), request deletion of your data, except where required by law to retain (e.g., CRA requirements).
Please contact dennis@getwriteoff.com for any requests or inquiries.
Important Notes
Client Privilege: Unlike lawyer-client relationships, Canadian law does not provide complete privilege for accountant-client communications. Thus, your information might be disclosed if legally required (e.g., CRA audit, court orders).
Engagement Letters: Our client engagement letters reference this privacy policy. By engaging our services, you acknowledge and consent to this policy.
Contacting Us
Email: dennis@getwriteoff.com
Changes to this Policy
Last Updated: May 2025
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