Privacy Policy

Introduction

This Privacy Policy describes how TaxFlow Automation (TaxFlow Automation Limited) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly. This policy applies to all users of our website and services related to automated tax document preparation and CRA filing automation for accounting firms in Calgary and beyond.

Who We Are (Data Controller)

We operate as the data controller for all personal information collected through our website and services. We are responsible for determining how and why your data is processed. As a tax document preparation service provider, we maintain strict compliance with Canadian privacy regulations, including the Personal Information Protection and Electronic Documents Act (PIPEDA). Your trust is fundamental to our operations, and we maintain transparent practices regarding data handling and security.

Information We Collect

We collect various types of information to provide and improve our services:

• Contact Information: Name, email address, phone number, and business details when you register or contact us
• Account Information: Username, password, and profile information for your user account
• Tax Documentation: Documents you upload for processing, including financial records and CRA-related materials
• Usage Data: Information about how you interact with our website, including pages visited and features used
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Tracking: Data collected through cookies and similar tracking technologies

Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: Where you have explicitly agreed to our processing of your data, such as when subscribing to communications
• Legitimate Interest: To improve our services, enhance security, and conduct analytics for business optimization
• Legal Obligation: To comply with Canadian tax laws, CRA requirements, and other applicable regulations
• Contract Performance: To provide the tax automation services you have requested and contracted with us for

We balance your privacy rights with our legitimate business interests and only process data that is necessary for our stated purposes.

How We Use Your Information

We use the information we collect for the following purposes:

• Providing and maintaining our tax document preparation and CRA filing automation services
• Processing your tax documents and generating required CRA filings
• Communicating with you about your account and services
• Responding to your inquiries and providing customer support
• Improving our website functionality and user experience
• Analyzing usage patterns and optimizing service performance
• Ensuring compliance with tax regulations and CRA requirements
• Preventing fraud and maintaining security of our systems
• Sending you updates and relevant information about our services

Data Retention

We retain your personal information for specific periods based on the type of data and its purpose:

• Contact Form Submissions: Retained for up to 24 months after your last interaction with us
• Tax Documents and Account Data: Retained for the duration of your account plus 7 years to comply with CRA audit requirements and tax law obligations
• Analytics and Usage Data: Retained for up to 14 months to analyze service performance and user behavior
• Server Logs and Technical Data: Retained for up to 12 months for security and troubleshooting purposes
• Email Communications: Retained for up to 36 months unless you request deletion

After the retention period expires, we securely delete or anonymize your data. In some cases, we may retain information longer if required by law or if you do not close your account.

Your Privacy Rights

You have the following rights regarding your personal information:

• Right of Access: You can request a copy of the personal information we hold about you
• Right of Correction: You can request that we correct inaccurate or incomplete information
• Right of Deletion: You can request deletion of your personal data, subject to legal obligations
• Right of Portability: You can request your data in a structured, portable format
• Right to Withdraw Consent: You can withdraw consent for data processing at any time
• Right to Opt-Out: You can opt out of marketing communications and non-essential processing

To exercise any of these rights, please contact us using the information provided in the Contact Us section below. We will respond to your request within 30 days.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and collect usage analytics. Cookies are small text files stored on your device that help us remember your preferences and understand how you use our website. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device for a longer period).

Our cookies serve purposes including authentication, security, functionality, and analytics. You can control cookie settings through your browser preferences, though disabling cookies may affect your ability to use certain features. For detailed information about our cookie usage, please refer to our Cookie Policy.

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, and disclosure. Our security practices include encryption of sensitive data in transit and at rest, secure authentication mechanisms, regular security assessments, and access controls limiting data access to authorized personnel only. We maintain industry-standard security protocols appropriate for handling tax documentation and financial information.

While we implement strong security measures, no system is completely impervious to threats. We encourage you to use strong passwords and protect your account credentials. If you suspect unauthorized access to your account, please contact us immediately.

Third-Party Services and Data Sharing

We may share your information with third parties only in the following circumstances:

• Service Providers: We engage vendors to assist with hosting, analytics, email delivery, and customer support. These providers are contractually obligated to protect your data
• CRA and Regulatory Bodies: We may disclose information as required by law or to comply with CRA filing requirements and tax regulations
• Legal Requirements: We may disclose data if required by court order, subpoena, or other legal process
• Business Transfers: In the event of a merger or acquisition, your information may be transferred as part of that transaction

We do not sell your personal information to third parties for marketing purposes. All third-party sharing is conducted under strict confidentiality agreements.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information and terminate the child's account. Parents or guardians who believe their child has provided information to us should contact us immediately.

International Data Transfers

Our services are primarily hosted and operated in Canada. If we transfer your data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with Canadian privacy laws. Any cross-border data transfers are conducted securely and only when necessary for service provision.

Your Rights Under Canadian Privacy Law

Under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe we have mishandled your personal information. The Office of the Privacy Commissioner of Canada is the federal supervisory authority responsible for enforcing privacy rights in Canada. You can contact them for guidance on your privacy rights and to file formal complaints.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services following notification of changes constitutes your acceptance of the updated Privacy Policy. We recommend reviewing this policy periodically to stay informed about how we protect your information.