Privacy & Data Protection Policy
Effective September 1, 2026
ProBooks Accounting is committed to protecting the personal and confidential information entrusted to us. This Policy explains how we collect, use, disclose, retain and safeguard personal information in connection with our website, inquiries and professional services.
1. Scope of this Policy
This Privacy & Data Protection Policy (the “Policy”) applies to ProBooks Accounting (“ProBooks,” “we,” “us” or “our”) and to personal information under our control. It applies to website visitors, prospective and current clients, client representatives, suppliers, contractors and other individuals who interact with us.
Personal information means information about an identifiable individual. It does not generally include information about a business itself, although business records may contain personal information. We also protect confidential business and financial information in accordance with our engagement agreements, professional obligations and internal security practices.
Where we process personal information on behalf of a client, the client may remain the organization responsible for that information and ProBooks may act as a service provider. In those circumstances, our handling of the information is also governed by the applicable engagement agreement and the client’s lawful instructions.
2. Accountability and Applicable Law
ProBooks is responsible for personal information under its control and has designated a Privacy Officer to oversee compliance with this Policy and applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.
We maintain policies, procedures and contractual measures intended to protect personal information throughout its lifecycle. Questions or concerns may be directed to the Privacy Officer using the contact information at the end of this Policy.
3. Personal Information We Collect
The personal information we collect depends on the nature of the relationship and the services requested. It may include:
Identification and contact information, such as name, title, employer, mailing address, email address and telephone number.
Business and engagement information, including ownership details, authorized contacts, service requirements, contracts, correspondence and instructions.
Financial and accounting information, such as bank and credit card records, invoices, receipts, transaction details, account balances, payroll records and supporting documents.
Tax and regulatory information, which may include business numbers, tax account details, government-issued identifiers and other information required to support bookkeeping, reporting or filing services.
Information about employees, contractors, customers, vendors or other individuals that a client provides to us for an authorized business purpose.
Payment and billing information, including payment status, billing contacts and transaction records. Payment card or banking information may be handled by secure payment providers.
Technology and access information, such as authorized user permissions, audit logs, device or browser information, IP address, cookies and website usage information.
Any other information an individual chooses to provide through forms, email, telephone, meetings, document portals or other communications.
We ask clients and website users not to send social insurance numbers, banking credentials, passwords or other highly sensitive information through ordinary email or unsecured website fields unless specifically requested through an approved secure method.
4. How We Collect Information
We may collect personal information directly from the individual, from a client or authorized representative, or from third parties where permitted by law. Collection may occur through:
Our website, inquiry forms, discovery calls and onboarding process.
Engagement agreements, questionnaires, email, telephone and meetings.
Accounting platforms, document portals, financial institutions and other systems to which a client grants authorized access.
Government bodies, professional advisers, accountants, payroll providers or other parties authorized by the individual or client.
Cookies, server logs and analytics technologies used on our website.
5. Purposes for Collection, Use and Disclosure
We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances. These purposes may include:
Responding to inquiries, assessing service fit and preparing proposals or engagement terms.
Verifying identity, authority and instructions.
Providing bookkeeping, accounting support, reporting, advisory, document management, year-end coordination and related professional services.
Configuring and maintaining accounting systems, integrations, workflows, user permissions and internal controls.
Communicating with clients, collecting documents, coordinating tasks, scheduling meetings and providing support.
Preparing invoices, processing payments and managing accounts receivable.
Maintaining service quality, training, internal administration, risk management and business continuity.
Detecting, preventing and investigating errors, unauthorized access, fraud, security incidents or unlawful activity.
Meeting legal, regulatory, tax, insurance, audit and recordkeeping obligations, and establishing or defending legal rights.
Operating, securing and improving our website, services and technology environment.
Sending service communications and, where permitted, relevant business updates or marketing communications.
If we intend to use personal information for a materially different purpose, we will identify that purpose and obtain any consent required by law.
6. Consent and Choices
We obtain consent in a form appropriate to the sensitivity of the information and the circumstances. Consent may be express or implied and may be provided by an individual or by an authorized representative. In limited circumstances, the law may permit or require collection, use or disclosure without consent.
An individual may withdraw consent, subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit our ability to provide services or complete an engagement. We will explain the relevant consequences when a withdrawal request is received.
7. When We Share Personal Information
We do not sell or rent personal information.
We may disclose personal information only as reasonably necessary for the purposes described in this Policy, including to:
Authorized employees, administrators, bookkeepers, contractors and subcontractors who require access to perform their assigned responsibilities.
Cloud accounting, document management, workflow, communication, email, data storage, cybersecurity, information technology, payment processing and other service providers that support our operations.
A client’s accountant, tax preparer, legal counsel, financial institution, payroll provider or other adviser where the client has authorized the disclosure.
Government departments, regulators, courts, law enforcement or other parties where disclosure is required or permitted by law.
Professional advisers, insurers or auditors where reasonably necessary to obtain advice, manage risk or protect legal rights.
A prospective purchaser, successor or transaction adviser in connection with a proposed business transaction, subject to appropriate confidentiality and legal safeguards.
We limit access to the information reasonably required for the assigned purpose and expect service providers and authorized personnel to protect it through contractual, confidentiality, privacy and security obligations appropriate to the circumstances.
8. Service Providers and Processing Outside Canada
ProBooks uses cloud-based systems and may engage authorized contractors or service providers located in Canada or other countries. This may include administrative and bookkeeping support, technology providers and professional service providers. As a result, personal information may be accessed, processed or stored outside the province in which it was collected and, in some cases, outside Canada.
When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement or regulatory authorities in accordance with those laws. ProBooks remains accountable for personal information under its control and uses contractual, access-control and other measures designed to require a level of protection appropriate to the sensitivity of the information.
Individuals may contact our Privacy Officer for information about our use of service providers outside Canada or the safeguards that apply.
9. Safeguards
We use administrative, technical and physical safeguards appropriate to the sensitivity, amount, format and location of the information. Depending on the circumstances, these safeguards may include:
Role-based access and least-privilege permissions.
Multi-factor authentication and strong account-security practices.
Approved cloud systems, secure document portals and encrypted connections where available.
Confidentiality and data-protection obligations for employees, contractors and service providers.
Device security, software updates, backups, monitoring and incident-response procedures.
Secure disposal or deletion practices when information is no longer required.
No method of electronic transmission or storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security. Clients also share responsibility for protecting their credentials, using secure communication methods and promptly advising us of suspected unauthorized access.
10. Retention and Disposal
We retain personal information only for as long as reasonably necessary to provide services, administer the relationship, meet legal, tax, professional, insurance and recordkeeping requirements, resolve disputes and enforce agreements. Retention periods vary according to the type of information and the purpose for which it is held.
When personal information is no longer required, we securely delete, destroy or anonymize it, subject to legal requirements and reasonable limitations of backup and archival systems. Aggregated or anonymized information that can no longer identify an individual may be retained and used for legitimate business purposes.
11. Accuracy
We take reasonable steps to keep personal information accurate, complete and current for the purposes for which it is used. Clients and individuals are responsible for providing accurate information and notifying us when relevant information changes.
12. Access, Correction and Privacy Rights
Subject to applicable law, an individual may request:
Confirmation of whether we hold personal information about them.
Access to personal information under our control and information about how it has been used or disclosed.
Correction of inaccurate or incomplete personal information.
Withdrawal of consent, where applicable.
Deletion or another privacy right available under applicable law.
Requests must be made in writing to the Privacy Officer. We may need to verify identity and authority before responding. We will respond within the period required by applicable law. Access may be limited where permitted or required by law, including where disclosure would reveal another person’s information, confidential commercial information or information protected by legal privilege. If we cannot fulfill a request, we will explain the reason, subject to legal restrictions.
13. Website, Cookies and Analytics
Our website may use cookies and similar technologies that are necessary for site operation or that help us understand website traffic, performance and visitor interactions. The information collected may include IP address, browser type, device information, referring pages, pages viewed and approximate location derived from an IP address.
We may use third-party website hosting and analytics providers to process this information on our behalf. Where required by law, we will request consent before using non-essential cookies. Visitors can also manage cookies through their browser settings, although disabling certain cookies may affect website functionality.
14. Electronic Communications
We may send administrative or service-related communications that are necessary to manage an inquiry or engagement. We may also send commercial electronic messages where permitted by Canada’s anti-spam legislation or other applicable law. Recipients may unsubscribe from marketing communications using the instructions in the message or by contacting us. Unsubscribing from marketing does not prevent us from sending necessary service, billing, security or legal communications.
15. Third-Party Websites and Platforms
Our website or communications may contain links to third-party websites, platforms or services. Their privacy practices are governed by their own policies and are not controlled by ProBooks. Individuals should review the privacy terms of those third parties before providing personal information.
16. Children’s Information
Our website and services are intended for businesses and adults. We do not knowingly collect personal information directly from children through our website. If information about a minor is included in records provided by a client, we handle it only for the authorized service purpose and with safeguards appropriate to its sensitivity.
17. Privacy and Security Incidents
We maintain procedures for responding to suspected loss, unauthorized access, use or disclosure of personal information. We assess incidents, take reasonable steps to contain and address them, maintain required records, and notify affected individuals and privacy regulators where required by applicable law.
18. Changes to this Policy
We may update this Policy periodically to reflect changes in our services, technology, practices or legal obligations. The current version will be posted on our website with the effective or last-updated date. Material changes will be communicated where required by law.
19. Contacting the Privacy Officer
Questions, access or correction requests, consent withdrawals and privacy complaints should be directed to:
Privacy Officer: ProBooks Accounting
Email: info@probooksaccounting.ca
Website: www.probooksaccounting.ca
Subject line: Privacy Inquiry
Please do not include sensitive financial information, passwords, banking credentials or social insurance numbers in an initial email. We will provide a secure method if additional documentation is required.
We will investigate and respond to privacy concerns in a reasonable and timely manner. If a concern is not resolved, an individual may contact the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator.