Alexander Bookkeeping Company
Information Protection Policy
Alexander Bookkeeping Company, we are committed to providing our clients with exceptional
service. As providing this service involves the collection, use, and disclosure
of some personal information about our clients, protections their personal
information is one of our highest priorities.
we have always respected our clients’ privacy and safeguarded their personal
information, we have strengthened our commitment to protecting personal
information because of Ontario’s Personal
Information Protection and Electronic Documents Act (PIPEDA). PIPEDA is
federal legislation passed in 2001 and fully implemented on January 1, 2004. The
purpose of the Act is "to establish, in an era in which technology
increasingly facilitates the circulation and exchange of information, rules to
govern the collection, use and disclosure of personal information in a manner
that recognizes the right of privacy of individuals with respect to their
personal information and the need of organizations to collect, use or disclose
personal information for purposes that a reasonable person would consider
appropriate in the circumstances."
accordance with PIPEDA, Alexander Bookkeeping Company ensures:
The clear consent of an individual
before we collect, use or disclose personal information about that individual
We use the information only for the
purposes for which we have consent
We protect the information from
unauthorized access and use
We will always keep the information up
to date and correctly filed so that decisions are based on correct information
We destroy information when it is no
longer needed for the original purpose and
implement accountability mechanisms in our
organization to ensure compliance with the above.
Scope of this policy
The Personal Information Protection and Electronic
Documents Act (PIPEDA) applied to Alexander
What is Personal Information?
information refers to information about an identifiable person including
- home address
- phone number
- social insurance number
- marital status
- credit history
- medical information
- employment information.
information does not include the name, title, business address or telephone
number of an employee of an organization.
1 - Collecting Personal Information
Unless the purpose for collection
personal information are obvious and the client voluntarily provides their
personal information for those purposes, we will communicate the purposes for
which personal information is being collected, either orally or in writing,
before or at the time of the collection.
We will only collect client information
that is necessary to fulfill the following purposes
- To verify identity;
- To understand the bookkeeping needs of our clients;
- To open and manage an account;
- To deliver requested products and services;
- To ensure a high standard of service to our
- To meet regulatory requirements;
- To collect and process rent, bill, or invoice
- To complete yearly taxes of our clients.
2 – Consent
We will obtain client consent to collect, use, ore disclose personal information
(except where, as noted below, we are authorized to do so without consent)
Consent can be provided orally, in writing, or electronically and it will be
implied where the purpose for collecting, using, or disclosing the personal
information would be considered obvious and client voluntarily provides personal
information for that purpose.
Subject to certain exceptions (e.g., the personal information is necessary to
provide the service or product, or the withdrawal of consent would frustrate
the performance of a legal obligation), clients can withhold or withdrawal
their consent for Alexander Bookkeeping Company to use their personal
information in certain ways. A client’s decision to withhold or withdraw their
consent to certain uses of personal information may restrict tour ability to
provide a service or product. If so, we will explain the situation to assist
the client in making the decision.
We may collect, use, or disclose personal information without the client’s
knowledge or consent in the following limited circumstances:
- When the collection, use, or disclosure
of personal information is permitted or required by law;
- In am emergency that threatens an individual’s
life, health, or personal security;
- When the personal information is
available from a public source (e.g., a telephone directory);
- When we require legal advice from a
- For the purposes of collecting a debt;
- To protect ourselves from fraud;
- To investigate an anticipated breach of
an agreement or a contravention of law.
3 – Using and Disclosing Personal Information
We will only use or disclose client personal information where necessary to
fulfill the purposes identified at the time of collection or for a purpose
reasonably related to those purposes such as:
- To conduct client services to the best
of Alexander Bookkeeping Company’s ability;
- To contact our clients directly about
products and services that may be of benefit
We will not use or disclose client personal information for any additional
purpose s unless we consent to do so.
We will not sell client lists or personal information to other parties unless
we have obtained consent to do so.
4 – Retaining Personal Information
If we use client personal information to make a decision that directly affects
the client, we will retain that personal information for at least one year so
that the client has a reasonable opportunity to request access to it.
Subject to policy 4.1, we will retain client personal information only as long
as necessary to fulfill the identified purposes or a legal or business purpose.
5 – Ensuring Accuracy of Personal Information
We will make reasonable efforts to ensure that client personal information is
accurate and compete where it may be used to make a decision about the client
or disclosed to another organization.
Clients may request correction to their personal information in order to ensure
its accuracy and completeness. A request to correct personal information must
be made in writing and provide sufficient detail to identify the personal information
and the correction being sought.
If the personal information is demonstrated to be inaccurate or incomplete, we
will correct the information as required and send the corrected information to
any organization to which we disclosed the personal information in the previous
year. If the correction is not made, we will note the clients’ correction
request in the file.
6- Securing Personal Information
We are committed to ensuring the security of client personal information in
order to protect it from unauthorized access, collection, use, disclosure,
copying, modification or disposal, or similar risks.
The following security measures will be followed to ensure that client personal
information is appropriately protected:
- The use of locked filling cabinets;
- Physically securing offices where
personal information is held;
- The use of user IDs, passwords,
encryption, and firewalls;
- Restricting employee access to personal
information as appropriate (i.e., only those that need to know will have access;
contractually requiring any service providers to provide comparable security
We will use appropriate security measures when destroying client’s personal
information such as shredding documents, and properly deleting electronically
We will continually review and update our security policies and controls as
technology changes to ensure ongoing personal information security.
7 – Providing Clients Access to Personal Information
Clients have a right to access their personal information, subject to limited
A request to access personal information must be made in writing and provide
sufficient detail to identify the personal information being sought.
Upon request, we will also tell clients how we use their personal information
and to whom it has been disclosed if applicable.
will make the requested information available within 30 business days or provide
written notice of an extension where additional time id required to fulfill the
A minimal fee may be charges for providing access to personal information.
Where a fee may apply, we will inform the client of the cost and request further
direction form the client on whether we should proceed with the request.
If a request is refused in full or in part, we will notify a client in writing,
providing the reasons for refusal and the recourse available to the client.
8 – Questions and Complaints: The Role of the Privacy Officer or DesignatedIndividual
Marion Alexander is responsible for ensure Alexander Bookkeeping Company’s
compliance with this policy and the Personal
Information Protection and Electronic Documents Act.
Clients should direct any complaints, concerns, or questions regarding
Alexander Bookkeeping Company’s compliance in writing to the Privacy Officer.
If the Privacy Officer is unable to resolve the concern, the client may also
write to the Information and Privacy Commissioner of Ontario.
information for Alexander Bookkeeping Company:
Sheldon Drive, Unit 12