Privacy Policy

Exactitude Bookkeeping Inc. is responsible for personal information under its control. Our Privacy Officer is accountable for how we handle it.

Contact the Privacy Officer at info@eb-inc.ca or by mail at Exactitude Bookkeeping Inc., Attn: Privacy Officer, 1-80 Lasby Lane, Woolwich, ON N0B 1M0.

We collect information directly from you, and only what each feature needs:

• Consultation bookings: your name, email, phone (optional), business name (optional), notes (optional) and the date and time you choose.
• Business Profile: business details; names, emails and phone numbers of contacts; and how your business keeps its books, payroll and tax filings. We ask you never to enter SINs, card numbers or passwords, and the form blocks numbers that look like a SIN or card number.
• Quotes and enquiries: what you enter in the quote calculator (services, business size, payroll and filing needs) and your email if you ask us to send the quote; and the name, email, phone, business and message you send through the contact form.
• AI-assisted tools: the description of your business you type into the service matcher or consultation checklist. We keep checklist descriptions so we can follow up.
• Client portal: your email address for one-time sign-in links, and the name, business and phone you give on the client sign-up page. Clients can see their sessions, meeting notes and invoices we upload.
• Meetings: recaps of our meetings from our meeting-notes tool, including summaries and action items.
• Website usage: anonymous visit counts (including a count of visits to the quote page that stores no personal information) and basic page-view analytics from our hosting provider.

When you submit a form we may also note the time it was submitted.

• To respond to your enquiries and send what you asked for.
• To run your consultation and discovery.
• To prepare quotes and proposals.
• To deliver services if you engage us.
• To meet our legal and professional obligations.
• To keep the site and your information secure.
• To improve the site.

You give consent when you book a consultation, submit a form, or tick the consent box on the Business Profile. We only use your information for the purposes we describe here.

You can withdraw consent at any time by emailing our Privacy Officer at info@eb-inc.ca. Some limits apply, for example records we must keep by law. If you withdraw consent, we may not be able to provide some services.

Some features send text to an AI service to produce a draft or suggestion:

• Service matcher (home page): sends the description you type to suggest which of our services may fit.
• Consultation checklist (contact page): sends the description you type to suggest what to prepare for your consultation.
• Enquiry prioritisation: after a booking, quote request or contact enquiry is saved, its details (such as name, email, business, services and message) are sent to help us decide whom to call first. This is for our internal use only.

A person reviews these outputs. We never use AI to make an automated decision about whether you are eligible for our services. The Business Profile is not sent to an AI service.

Please don't enter SINs, bank or card numbers, passwords or other sensitive identifiers in any free-text box.

We use these service providers to run our business:

We do not sell personal information and do not use it for third-party advertising.

We share a client's information with their accountant or other advisers only with the client's permission, or where the law requires or permits it.

Some of our service providers store or process information outside Canada, including in the United States. Where we engage subcontractors to help deliver services, including subcontractors located outside Canada, we will tell you in our engagement terms, bind them to written confidentiality and data-protection commitments, and limit their access to what the work requires. Information handled in another country is subject to that country's laws and may be accessible to its courts, law enforcement and national security authorities.

• Bookings, forms, the Business Profile and other records can only be read by our team through owner-only access controls.
• Clients can see only their own portal records, after signing in with a one-time link sent to their email.
• Invoices and proposals are kept in private storage and shared through short-lived links.
• Business Profile links use a long random code; we store only a scrambled (hashed) version of it.
• Information is encrypted in transit between your browser and our site.

No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify affected individuals and the Privacy Commissioner of Canada as PIPEDA requires.

We keep prospect information only as long as we need it for the purposes above, and we delete or anonymise it when you ask.

We keep client records for the period the law requires (generally six years for tax and accounting records) and then securely dispose of them.

You can ask to see the personal information we hold about you, correct it, withdraw consent, or have it deleted where the law permits. Email info@eb-inc.ca. We respond within 30 days.

If you have a concern, please contact our Privacy Officer first. If we can't resolve it, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

• Sign-in: when you sign in to the client portal, your browser's local storage keeps your session so you stay signed in.
• Business Profile: your browser's local storage remembers which step you were on, so you can pick up where you left off. Your answers are saved on our system, not in your browser.
• Analytics: we count page visits through our hosting provider and keep an anonymous count of quote-page visits. We do not use advertising cookies or tracking pixels.
• Maps: the embedded Google map on our Local page is provided by Google, which may set its own cookies.

We send transactional messages tied to a booking, form, quote or engagement, such as confirmations, reminders to finish your Business Profile, sign-in links and documents. We will not send you marketing messages without your consent, as Canada's Anti-Spam Legislation (CASL) requires, and every non-transactional message will include a way to unsubscribe.

The version and date at the top show when this policy last changed. We will note material changes on this page. See also our Website, Consultation and Intake Terms.