Privacy, cookies & storage

We are responsible for personal information under our control. This notice applies to website visitors, clients, prospective clients, document signers, and authorized workspace users. It does not replace engagement-specific notices or legal and professional record-keeping obligations.

The information collected depends on how you use the service.

• Information you provide, such as your name, email address, telephone number, appointment details, questions, documents, signatures, and accounting or business records.
• Workspace and signing information, such as account identifiers, access role, document status, signature time, IP address, and browser or device information used to maintain an audit trail.
• Technical information reasonably required to operate and secure the service, such as request logs, error records, and security events.
• A language preference saved in your browser so the site can remember English or Simplified Chinese.

We use information only for identified and reasonable purposes, including:

• providing accounting, tax, bookkeeping, advisory, scheduling, document-signing, and workspace services;
• authenticating users, maintaining records, and protecting the service against misuse;
• responding to inquiries and operating the website’s FAQ assistant;
• sending requested transactional notices and reminders;
• meeting legal, regulatory, insurance, audit, and professional obligations; and
• maintaining, diagnosing, and improving the reliability of the service.

We use service providers to host and operate the service, including Vercel, Supabase, Upstash, Anthropic, Brevo, and Google Maps. They process information only for the functions we use them to provide. Information may be processed or stored outside Canada and may therefore be subject to the laws of another jurisdiction. We remain responsible for personal information transferred to service providers and use contractual, technical, and organizational safeguards appropriate to the circumstances.

The FAQ assistant and certain authorized internal document-extraction workflows use an artificial-intelligence service. A question or document submitted to those workflows may be sent to the service provider for processing. AI results are drafts and may be incomplete or inaccurate; staff must review accounting outputs before relying on them. Do not place social insurance numbers, passwords, account credentials, tax documents, or other sensitive records in the public FAQ assistant.

By deliberately providing information for a stated function, you consent to its use for that function and related service delivery. You may withdraw consent where legally permitted, but doing so may prevent us from providing a requested service. Contact us to ask about consent, access, or correction.

The public website does not currently use advertising cookies or behavioural analytics cookies. It stores only a language preference in local browser storage. The protected workspace may use essential authentication or security cookies and tokens; disabling them can prevent sign-in.

Google Maps is not loaded automatically on the Contact page. If you choose “Load interactive map,” your browser connects to Google and Google may receive technical information or use its own cookies under its policies. Because the site does not automatically load non-essential advertising or analytics cookies, it does not display a misleading site-wide “accept all” banner.

We retain personal information only for as long as reasonably needed for the identified purposes and applicable legal, regulatory, insurance, tax, accounting, audit, and professional requirements. Retention periods vary by record type. When information is no longer required, we delete, anonymize, or securely dispose of it, subject to lawful holds and backup cycles.

We use access controls, authentication, encryption where appropriate, audit information, restricted service credentials, and other administrative and technical measures proportionate to the sensitivity of the information. No internet service can guarantee absolute security. Please use the designated secure workspace rather than ordinary email or the public FAQ assistant for sensitive documents.

You may request access to personal information we hold about you, ask us to correct inaccurate information, or raise a concern about our handling of it. We may need to verify your identity and may be required or permitted by law to limit access in some circumstances. If we cannot resolve a concern, you may contact the Office of the Privacy Commissioner of Canada.

The service is intended for business and professional use and is not directed to children. Do not submit a child’s personal information unless it is necessary for an authorized accounting or tax engagement and you are legally permitted to provide it.

We may update this notice when our practices or legal obligations change. The effective date above identifies the current version. Material changes will be communicated where appropriate.

For privacy questions, access or correction requests, or complaints, contact Terry Kwan & Andy Lee CPA Professional Corporation at 50 Minthorn Blvd, Suite 488, Thornhill, Ontario L3T 7X8; terrykwan@ciica.com; or andyleeca@rogers.com.