Sync Bookkeeping Inc. recognizes the importance of privacy and the sensitivity of personal information. We are committed to protecting any personal information we hold.
Why Does Sync Bookkeeping Inc. Need Personal Information?
Sync Bookkeeping Inc. provides bookkeeping services to a wide range of clients. In doing so, we need to collect personal information for various reasons including: understanding client needs, representing our clients, meeting legal, regulatory and contractual requirements, maintaining client contact information, and providing materials concerning our services.
What personal information do we collect?
Personal information is any information about an individual. This could include information such as age, identification numbers, income, credit or banking information, employee records, and any information relevant to the issue for which we have been engaged. We must collect and use such personal information to provide bookkeeping services.
How do we collect personal information?
We collect personal information in the normal course of client representation and only by lawful and reasonable means.
In most cases, we ask individuals to specifically consent, if we collect, use, or disclose their personal information where such collection, use and disclosure is such that would not be considered normal for a bookkeeper’s engagement with a client. Permission may be expressed in writing or be implied and may be given to us verbally, electronically, or through an authorized representative. Individuals may withdraw permission to collect, use and disclose their personal information at any time, subject to legal and contractual restrictions and reasonable notice. Sometimes consent is implied through conduct with us.
Use of Personal Information
We use personal information to provide bookkeeping services to clients and to include clients in any direct marketing activities. If an individual tells us they no longer wish to receive information about our services, we will not send any further material. Sync Bookkeeping Inc. does not disclose personal information to any third parties to enable them to market their products and services.
Disclosure of your Personal Information
Under certain circumstances, Sync Bookkeeping Inc. will disclose personal information; such as: when we are required or authorized by law or ethical reasons to do so, for example by court order or pursuant to exemptions to consents provided in applicable privacy legislation; when an individual has consented to the disclosure; where it is necessary to establish or collect fees; if we engage a third party to provide administrative or IT services to us (like computer back-up services, archival file storage or cloud computing services) and the third party is bound by privacy obligations; or if the information is already publicly known.
Updating Personal Information
It is important that the information be accurate and up-to-date. If during the course of the engagement, any personal information changes, the individual should inform us so we can make any necessary changes. If Sync Bookkeeping Inc. holds information about an individual that the individual can show is not accurate, complete and up-to-date, Sync Bookkeeping Inc. will take reasonable steps to correct it.
Is My Personal Information Secure?
Sync Bookkeeping Inc. takes all reasonable precautions to ensure that personal information is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect personal information are: premises security; restricted file access; deploying technological safeguards like security software and firewalls; and internal password and security policies.[BM1]
Access to Personal Information
Individuals may ask for access to any personal information we hold about them. Summary information is available on request. More detailed requests which require archive or other retrieval costs may be subject to our normal professional and disbursement fees.
Can I be Denied Access to My Personal Information?
An individual’s right to access their personal information is not absolute. We may deny access when, for example: denial of access is required or authorized by law; granting access would have an unreasonable impact on other people’s privacy; to protect Sync Bookkeeping Inc.’s rights and property; or the request is frivolous or vexatious.
Communicating with Sync Bookkeeping Inc.
Some view e-mail as less confidential than other more traditional forms of communication. If a client does not wish us to use e-mail, please advise us in writing.
Your personal information may be transferred to and maintained on servers or databases located in Canada. You consent to such processing and storage.
Requests for Access
If you have any privacy questions, or wish to access your personal information, please contact our President at:
Sync Bookkeeping Inc.
83 Calvert Lane
Ilderton, ON, N0M 2A0
Attn: Sean Wheatley
When one applies to Sync Bookkeeping Inc. for a job, we need to consider personal information as part of our review process. We normally retain information from candidates for a limited time after a decision has been made, unless the individual asks us not to retain the information. If a job offer is accepted, the information will be retained in accordance with our privacy procedures for employee records.