1. Introduction

Vineet Nair CPA Professional Corporation (“we”, “our”, “the Firm”) is committed to protecting the privacy, confidentiality, and security of all personal information entrusted to us.
This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when providing professional accounting, tax, and advisory services.

We comply with:

• PIPEDA (Personal Information Protection and Electronic Documents Act)

• Ontario privacy and consumer‑protection laws

• CPA Ontario Rules of Professional Conduct (Confidentiality)

• U.S. privacy compatibility (e.g., GDPR/CCPA‑aligned rights where applicable)

Using our website, client portals, or services means you agree to this Policy.

 

2. About Us

Legal Name: Vineet Nair CPA Professional Corporation
Address: 27 McDuff Street, Caledonia, Ontario N3W 2M2, Canada
Email: info@cpanair.ca

We provide accounting, tax preparation, bookkeeping, advisory, and related professional services.

 

3. What We Collect

 

3.1 Information Collected Through Our Website

We collect information through forms and integrated tools, including:

• Contact Form – name, email, phone, message

• Newsletter Signup – name and email

• Appointment Booking – contact details, requested services

• Client Portal Login – username/email (portal handles authentication)

• Payment Processing – credit card details processed through secure third‑party gateways (we do not store card numbers)

We also automatically collect standard website data:

• IP address

• Device/browser information

• Pages visited, clicks, session data

• Cookies and analytics (see Section 7)

 

3.2 Information Collected Through Secure Client Portals

We collect and process sensitive financial and identity information, including:

• Social Insurance Number (SIN)

• Date of birth

• Tax returns and slips

• Notices of assessment

• Employment and income documents

• Corporate financial statements

• Banking information

• Identification documents

• Payment information (via secure processor)

• Any documents provided for tax, accounting, or advisory services

This data is not collected directly on the website, but through secure portals such as:

• Karbon

• Ignition

• OneDrive secure file links

• QuickBooks Online

• Double (formerly Keeper)

• Dext/Hubdoc

• Microsoft 365 systems

 

3.3 Information Collected Outside the Website

Clients may provide information via:

• Email (rarely, but possible)

• Client portal upload (preferred)

• In‑person meetings

• Secure file transfer using Microsoft OneDrive links

 

4. Why We Collect Personal Information

We collect personal information to:

• Provide accounting, tax, advisory, and bookkeeping services

• Verify identity and meet regulatory requirements

• Process payments and manage billing

• Communicate regarding services, deadlines, and updates

• Maintain secure client records

• Improve website performance and user experience

• Comply with legal obligations (CRA, IRS, financial regulators)

We do not sell or rent your information to third parties.

 

5. Third‑Party Services We Use

To deliver our services securely and efficiently, we use the following platforms:

Accounting & Workflow Platforms

• QuickBooks Online

• Dext/Hubdoc

• Double (formerly Keeper)

• Karbon + Karbon Signatures

• Ignition

Cloud Storage & Email

• Microsoft 365

• OneDrive (Canada/U.S. data centres via Windows Cloud PCs)

Website Platform

• Wix (hosting, forms, cookies, security scanning)

Analytics

• Google Analytics

• Wix Analytics Tools

Payment Processing

• Ignition Payments / Stripe (depending on configuration)

Each third‑party service complies with PIPEDA‑equivalent or international privacy standards.

 

6. Cross‑Border Data Considerations

Some of our team members or contractors are based outside Canada (e.g., Asia) but work within secure Windows Cloud PC environments hosted in Canadian or U.S. data centres.

This means:

• Client data never resides on foreign personal devices.

• All access is controlled, audited, and permission‑based.

• Access is limited strictly for professional services delivery.

We maintain confidentiality standards consistent with CPA Ontario requirements.

 

7. Cookies, Tracking, and Analytics

Our Wix website uses multiple tracking tools to improve performance and security.

We use:

• Wix cookies (essential, functional, analytics, security)

• Google Analytics (user behaviour, traffic insights)

• Possible marketing pixels (if later enabled)

You can manage cookie preferences through your browser or our cookie banner.

A separate Cookie Policy is included below.

 

8. How We Protect Your Information

We use administrative, technical, and physical safeguards, including:

• Encrypted cloud storage (OneDrive, Microsoft 365)

• Multi‑factor authentication (MFA) for all systems

• Encrypted client portals (Karbon, Ignition)

• Role‑based access controls

• Secure Windows Cloud PCs for remote preparers

• Monitoring and auditing access logs

• Minimizing local storage (only temporary downloads)

• Locked physical file storage for any paper records

We follow CPA Ontario confidentiality guidelines and industry best practices.

 

9. How We Share Personal Information

We may share information only when necessary:

• With the CRA, IRS, or other authorities when legally required

• With trusted third‑party service providers listed above

• With payment processors for billing

• With legal counsel or regulators if required

• With subcontractors working within our secure environment

We do NOT share information for marketing or unrelated purposes.

 

10. Data Retention

We retain records in accordance with:

• CPA Ontario requirements

• CRA requirements (minimum 6–7 years)

• Professional standards for tax and financial documents

• Client engagement agreements

When no longer required, data is securely deleted or destroyed.

 

11. Your Rights

You have the right to:

• Access your personal information

• Request corrections or updates

• Withdraw consent (subject to legal limitations)

• Request deletion where applicable

• Obtain information on our data practices

To make a request, email: info@cpanair.ca

We respond within statutory timelines (usually 30 days).

 

12. For U.S. or International Clients

Non‑Canadian clients may have additional rights under:

• GDPR (EU) – access, correction, erasure, restriction

• CCPA (California) – access, deletion, opt‑out of data sale (we do not sell data)

We honour reasonable privacy requests from international clients.

 

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect new regulations or service changes.
The latest revision date is always shown at the top.

 

14. Contact Us

For any questions about this Privacy Policy or how we handle personal data:

Vineet Nair CPA Professional Corporation
27 McDuff Street, Caledonia, Ontario N3W 2M2, Canada
Email: info@cpanair.ca