1. Overview and Commitment

Chander Professional Corporation (“we,” “us,” or “our”) is committed to protecting the privacy, accuracy, and confidentiality of the personal information collected from our clients, website visitors, and users. We operate in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), the professional and ethical standards established by Chartered Professional Accountants of Ontario (CPA Ontario), and applicable Ontario privacy legislation.

This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your personal information when you visit our website or engage our professional accounting, bookkeeping, tax preparation, and business advisory services.

2. Definition of Personal Information

“Personal Information” means any information about an identifiable individual. It does not include business contact information (such as an employee’s name, title, business address, or business phone number) when used solely for business communication purposes.

3. Information We Collect

Depending on how you interact with us—whether browsing our website or engaging us for accounting and tax services—we may collect the following categories of information:

Contact Information: Name, personal address, email address, and telephone numbers.
Identification Details: Social Insurance Number (SIN), date of birth, government-issued identification numbers, and marital/family status (as required for tax filings).
Financial and Tax Information: Income details, banking and transaction history, tax returns (T1, T2, T3, etc.), CRA notices of assessment, payroll records, asset and liability statements, and cloud accounting logs.
Website Technical Data: IP address, browser type, operating system, referring URLs, pages viewed, and access times collected automatically via standard cookies and web analytics tools.
Inquiry Information: Details provided via contact forms, appointment booking requests, or direct correspondence with our office.

4. Purpose of Collection and Use

We collect and use personal information strictly for reasonable commercial and professional purposes, including:

Preparing and filing personal (T1), corporate (T2), trust/estate (T3), and GST/HST tax returns with the Canada Revenue Agency (CRA).
Providing full-cycle bookkeeping, payroll management, and financial statement preparation.
Offering strategic tax planning, shareholder remuneration advice, and business consulting.
Communicating with you regarding your account, responding to inquiries, and scheduling consultations.
Facilitating authorized communications with government tax authorities (e.g., CRA) on your behalf.
Fulfilling quality control, regulatory, and audit obligations under CPA Ontario guidelines.
Maintaining, securing, and optimizing the functionality and performance of our website.

5. Consent

We collect, use, and disclose your personal information only with your knowledge and consent, except where required or permitted by law.

Express Consent: Obtained through signed engagement letters, direct consent forms, or explicit opt-in actions for sensitive financial and tax representation.
Implied Consent: May be inferred when you voluntarily provide personal details through our online contact form, book an appointment, or send an inquiry where the purpose is obvious.
Withdrawal of Consent: You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Please note that withdrawing consent may limit our ability to provide accounting or tax services to you.

6. Disclosure of Personal Information

We do not sell, rent, trade, or commercialize your personal information. We disclose personal information only under the following conditions:

Government and Regulatory Authorities: To the Canada Revenue Agency (CRA) or Ontario Ministry of Finance as required to complete filings or represent you under an authorized mandate.
Professional Standards: To CPA Ontario for mandatory practice reviews or regulatory compliance audits.
Third-Party Service Providers: Trusted cloud software platforms and infrastructure vendors (such as cloud bookkeeping software, tax preparation platforms, secure client portals, and hosting providers) that perform functions on our behalf. All service providers are contractually bound to maintain strict confidentiality and equivalent security standards.
Legal Requirements: When required by court order, search warrant, subpoena, or applicable statute.

7. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law and professional regulations:

Tax and Financial Records: Retained in accordance with CRA requirements and CPA Ontario record retention standards (typically a minimum of six to seven years post-filing).
Website Inquiry Data: Retained for a period sufficient to respond to the inquiry and follow up on client engagements.

Once information is no longer required, it is securely destroyed, erased, or anonymized in accordance with industry best practices.

8. Safeguards and Data Security

We employ physical, technological, and administrative security measures appropriate to the sensitivity of the information to guard against loss, theft, unauthorized access, disclosure, copying, or modification. These include:

Secure cloud infrastructure utilizing encryption in transit and at rest.
Restricted access controls and password protections limited to authorized personnel.
Physical security measures for our physical office premises in Brantford, Ontario.
Regular system monitoring and security updates.

While we take all reasonable precautions, no data transmission over the internet or cloud platform can be guaranteed to be 100% secure.

9. Website Cookies and Analytics

Our website uses standard cookies and similar technologies to enhance navigation, analyze site traffic, and improve user experience.

Cookies: Small text files stored on your device that help remember your preferences and recognize return visits.
Disabling Cookies: You can adjust your web browser settings to block or notify you when cookies are being sent. Disabling cookies will not prevent you from viewing general information on our website.

10. Access and Correction Rights

Under Canadian privacy laws, you have the right to request access to the personal information we hold about you and to request corrections if you believe the information is inaccurate or incomplete.

To submit an access or correction request:

Contact our Designated Privacy Officer in writing at [email protected].
Provide sufficient detail to allow us to verify your identity and identify the relevant records.
We will respond to access requests within 30 days, as required by PIPEDA, unless an extension is permitted by law.

11. Third-Party Web Links

Our website may contain links to third-party websites (such as government portals or payment providers). This Privacy Policy applies solely to information collected by Chander Professional Corporation. We are not responsible for the privacy practices or content of external websites.

12. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our operational practices, legal obligations, or regulatory guidelines. Updates will be posted on this page with a revised “Effective Date.”

13. Privacy Officer & Contact Information

If you have questions, concerns, or complaints regarding this Privacy Policy or our personal information handling practices, please contact our Privacy Officer:

Privacy Officer

Chander Professional Corporation

388 St. Paul Avenue, Unit 103

Brantford, ON N3R 4N4

Email: [email protected]

Phone: (548) 800-0777

If your concern is not resolved to your satisfaction, you may contact the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca.