Privacy Policy Last Updated: August 15, 2024
- Purpose and Scope
This Privacy Policy explains how Ocean Breeze Accounting Inc. (“we,” “our,” or “the Firm”), a Chartered Professional Accounting firm in British Columbia, collects, uses, discloses, and safeguards personal information in compliance with the Personal Information Protection Act (PIPA) and the professional standards set by CPA British Columbia and CPA Canada.
By engaging our services, you consent to the collection, use, and disclosure of your personal information as described in this policy.
- Definition of Personal Information
Personal information means information about an identifiable individual, excluding business contact information (e.g., name, title, business address, business telephone number).
Examples include:
- Full name, home address, email, and phone number
- Social Insurance Number (SIN)
- Financial records, income details, and tax data
- Employment and payroll information
- Identification documents
- Collection of Personal Information
We collect personal information only for purposes related to providing professional accounting, assurance, tax, and advisory services, including:
- Preparing financial statements and tax returns
- Conducting audits and assurance engagements
- Meeting legal, regulatory, and professional obligations
- Managing client relationships and communications
We collect information by lawful and fair means and only as necessary.
- Use and Disclosure of Personal Information
Your information will only be used for the purposes stated or as otherwise permitted by law. We may disclose your personal information:
- To the Canada Revenue Agency or other regulators as required
- To third-party service providers (e.g., IT, data hosting) under confidentiality agreements
- As required by law, court order, or professional regulations
We do not sell, trade, or rent personal information.
- Client Consent Clause
By signing our engagement letter or continuing to use our services, you consent to:
- The collection, use, and disclosure of your personal information as described in this policy
- The sharing of your information with authorized employees, subcontractors, and third-party service providers as necessary to deliver our services
- Electronic communication, including email and secure file transfer methods
You may withdraw your consent at any time, subject to legal and contractual obligations and reasonable notice.
- Cloud Storage and Cross-Border Data Transfer
To provide efficient and secure services, we may store and process your personal information using cloud-based platforms (e.g., QuickBooks Online, Xero, secure file- sharing tools). Some of these service providers may store or process data outside of Canada, including in the United States.
While these providers are contractually obligated to protect your data, privacy laws in other jurisdictions may differ from those in British Columbia. By engaging our services, you consent to the storage and processing of your personal information outside Canada.
- Retention of Personal Information
We retain personal information only as long as necessary for the purposes identified or as required by law or professional standards (typically seven years after the end of an engagement).
- Safeguarding Personal Information
We implement reasonable physical, organizational, and technological measures to protect your information, including:
- Secure, encrypted systems
- Password protection and restricted user access
- Locked physical filing cabinets and secure offices
- Access and Correction
You have the right to access and correct your personal information, subject to limited exceptions under PIPA. Requests must be made in writing to our Privacy Officer.
- Website and Cookies
Our website may use cookies for functionality and analytics. These do not collect personally identifiable information unless you provide it voluntarily.
