Privacy Policy

Last updated: September 6, 2026

The short version

T-Ledgers collects the information reasonably required to provide accounting, tax, bookkeeping, payroll, advisory and related professional services and to operate our practice.
We operate a modern cloud-based practice and use third-party technology and professional service providers to support our services and business operations.
Some providers may store or process information outside Canada.
We do not sell personal information.
We may use meeting transcription, automation and AI-assisted tools as part of our workflows, with appropriate safeguards and professional oversight.
Where calls or meetings are recorded or transcribed, we provide notice, typically in the meeting invitation and when the meeting begins, in accordance with applicable law.
You may contact our Privacy Officer about access, corrections or privacy concerns.

1. Who we are and what this Policy covers

T-Ledgers Accounting Inc. (“T-Ledgers”, “we”, “us”, “our”) is an Ontario accounting firm.

We take seriously the confidentiality of the personal, tax, financial and business information entrusted to us.

T-Ledgers is committed to complying with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial private-sector privacy legislation where relevant.

We also maintain confidentiality and information-handling practices having regard to the professional requirements applicable to our accounting practice.

This Privacy Policy explains how we collect, use, disclose, store, process and protect information in connection with:

our Website;
prospective-client interactions;
professional services;
communications;
marketing;
client relationships; and
systems used to operate our firm.

This Policy may apply to:

clients and former clients;
prospective clients and leads;
owners, shareholders, directors and officers of business clients;
employees and contractors of clients;
individuals whose information a client supplies to us;
Website visitors;
suppliers;
contractors; and
other business contacts.

The engagement letter, proposal or other agreement you enter into with us for professional services (the “Engagement Agreement”) may contain additional or more specific provisions regarding information supplied for those services.

2. Information we collect

The information we collect depends on your relationship with T-Ledgers and the services involved.

Identity and contact information

This may include:

name;
mailing address;
email address;
telephone number;
date of birth;
marital status;
residency information;
citizenship information; and

government-issued identification where reasonably required.

Tax and government information

This may include:

Social Insurance Numbers;
business numbers;
CRA account information;
tax slips;
notices of assessment or reassessment;
prior tax returns;
GST/HST information;
payroll information;
benefits information;
government correspondence; and
other information required for tax or regulatory matters.

We collect, use and disclose Social Insurance Numbers only where required or authorized by law and reasonably necessary for tax, payroll, government reporting or another professional service for which a Social Insurance Number is legitimately required.

We do not use Social Insurance Numbers as general-purpose identifiers.

Financial and accounting information

This may include:

bank statements;
credit card statements;
general ledgers;
invoices;
receipts;
accounting records;
financial statements;
payroll records;
investments;
assets;
liabilities;
financing information; and
ownership information.

Business information

This may include:

corporate records;
articles and certificates;
shareholder information;
employee information;
contractor information;
customer and supplier information;
contracts;
pricing;
operational information; and
other business records relevant to our services.

Communications

We may collect information contained in:

emails;
telephone calls;
SMS/text messages;
Website forms;
client portal communications;
social-media communications;
booking systems;
video meetings; and
other interactions.

Where calls or meetings are recorded or transcribed, we provide notice, typically in the meeting invitation and when the meeting begins, in accordance with applicable law.

Recordings, transcripts or summaries may be used for:

accuracy;
documentation;
quality;
client service;
meeting records; and
workflow purposes.

Website and device information

Our Website and service providers may collect information including:

IP address;
browser type;
device type;
operating system;
referring website;
pages viewed;
forms submitted;
links clicked;
approximate location;
advertising identifiers; and
cookies or similar technology.

3. How we collect information

Most information is collected directly from you when you:

contact us;
submit a form;
respond to an advertisement;
download a resource;
book a consultation;
accept a proposal;
enter into an engagement;
upload documents;
authorize access to accounting or payroll systems;
provide government correspondence;
communicate with our team; or
otherwise provide information to us.

Where authorized or permitted by law, information may also come from:

the Canada Revenue Agency;
other government agencies;
financial institutions;
employers;
accounting systems;
bookkeeping systems;
payroll systems;
previous accountants;
authorized representatives;
public registries;
companies in which you have an interest; and
other sources reasonably connected with our professional services.

4. Information about other people

Clients may provide T-Ledgers with personal information concerning:

employees;
shareholders;
family members;
customers;
suppliers;
contractors; and
other individuals.

When you provide another person’s information, you represent that you have the authority, consent or other lawful basis necessary to provide that information for the relevant purpose.

T-Ledgers is entitled to rely on that representation unless circumstances reasonably indicate otherwise.

Payroll information

Where T-Ledgers provides payroll services, we may process employee information including:

Social Insurance Numbers;
banking information;
compensation;
deductions;
benefits; and
other payroll information

on the employer-client’s instructions and for the purpose of providing payroll-related services.

The employer remains responsible for its own privacy, employment and payroll obligations.

5. How we use information

T-Ledgers may use information to:

decide whether to accept an engagement;
perform conflict checks;
verify identity;
onboard clients;
provide accounting services;
provide bookkeeping services;
prepare tax returns;
provide payroll services;
provide advisory services;
prepare financial statements;
communicate with the CRA and other authorities;
prepare and maintain working papers;
manage client documents;
request information;
administer proposals and engagement letters;
issue invoices;
process payments;
collect amounts owing;
facilitate third-party financing where requested;
schedule appointments;
send reminders;
communicate deadlines;
respond to inquiries;
maintain client relationships;
supervise staff and review work;
improve services and workflows;
maintain security;
prevent fraud;
satisfy professional obligations;
satisfy regulatory or legal obligations;
establish, exercise or defend legal rights;
administer insurance matters;
analyze Website usage;
measure advertising;
improve marketing; and
send educational or promotional communications where permitted by law.

We may also collect, use or disclose information without additional consent where applicable law permits or requires us to do so.

6. Consent

Consent may be express or implied depending on:

the circumstances;
the sensitivity of the information;
the reasonable expectations of the individual; and
applicable law.

When you:

engage T-Ledgers;
provide information requested for professional services;
authorize access to a third-party account or platform; or
instruct us to act on your behalf,

you consent to collection, use, processing and disclosure reasonably necessary to provide those services and carry out those instructions.

Where separate consent is required by law, we will seek it.

You may withdraw consent by contacting us, subject to:

applicable law;
contractual obligations;
professional requirements;
record-retention obligations; and
our legitimate need to preserve professional records.

Withdrawal may prevent T-Ledgers from continuing to provide some or all services.

Withdrawal does not invalidate activity that occurred before consent was withdrawn.

7. Technology and service providers

T-Ledgers operates a modern cloud-based professional practice.

We may use third-party technology and service providers to support the delivery of professional services and the operation of our practice.

Depending on the engagement and our systems in use from time to time, these providers may support functions including:

customer relationship management;
Website forms and lead management;
appointment scheduling;
email;
SMS and telephone communications;
document collection and exchange;
client portals;
accounting;
bookkeeping;
receipt and document processing;
tax preparation;
payroll;
practice management;
workflow management;
proposals;
electronic signatures;
payment processing;
financing arrangements;
meeting recording and transcription;
automation and system integrations;
artificial intelligence and technology-assisted processing;
time tracking;
cybersecurity;
analytics;
advertising;
cloud storage;
Website hosting; and
other professional, administrative or technology functions reasonably necessary to operate our practice or provide our services.

Providers we currently use or may use include:

GoHighLevel / LeadConnector — customer relationship management, Website forms, lead management, scheduling and communications;
Ignition — proposals, engagement letters, electronic signatures and payment administration;
DoubleHQ — practice management, workflow and client-service administration;
QuickBooks Online, Xero and Dext — accounting, bookkeeping and document processing;
Wagepoint and other payroll systems — payroll processing and related services;
Microsoft 365 / Outlook and Google services — email, communications, productivity, document handling and related business functions;
Fireflies.ai — meeting recording, transcription, summaries and meeting documentation;
Zapier — system integrations and workflow automation;
Hubstaff — time tracking and productivity management;
Stripe, financial institutions and payment providers — payment processing and related financial administration;
Google and Meta — Website analytics, advertising, audience measurement and marketing;
Cloudflare, Website hosting providers and related infrastructure providers — Website hosting, delivery, performance and security; and
professional tax, accounting, payroll, financial and practice-management technology providers used in connection with our services.

Where clients use or request financing, information may also be provided to an independent financing or payment-plan provider with appropriate authorization.

This list is illustrative rather than exhaustive.

Information is provided to service providers only to the extent reasonably necessary for them to support T-Ledgers or provide the relevant service.

Our service providers may use their own affiliates, infrastructure providers and subprocessors in providing their services.

T-Ledgers may add, replace or discontinue technology and service providers as our:

professional services;
technology;
security requirements;
regulatory requirements; and
business operations

evolve.

A change in a particular provider does not necessarily change the purpose for which personal information is collected, used or processed.

T-Ledgers remains responsible for handling personal information under its control in accordance with applicable privacy obligations notwithstanding the use of third-party service providers.

Where appropriate, we use contractual, organizational, administrative and technical measures intended to protect information processed by service providers.

8. AI-assisted, automated and transcription technology

T-Ledgers may use technology that incorporates:

artificial intelligence;
machine learning;
automation;
optical or automated data extraction;
transcription;
classification;
reconciliation assistance;
drafting assistance;
summarization; and
other technology-assisted processing.

These tools may assist with activities such as:

document processing;
transaction analysis;
reconciliation;
meeting documentation;
information extraction;
workflow management;
research support;
preparation of draft communications; and
other administrative or professional support functions.

Use of these tools does not transfer responsibility for professional judgment to a technology provider.

Where professional judgment is required, responsibility for professional conclusions remains with T-Ledgers personnel.

Material professional conclusions are subject to appropriate review having regard to the nature of the engagement.

Where reasonably available and appropriate, T-Ledgers uses technical settings, contractual protections or other controls intended to restrict provider use of client information for:

model training unrelated to providing services to T-Ledgers;
independent advertising purposes; or
other unrelated purposes,

having regard to the sensitivity of the information, available provider functionality and our professional obligations.

T-Ledgers does not represent that any AI-assisted, automated or technology-based system is error-free.

9. Where information may be processed

Some technology providers, service providers, affiliates and subprocessors may store or process information:

outside Ontario;
outside Canada; or
in multiple jurisdictions.

This may include processing in the United States and other countries.

Information processed in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to:

courts;
governmental authorities;
regulators; or
law-enforcement agencies

in accordance with applicable law.

T-Ledgers uses safeguards appropriate to the nature and sensitivity of the information and the circumstances.

Where applicable privacy law imposes additional requirements concerning cross-border processing or transfers, T-Ledgers will take the steps required by that law.

10. When we disclose information

T-Ledgers does not sell personal information.

We may disclose information where reasonably necessary to:

provide professional services;
follow your instructions;
communicate with the CRA or another government authority;
communicate with financial institutions where authorized, reasonably necessary to carry out your instructions or otherwise permitted by law;
communicate with your legal counsel or other professional advisers where authorized or otherwise permitted;
use technology and service providers supporting our professional practice;
process payments;
facilitate financing where requested;
collect amounts owing;
obtain legal advice;
communicate with professional liability insurers;
meet professional obligations;
comply with regulatory requirements;
investigate suspected fraud or security incidents;
comply with a court order or lawful governmental requirement;
establish, exercise or defend legal rights;
protect T-Ledgers, our personnel, clients or others; or
complete a corporate financing, restructuring, merger, acquisition or sale of all or part of the business, subject to appropriate safeguards.

11. CRA and government authorities

Where you have authorized T-Ledgers to communicate with the Canada Revenue Agency or another government authority, we may exchange information with that authority to the extent reasonably required for the engagement.

Once information has been lawfully submitted to an independent government authority, that authority’s own legislation, security procedures, retention practices and information-handling requirements apply.

T-Ledgers is not responsible for the independent information-management practices of government authorities.

12. Marketing, email and SMS

T-Ledgers sends operational and service-related communications such as:

appointment confirmations;
information requests;
engagement communications;
tax reminders;
deadline reminders;
invoices;
payment notices; and
other messages related to an inquiry or existing relationship.

Where we have consent or another lawful basis under Canada’s Anti-Spam Legislation, we may also send:

newsletters;
educational material;
promotional messages;
service information;
offers; and
other commercial electronic messages.

Applicable promotional communications will contain an unsubscribe mechanism.

Where supported, SMS recipients may unsubscribe using the instructions provided, including by replying STOP.

Unsubscribing from promotional communications does not prevent T-Ledgers from communicating where reasonably required to administer:

an inquiry;
professional engagement;
payment;
tax deadline;
contractual obligation; or
other existing business relationship.

13. Cookies, analytics and advertising

Our Website may use:

cookies;
pixels;
tracking tags;
analytics tools; and
similar technology.

These technologies may be used to:

operate Website functionality;
maintain security;
remember settings;
understand Website usage;
measure marketing performance;
understand how visitors reached the Website;
improve advertisements;
measure advertising campaigns; and
understand interactions with our Website, forms and advertising.

Providers may include Google, Meta, GoHighLevel and other analytics, advertising and customer relationship management technology providers.

Google

Where Google Analytics or other Google measurement or advertising technologies are enabled, Google may collect and process information about how visitors interact with our Website through cookies, device identifiers and similar technologies.

This information may be used to provide Website analytics, audience measurement, advertising measurement and related services.

Additional information about how Google processes information collected through partner websites and applications is available through Google’s privacy information for partner sites and apps.

GoHighLevel

GoHighLevel or related technology may support:

Website forms;
lead tracking;
appointment scheduling;
customer relationship management;
communications; and

related analytics.

Managing tracking technologies

You may be able to manage certain cookies and tracking technologies through:

browser settings;
device settings;
Website consent tools, where available;
Google advertising and privacy controls;
Meta advertising and privacy controls;
other advertising-platform preference controls; and
applicable industry opt-out services such as YourAdChoices.

Disabling certain technologies may affect Website functionality.

14. How we protect information

T-Ledgers maintains administrative, organizational, physical and technical safeguards designed to reduce the risk of:

unauthorized access;
unauthorized disclosure;
misuse;
loss;
alteration; and
destruction.

Depending on the system, sensitivity of the information and circumstances, safeguards may include:

access restrictions;
multi-factor authentication;
password controls;
encryption;
secure cloud services;
backups;
confidentiality requirements;
staff and contractor controls;
cybersecurity tools; and
professional policies and procedures.

No security system, Internet transmission or cloud environment can guarantee absolute security.

T-Ledgers therefore cannot guarantee that a privacy or cybersecurity incident will never occur.

Your responsibility

You are responsible for protecting:

passwords;
portal credentials;
email accounts;
devices; and
authentication methods

used to communicate with T-Ledgers.

Please promptly notify us if:

your email account is compromised;
your client portal credentials may have been exposed;
an unauthorized person may have accessed information;
you receive suspicious communications claiming to be from T-Ledgers; or
your contact information changes.

Where a secure portal is available, highly sensitive documents should generally be exchanged through that portal rather than unsecured communication channels.

15. Electronic communications

Email, SMS, portals and other electronic communication methods involve inherent risks.

Unless you tell us otherwise and we agree to another method, communicating with T-Ledgers electronically authorizes us to communicate with you using the electronic channels and contact information you have provided, where appropriate.

This does not create marketing consent where separate marketing consent is required by law.

T-Ledgers is not responsible for interception, delay, corruption, misdelivery or unauthorized access caused by circumstances outside our reasonable control.

16. Retention

T-Ledgers retains information for periods reasonably appropriate to:

complete engagements;
maintain professional working papers;
comply with applicable tax and accounting requirements;
meet professional standards;
comply with regulatory requirements;
satisfy insurance requirements;
establish, exercise or defend legal claims;
collect amounts owing;
resolve disputes;
support security;
maintain legitimate business records; and
satisfy applicable limitation periods.

Client tax and accounting records may be subject to statutory retention requirements, including CRA requirements that generally require relevant records to be retained for at least six years in applicable circumstances.

T-Ledgers’ professional working papers, engagement records and supporting documentation may be retained for longer periods where appropriate or required by:

law;
professional standards;
regulatory obligations;
limitation periods;
insurance requirements; or
legitimate professional purposes.

Marketing, analytics and Website information may be retained for different periods based on the purpose for which it was collected.

Information may therefore remain in T-Ledgers’ possession after an engagement ends.

When information is no longer reasonably required, it may be:

deleted;
securely destroyed; or
anonymized,

subject to legal requirements, professional obligations, backup systems and legitimate retention requirements.

A request for deletion does not require T-Ledgers to destroy information that it is entitled or required to retain.

17. Accuracy

T-Ledgers relies on clients and authorized information sources to provide accurate and complete information.

You should promptly notify us if information becomes:

inaccurate;
incomplete;
misleading; or
outdated.

T-Ledgers is not responsible for adverse consequences caused by materially inaccurate, incomplete or untimely information provided to us.

18. Access and correction

Subject to applicable law and permitted exceptions, you may request access to personal information T-Ledgers holds about you and request correction of inaccurate information.

We may require reasonable verification of identity before responding.

Where PIPEDA applies, we will respond within the applicable statutory period, generally 30 days, subject to any extension permitted by law.

Where another privacy law applies, we will respond within the timeframe required by that law.

Access may be restricted where permitted or required by law, including where disclosure could reveal:

another individual’s personal information;
privileged information;
confidential commercial information;
information relating to an investigation;
information subject to professional restrictions; or
information that T-Ledgers is otherwise prohibited from disclosing.

Where required by law, we will explain the basis for refusing or restricting access.

19. Privacy and security incidents

T-Ledgers maintains procedures designed to identify, assess, document and respond to suspected privacy and security incidents.

Where required by applicable privacy law, T-Ledgers will notify:

affected individuals; and/or
the applicable privacy regulator or regulators

within the timeframe required by that law.

T-Ledgers maintains records of privacy breaches and security incidents as required by applicable law.

20. Testimonials, reviews and client logos

Where T-Ledgers displays identifiable:

testimonials;
client reviews;
client names; or
client logos,

we will obtain appropriate authorization or otherwise ensure the use is permitted.

Where consent was the basis for use, a client may contact T-Ledgers regarding withdrawal of that consent, subject to applicable law and circumstances.

21. Third-party websites

Our Website and communications may contain links to third-party websites or services.

T-Ledgers does not control those third parties and is not responsible for their:

privacy practices;
security;
availability;
content; or
business practices.

Your use of a third-party website may be governed by that provider’s own terms and privacy policy.

22. Children

Our Website is not directed toward children and T-Ledgers does not knowingly use its Website to collect personal information directly from children for marketing purposes.

We may process information relating to minors where legitimately required for:

personal tax returns;
family tax matters;
benefits;
payroll;
trusts;
corporate matters; or
other professional services

provided to a parent, guardian, family or business client.

23. Changes to this Policy

T-Ledgers may update this Privacy Policy to reflect changes in:

applicable law;
professional requirements;
technology;
service providers;
services;
security practices; or
business operations.

The current version will be posted on our Website with an updated revision date.

Because T-Ledgers may add, replace or discontinue technology and service providers in the ordinary course of business, a change in a particular provider will not necessarily require an amendment to this Policy where the nature, purpose and handling of personal information remain materially the same.

We may nevertheless update the provider examples in this Policy from time to time to improve transparency.

Changes affecting an existing professional engagement remain subject to applicable law and the Engagement Agreement.

24. Privacy Officer and complaints

T-Ledgers has designated responsibility for privacy compliance to its Privacy Officer.

Questions, concerns, access requests, correction requests and privacy complaints may be directed to:

Privacy Officer
T-Ledgers Accounting Inc.
Unit 102 – 89 Skyway Avenue
Etobicoke, Ontario M9W 6R4
Canada

Email: info@tledgers.ca
Telephone: (866) 254-5368

Where practical, please use the subject line “Privacy Request.”

T-Ledgers may request information reasonably necessary to verify your identity before acting on an access or correction request.

If you are not satisfied with our response and PIPEDA applies, you may contact the Office of the Privacy Commissioner of Canada, including through its website or by telephone at 1-800-282-1376.

Where provincial privacy legislation applies, you may instead or additionally have the right to contact the applicable provincial privacy regulator.

Disclaimer: The articles, calculators and other content on this website are general information only, not tax, accounting, legal or financial advice. Calculator results are estimates based on the rates and assumptions shown and may not match your situation. Tax rules change and depend on your province, business structure and the facts of your case, so speak with a CPA, and a lawyer where legal matters are involved, before acting. T-Ledgers accepts no liability for decisions made based on this information. Book a free consult with T-Ledgers.