Privacy Policy

1.  Introduction

AI Tax Consultants is committed to protecting your personal and sensitive information. This Privacy Policy outlines how we collect, use, store, and safeguard data in compliance with applicable provincial, territorial, and federal laws in Canada. Our privacy protections apply to both corporate and individual clients, as well as their employees.

2. Scope

This policy applies to all personal and sensitive information collected from clients—whether corporate or individual—their employees, and third parties interacting with AI Tax Consultants. It covers the handling and protection of data related to:

• Tax Consulting Services
• Employer Taxes
• Client Company Taxes
• Individual Client Taxes
• Financial Statement Audits
• Payroll Services
• Bookkeeping Services
• GST/HST Filing
• Corporate Tax Planning
• Tax Compliance and Filing
• Tax Preparation for Individuals
• Tax Advisory and Planning
• Any Other Services within AI Tax Consultants’ Scope.

3. Information Collection

3.1 Personal and Corporate Information

We collect information necessary for delivering our services, including:

• Contact Details: Names, addresses, phone numbers, and email addresses of both individuals and corporate entities.
• Financial Information: Income, expenses, tax returns, and other financial records relevant to consulting, payroll, and bookkeeping.
• Identification Documents: Social Insurance Numbers (SIN), business registration details, and other required identification.

3.2 Employee Information

For payroll and related services, we handle:

• Employee Records: Payroll details, compensation data, and employment documentation.
• Bank Statements and Invoices: Documents needed for accurate bookkeeping and financial management.

3.3 System and Document Information

We also manage:

• System Logs: Records of system access and activities.
• Internal Documents: Operational and procedural records vital for our business functions.
• Client Records: Tax returns, financial statements, payroll information, and bookkeeping documents.

4. Use of Information

We use your information for:

• Service Delivery: To provide and manage tax consulting, payroll, bookkeeping, and audit services.
• Compliance: To meet legal and regulatory requirements, including those from the CRA.
• Communication: To keep you informed about your account, services, and important updates.
• Internal Management: To maintain and improve our systems and operational processes.

5. Data Security

We protect your data through:

• Secure Storage: Encryption and secure storage solutions for electronic and physical documents.
• Access Controls: Strict access controls and authentication measures to limit access to authorized personnel only.
• Regular Audits: Security audits and vulnerability assessments to address potential risks.

6. Data Sharing and Disclosure

6.1 Third-Party Contractors

We may share personal and employee information with trusted third-party contractors for services such as IT support or data storage. These contractors are bound by confidentiality agreements to ensure the protection of your information.

6.2 Legal Requirements

We may disclose information to comply with legal requirements or in response to valid legal requests, such as court orders or subpoenas. We will disclose only the information necessary and notify you of such actions when permissible.

7. Client and Employee Rights

Clients and their employees have the right to:

• Access: Request access to the personal and corporate information we hold.
• Correction: Request corrections to any inaccuracies.
• Withdrawal of Consent: Withdraw consent for the use of their personal information, subject to legal and contractual limitations.

To exercise these rights, please contact us using the details below.

8. Data Retention

We retain personal and employee information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal and regulatory obligations. After retention periods expire, we will securely dispose of or anonymize the information.

9. Policy Updates

We may update this Privacy Policy periodically. Significant updates will be communicated via email or other appropriate methods.