BTL Chartered Professional Accountants LLP (“BTL” or “the firm” or “we” or “us”) is committed to protecting and safeguarding the personal information entrusted to it by its clients, contractors, associates, employees and others who are provided services by the firm (collectively referred to as “clients” or “you”). This policy outlines the principles and practices BTL follows in protecting personal information.
What is personal information?
Personal information includes any identifying information such as a name, address, phone number, age, sex, marital status, social insurance number, financial information, educational history, etc.
Information collected
BTL collects and uses personal, business and financial information that is required for the purposes of providing services to its clients. BTL typically collects client information directly from its clients. However, information may be collected from other persons with your consent or as authorized by law. The information is used to assist in the following services:
- Open and manage an account
- Preparation of bookkeeping and financial statements compilations
- Tax returns and various tax filings
- Financial and business planning
- Business valuations and other related services
- Preparation and filings to meet governmental and regulatory requirements
- Any other service to which BTL is engaged to perform
Information is collected from your use and navigation to our website. This is not limited to and may include, your IP address, various device identifiers, browser types and website visits, typically collected by cookies for website functionality. An example of this are Google Analytics cookies commonly used by website administrators.
Consent
BTL will ask for consent to collect, use or disclose client personal information, except in specific circumstances where collection, use or disclosure without consent is authorized or required by law, or in the event of visiting our website.
We will ask for your consent and authorization for information required to complete various engagements and may not be able to provide services if you are unwilling to provide consent to the collection, use or disclosure of certain personal information. Where express consent is needed, we request clients to provide their consent in writing, by means of a signed consent form or engagement letter, or in some cases orally or electronically, for example, by filling an online webpage.
We may use personal information without explicit consent when, for example, we are required to contact or respond to requests from governmental agencies, such as Canada Revenue Agency (CRA) or regulatory bodies, such as the Institute of Chartered Professional Accountants or CPA Ontario.
A client may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfill our legal obligations. We will respect your decision, but we may not be able to provide you with services if we do not have the necessary personal information.
We may collect, use or disclose client personal information without consent only as authorized by law. For example, we may not request consent when the collection, use or disclosure is for an investigation or legal proceeding or to collect a debt owed to our organization.
If an individual has voluntarily provided information, such individual has consented to the collection, use and disclosure of personal information as described in this privacy policy.
Safeguarding and Retention of personal information
BTL safeguards its clients’ personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of personal information, as well as any unauthorized access to personal information.
BTL will make every reasonable effort to ensure that client information is accurate and complete. We verify the information with our clients when performing recurring annual filings and enquire if there are changes to their personal information. If clients are aware of an error or omission in our information about them, they are encouraged to communicate the information to us so that our information database is updated.
BTL will retain and safeguard your information for as long as we determine is necessary, even if you no longer remain a client. We will use suitable technologies, and maintain high security standards to ensure the protection of your information.
BTL utilizes the latest advancements in the technology infrastructure. The firm works with reputable cloud based 3rd party service providers such as Google, Microsoft, DropBox, Adobe, TaxPrep, CaseWare and others. As a result, client data is stored on third party cloud servers. We ensure that all data is fully encrypted and is protected through restricted access authentication. Clients and individuals should be aware that BTL CPA cannot control the systems in place at 3rd party service providers and therefore the client assumes the risk of holding their data with any 3rd party provider.
BTL will use reasonable efforts to employ measures we deem appropriate to mitigate security risks with respect to safeguarding of personal information, but we do not guarantee that any client information stored, transferred, disseminated or otherwise used throughout our firm, will be secure, including against accidental or unlawful loss, access or disclosure. We store information in electronic (cloud-storage) and physical files that are secure and to which access is restricted. Unfortunately, no data transmission over the Internet or by electronic mail can be guaranteed to be 100% secure. As a result, we cannot ensure or warrant the security of any information transmitted electronically.
If we are made aware of a data security breach affecting personal information, which creates a real risk of significant harm to clients, we will take steps to notify our clients and all affected parties whose personal identifying information has been compromised.
We understand that in the course of our review of your information, we may become party to personal information that you have collected on your employees, customers, and other relations. This information will be kept private and confidential and will not be released to any third party other than as may be required by law, unless consent is obtained.
Limits for collecting, using, disclosing and retaining personal information
In all cases, BTL seeks to limit the amount and type of information collected to only the personal information that is required and necessary to provide the client with advice and services and to administer client and employee databases.
Accuracy of and Access to Personal Information Collected
BTL makes every effort to keep personal information as accurate, complete, current and relevant as necessary for the purpose of providing accounting and other related services to clients. We are committed to maintaining accurate information, and request all clients notify us promptly of any changes in their personal information.
Our Responsibilities
BTL’s partners, employees, and contractors are responsible for maintaining the confidentiality of all personal information to which they have access. It is mandatory that such individuals sign a confidentiality agreement concerning their acceptance of this responsibility. This agreement remains in effect even if they leave or retire from the firm.
Policy Updates
BTL’s may at various times update this policy, generally for the purposes of remaining cimpliant with applicable laws. If the changes are deemed to be material in nature, we will communicate the changes to our clients and seek consent. All updates will be posted on our website.
Contact info of the Privacy Office
If you have any questions or concerns regarding our firm’s policies and procedures regarding your privacy, please contact our privacy policy officer by email at contact@btlcpa.ca.