JR's Tax & Bookkeeping

Confidentiality

This privacy policy applies to all users of our sites and services and covers what information we collect and why we collect it, how we use the information we collect, and the choices you have to access and update that information. Please familiarize yourself with our practices and let us know if you have any questions. By using our sites and services, you expressly consent to our collection, use, disclosure, and retention of your personal information as described in this privacy policy. Each time you use our sites and services, the current version of this privacy policy will apply. If you do not agree to this privacy policy, please do not use our sites or services.

If you have questions or concerns regarding this statement, please contact:

justenroy@jrstaxandbookkeeping.com

Guarding Your Privacy

You may have some concern about the confidentiality of the information you provide to this office. It is our policy to keep your personal and business matters confidential to the extent permitted by law. JR’s Tax & Bookkeeping is deeply committed to protecting your privacy. Our privacy policy will provide you with the following information:

1. What personally identifiable information of yours or third party personally identifiable information is collected.

2. The organizations collecting the information.

3. How the information is used.

4. With whom the information may be shared.

5. What choices are available to you regarding collection, use and distribution of the information collected.

6. The kind of security procedures that are in place to protect the loss, misuse or alteration of information under our control.

7. How you can correct any inaccuracies in the information.

8. Linked websites and services.

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1. Personal Information that You Provide

Personal information is information that can be used to identify, locate, or contact an individual, and includes other information that may be associated with personal information. When you interact with our sites and services, depending on the site or service, we may collect the following personal information directly from you:

Account or Registration Information where needed to use our sites and services, and may include your name, address, email address, telephone number, birthday, user account name, and password;
Contact Information, which generally includes your name, addresses, email addresses, social media website user account names, and/or telephone numbers;
Personal Profile or Service Information, which may include areas of interest, information from social media interactions (such as Facebook, Twitter, or LinkedIn), preferences, and/or demographic information (such as gender);
Transaction Information, which may include information about how you interact with and use our site and services, email, other communications, and applications, and how you interact with third-party service providers;
Geographic Location Information but only if your device transmits location data and/or your IP address and you have activated a location-enabled site or service;
Tax Information, which is collected and used for the preparation of your personal and/or business income tax returns;
Appointment Information, where needed to schedule an appointment or consultation through our online appointment or consultation services and may include the requested appointment information, which may be linked with personal financial information which you choose to provide to us;
Access to Your Data, but only if you use certain services, interactive tools, or authorize us to retrieve information from another database, user, or other third party on your behalf, such as retrieving your tax information from the CRA, or accessing your QuickBooks account;
Your Submissions, which generally includes information you voluntarily provide through free form text boxes, forums, document upload, or data retrieval or import.

In each of the above instances, you will know what personal information we collect through our sites and services because you voluntarily and directly provide it to us.

Client Information Privacy Policy

We handle all information you provide us with the utmost confidentiality. Your personal information will only be shared with members of our firm who need to know this information in order to complete the work you have hired our firm to do. We will not disclose your personal information to anyone outside our firm without your express written permission to do so, or unless we are trying to collect payment, or we are legally required to do so. For example, if a mortgage lender contacts our office for a copy of your return or information from it, we will ask that you provide written permission prior to our responding to that request.

Access Control Policy

Access Control systems are in place to protect the interests of all users of JR’s Tax & Bookkeeping computer systems by providing a safe, secure and readily accessible environment in which to work. JR’s Tax & Bookkeeping will provide all employees and other users with the information they need to carry out their responsibilities in as effective and efficient manner as possible. Generic or group IDs shall not normally be permitted, but may be granted under exceptional circumstances if sufficient other controls on access are in place. The allocation of privilege rights (e.g. local administrator, domain administrator, super-user, root access) shall be restricted and controlled, and authorization provided jointly by the system owner and IT Services. Technical teams shall guard against issuing privilege rights to entire teams to prevent loss of confidentiality. Access rights will be accorded following the principles of least privilege and need to know. Every user should attempt to maintain the security of data at its classified level even if technical security mechanisms fail or are absent. Users electing to place information on digital media or storage devices or maintaining a separate database must only do so where such an action is in accord with the data’s classification

Notice Regarding Advisor-Client Privileged Communications

You should also be aware that anything you tell us during your appointment for the preparation of your tax return is confidential, but not protected from the CRA. Privileged communications (those that are protected from CRA authority to compel our testimony) are limited to non-criminal tax advice on matters before the CRA or non-criminal tax proceedings in federal courts. Although we consider any information you provide us as confidential, tax return preparation engagements are not covered by advisor-client privilege.

If you feel the nature of any subject matter to be discussed requires protected communications, please raise that issue so that we can discuss your possible need to consult with an attorney for legal advice.

2. The Organizations Collecting Personal Information

We, or our third-party service providers such as, but not limited to, Google, Google Partners and affiliates, and Facebook, may collect and store certain technical information when you use our sites and services. For example, our third party trackers receive and automatically collect information about your computer and browser, including, for instance, your IP address, browser type, domain name from which you accessed the site or service, device size and other software or hardware information (see Cookies section below). If you access our sites and services from a mobile or other device, we may collect a unique device identifier assigned to that device (UDID), type of device, general GPS location, or other transactional information for that device in order to serve content to it and to improve your experience in using the sites or services.

In addition, we or our third-party service providers may collect information about how you use of our sites, including but not limited to, the date and time you visit the sites, the areas or pages of the sites that you visit, the amount of time you spend viewing the sites, the number of times you return to the sites, visits to sites outside our network, preferred language, and other click-stream data. We may also provide your contact information to third-party agencies without your consent for payment collection purposes.

Cookies

We or our third-party service providers may use cookies and other tracking technologies (including browser cookies, pixels, analytic beacons, mobile application identifiers, and Adobe Flash technology) to help us recognize you across different sites and services, improve your experience, increase security, measure the use and effectiveness of our services, and gather information for advertising. You can control cookies through your browser settings and other tools.

We may use information collected from you through cookies and other tracking technologies in one or more of the following ways:

To remember you when you return to our sites;
To understand and analyze trends, to monitor usage, and learn about user behavior;
To gather demographic information about our user base as a whole;
To customize ads, content, or offers on our sites and services; and
To conduct market research and measurement in order to improve our sites, content, and services and to make our sites, content, and services more useful for users.

Cookies combined with ad technology such as web beacons, pixels, and anonymous ad network tags help us serve relevant ads to you more effectively. They also help us collect aggregated auditing, research, and reporting for advertisers. Pixels, which are invisible tags placed on our websites, help us understand and improve our service, show you ads, and know when content has been shown to you. Please note that because our pages include advertisements, your web browser may request advertisements and web beacons directly from ad network servers, and these networks can view, edit, or set their own cookies, just as if you had requested a web page from their site.

Although we do not use cookies to track your browsing behavior on third-party sites, we do use aggregate data from third parties and data from sites and services you have used to show you relevant, interest-based advertising. We do not provide any personal information that we collect to advertisers.

By visiting our sites and services, you consent to the placement of cookies in your browser and HTML-based emails in accordance with our Privacy Policy.

3. How We Use Personal Information

We may use the personal information that you provide in one or more of the following ways:

To carry out our obligations arising from your purchase of, or subscription to, our services or any other contract entered into between you and us;
To enable site features such as retrieving and providing analysis of data;
To send you important notices, such as communications about changes to your account;
To process payments and to send you emails, invoices, receipts, notices of delinquency, alerting you if we need different or updated payment card information or other communications in connection with processing and collecting payments;
To verify the information you provide through our site and services, including income and employment information, in connection with tax preparation and bookkeeping services;
To retain your tax return and financial information for the length of time required by us or by applicable law;
To solicit input and feedback to improve our sites and services and customize your user experience;
To enable you to communicate with other site or service users via private messaging or other service specific communication channels;
To contact you via email, telephone, text or chat in a manner required by law;
To meet contractual obligations;
To send you reminders, technical notices, updates, security alerts, support and administrative messages, and service bulletins;
To provide advertisements to you through our sites, email messages, text messages, applications, or other methods of communication;
To manage our sites' and services' administration, forum management, or fulfillment;
To provide customer service and technical support;
To administer surveys, sweepstakes, giveaways, contests, or similar promotions or events sponsored by us;
To prevent fraud or potentially illegal activities, or to comply with applicable law;
For internal purposes such as auditing, data analysis, and research to improve our products, services, and communications;
To allow you to apply for a job;
To help you contact or schedule an appointment and/or follow-up appointments;
To run (or authorize third parties to run) statistical research on individual or aggregate trends.

We will only collect and process personal information, including sharing it with third parties, where we have a legal basis for such collection and processing. We rely on a number of legal bases, including:

Our legitimate interests in providing and improving our sites and services;
Our legitimate interests in keeping our sites and services safe and secure;
Your consent to the processing of your personal information, which you can revoke at any time;
Where the processing or disclosure of personal information is necessary for the completion of a contract, whether verbal or written, to which you are a party to;
Where the processing of your personal information is required to protect your vital interests or those of another person, such as other users of our site and services;
Where the processing of personal information is necessary to comply with a legal obligation such as a law, regulation, search warrant, subpoena, or court order.

4. With Whom the Information May Be Shared

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

When we engage third parties to perform services on our behalf, such services include maintenance, hosting, data storage, security, analytics and data analysis, payment processing, payment collection, marketing, email and text message distribution, customer service, and surveys and sweepstakes;
When you communicate with us by email, submit an online form through our site and services, request a quote or information, purchase a product or service, or otherwise submit a request through our site and services, the personal information you provide may be shared with third parties to process or respond to your request, provide you with the products or services you requested, or complete a transaction., or share your information to a financial institution in connection with your request;
When you schedule an appointment, we may share your contact data, with third party service providers or other professionals in connection with our firm;
Where necessary to operate our site and services, your personal information and the contents of all of your online communications on or through our site and services may be accessed and monitored:
1. To satisfy any applicable laws or regulations;
2. To defend ourselves in litigation or a regulatory action;
3. When we have a good faith belief that we are required to disclose the information in response to a legal process (for example, a subpoena, court order, or search warrant);
4. Where we believe our sites and services are being used in the commission of a crime; including to report such criminal activity or to exchange information with other companies and organizations for the purposes of fraud protection and risk management; and
5. When we have a good faith belief that there is an emergency that poses a threat to the health and/or safety of you, another person, or the public generally.

We may share personal information about you for any other purpose(s) disclosed to you at the time we collect your information or with your consent.

Non-personal information may be shared with our partners who referred you to our site(s) and who may use the data for their market research and measurement purpose. User information may also be shared with our partners who help us deliver ads to you on websites not controlled by us; for instance, when we put a pixel on a conversion page on our site and a marketing partner uses that pixel to optimize the traffic that they send to us.

Information to Third Party Providers

We may share information that we have about you, such as contact information, a cookie ID, or IP address, with third-party collection or marketing partners, who may use this information, on our behalf, to help us collect overdue account receivables, or to deliver advertising on our sites as well as on third-party websites. In the preceding twelve months, we have made available personal information included in the categories described above to third-parties, including our third-party marketing partners to deliver advertising. For more information about our use of cookies and other tracking technologies, please read the Cookies section above.

Referrals are Welcome

Referrals are the cornerstone of any service business. This firm, like other professional service firms, relies on satisfied clients as the primary source of new business. Your referrals are both welcome and most sincerely appreciated! When you refer clients here, you are expressing your faith and confidence in the services this office offers and will continue to provide to you. You may have business associates who need professional tax assistance, or family and friends who struggle to do their own taxes every year. No matter whom you refer, be assured that their individual tax needs will be looked after in the same professional manner yours have been.

Since your referrals are generally individuals you are well acquainted with, you can be assured that your personal, financial, and tax data will not be shared with them.

5. What Choices are Available to you Regarding Collection, Use, and Distribution of the Information

Choice/Opt-Out

We give users the opportunity to opt-out of receiving communications from us at any time. The following options are available for removing your information from our database, so as not to receive future communications or to no longer use our services and to have all stored information removed and destroyed.

To notify us about opting out, you can send an email to: justenroy@jrstaxandbookkeeping.com

6. Security Policy and Procedures

To prevent unauthorized access, maintain data accuracy, and ensure the appropriate use of the information we collect, we deploy a wide range of technical, physical, and administrative safeguards, including: A Secure Sockets Layer certificate (SSL), firewalls, email and data encryption software, external hard drives, system alerts, and other information system security technologies. secure facilities that restrict physical and network access; and regular evaluation and enhancement of our information technology systems, facilities, and information collection, storage, and processing practices. We use reasonable and appropriate administrative, physical, technical, and data security procedures and controls to safeguard your personal and protected tax and bookkeeping information against unauthorized access, disclosure, loss, misuse, and alteration. Under applicable law, we are required to apply reasonable and appropriate measures to safeguard the confidentiality, integrity and availability of taxpayer information as defined by the Canada Revenue Agency.

We use third-party service providers to manage credit card and payment processing. These service providers are not permitted to store, retain, or use billing Information except for the sole purpose of credit card and payment processing on our behalf. When you enter payment information to be processed by our third party service providers, they encrypt the transmission of that information using transport layer security (TLS) technology and do not store it on their systems.

Firewalls must be implemented at each internet connection and any demilitarized zone and the internal company network. All inbound network traffic is blocked by default, unless explicitly allowed and the restrictions have to be documented. All outbound traffic has to be authorized by management (i.e. what are the whitelisted category of sites that can be visited by the employees) and the restrictions have to be documented. JR’s Tax & Bookkeeping will have firewalls between any wireless networks and the cardholder data environment.

It is important, however, to remember that no system can guarantee 100% security at all times. Accordingly, we cannot guarantee the security of information stored on or transmitted to or from our services. We cannot assume responsibility or liability for unauthorized access to our servers and systems. When disclosing any personal or protected tax information, you should remain mindful of the fact that it is potentially accessible to the public and, consequently, can be collected and used by others without your consent. Accordingly, you should carefully consider if you want to submit sensitive information that you would not want disclosed to the public and should recognize that your use of the Internet and our sites and services is solely at your risk. You are ultimately responsible for maintaining the secrecy for all your personal information, including your tax information. Except as provided in a Business Agreement between us and a individual, partnership, or corporation, we have no responsibility or liability to anyone for the security of your personal or protected tax information transmitted via the Internet.

System and Password Policy

All users with access to taxpayer data must have a unique ID. All user must use a password to access JR’s Tax & Bookkeeping's network or any other electronic resources. All user ID’s for terminated users must be deactivated or removed immediately. The User ID will be locked out if there are more than 5 unsuccessful attempts. This locked account can only be enabled by the system administrator. Locked out user accounts will be disabled for a minimum period of 30 minutes or until the administrator enables the account. All system and user level passwords must be changed on at least a quarterly basis. A minimum password history of four must be implemented.

Anti-Virus Policy

All machines must be configured to run the latest anti-virus software as approved by JR’s Tax & Bookkeeping . The preferred application to use is McAfee Anti-Virus software, which must be configured to retrieve the latest updates to the antiviral program automatically on a daily basis. The antivirus should have periodic scanning enabled for all the systems. The antivirus software in use should be capable of detecting all known types of malicious software (Viruses, Trojans, adware, spyware, worms and rootkits). All removable media (for external hard drives others) should be scanned for viruses before being used. All the logs generated from the antivirus solutions have to be retained as per legal/regulatory/contractual requirements or at a minimum of PCI DSS requirement 10.7 of 3 months online and 1 year offline. Master Installations of the Antivirus software should be setup for automatic updates and periodic scans. End users must not be able to modify and any settings or alter the antivirus software. E-mail with attachments coming from suspicious or unknown sources should not be opened. All such e-mails and their attachments should be deleted from the mail system as well as from the trash bin. No one should forward any e-mail, which they suspect may contain a virus.

7. How You Can Correct Any Inaccuracies in Your Information

You can either call or email using the information found on the CONTACT ME page of this website.

Changes to information resources shall be managed and executed according to a formal change control process. The control process will ensure that changes proposed are reviewed, authorised, tested, implemented, and released in a controlled manner; and that the status of each proposed change is monitored. The change control process shall be formally defined and documented. A change control process shall be in place to control changes to all critical company information resources (such as hardware, software, system documentation and operating procedures). This documented process shall include management responsibilities and procedures. Wherever practicable, operational and application change control procedures should be integrated. All change requests shall be logged whether approved or rejected on a standardised and central system. The approval of all change requests and the results thereof shall be documented. A documented audit trail, maintained at a Business Unit Level, containing relevant information shall be maintained at all times. This should include change request documentation, change authorisation and the outcome of the change. No single person should be able to effect changes to production information systems without the approval of other authorized personnel.

8. Linked Websites and Services

Our sites and services may link to other sites or services operated by our affiliates or third parties, and may carry advertisements or offer content, functionality, newsletters, contests or sweepstakes, or applications developed and maintained by third parties. We do not exercise control over third-party sites or services. We are not responsible for the privacy practices of any such third-parties. Once you leave our sites or services via a link, enable a third-party service, or click an advertisement, you should check the applicable privacy policy of the third-party's site or service. The fact that we link to a website or present a banner ad or other type of advertisement is not an endorsement, authorization, or representation of our affiliation with that third party nor is it an endorsement of their privacy or information security policies or practices.

We may also provide social media features on our sites and services that enable you to share personal information with your social network(s) and to interact with our sites and services. Depending on the features, your use of these features may result in the collection or sharing of personal information about you. We encourage you to review the privacy policies and settings on the social media site(s) with which you interact.

Links to Other Firms

JR’s Tax & Bookkeeping has links to other accounting firms. This privacy statement is for the sole use and purpose of JR’s Tax & Bookkeeping. Please be aware that JR’s Tax & Bookkeeping is not responsible for the privacy practices of other firms. JR's Tax & Bookkeeping has taken all reasonable steps to ensure the security of this website and our practice. We have used sophisticated encryption technology and incorporated other procedures to protect your personal information at all times. However, because the internet is a public network and third-party services are being used, there is the remote possibility of data security violations. In the event of such occurrences, we are not responsible for any damages you may experience as a result. We encourage you to read the privacy statements of each and every firm that collects your personally identifiable information.

Notification of Changes

This policy may be revised over time as new features are added to our sites and services. We will post those changes prominently so that you will always know what information we gather, how we might use that information, and whether we will disclose it to anyone. Please check this site for information about revisions to our privacy policy. The latest published version of this policy will always be the one in effect.

Last Updated: January 16, 2024

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