Fluent Books ("we," "us," or "our") is committed to protecting the privacy and security of your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA).
1. Information we collect
We collect information that you provide directly to us and information that is generated through your use of our services:
- Contact information: Name, email address, phone number, mailing address, and business name.
- Financial information: Bank account transaction data (read-only access through accounting software bank feeds), invoices, receipts, payroll data, and tax documents.
- Business information: Business structure, incorporation details, CRA business number, and industry type.
- Website usage data: IP address, browser type, pages visited, and referring URLs collected through standard web analytics.
2. How we use your information
We use the information we collect to:
- Provide bookkeeping, payroll, tax preparation, and advisory services as described in your service agreement.
- Communicate with you about your account, deliverables, and service updates.
- File tax returns and other regulatory documents with the Canada Revenue Agency (CRA) on your behalf.
- Process payroll and remit source deductions to CRA and provincial authorities.
- Improve our services and develop new features.
- Comply with legal obligations and professional standards.
3. How we share your information
We do not sell your personal or financial information. We may share your information only in the following circumstances:
- Service providers: With cloud accounting platforms (e.g., QuickBooks Online, Dext, Wagepoint) necessary to deliver our services.
- Government authorities: With CRA or provincial tax authorities when filing returns or remittances on your behalf, as authorised by you.
- Your accountant or advisors: With third-party professionals you designate.
- Legal requirements: When required by law, regulation, or legal process.
4. Data security
We implement industry-standard security measures to protect your information:
- 256-bit AES encryption for data in transit and at rest.
- Two-factor authentication (2FA) on all platforms and accounts.
- Read-only bank feed access — we cannot move funds from your accounts.
- SOC 2-compliant cloud accounting platforms.
- Data stored in Canadian data centres.
- Regular security audits and staff training.
5. Data retention
We retain your financial records for the duration of our service relationship plus seven (7) years, as required by CRA regulations and professional standards. Upon termination of services, we will provide you with copies of all your financial records and securely delete our copies after the retention period, unless otherwise required by law.
6. Your rights
Under PIPEDA and PIPA, you have the right to:
- Access the personal information we hold about you.
- Request correction of inaccurate information.
- Withdraw consent for the collection and use of your information (subject to legal and contractual obligations).
- Request deletion of your personal information after the mandatory retention period.
- File a complaint with the Office of the Privacy Commissioner of Canada.
7. Cookies and website analytics
Our website uses cookies and similar technologies to improve your browsing experience and analyse website traffic. You can control cookie preferences through your browser settings. We use Google Analytics to understand how visitors use our website. This data is anonymised and does not include personally identifiable financial information.
8. Changes to this policy
We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.
9. Contact us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:
Fluent Books
British Columbia, Canada
Email: hello@fluentbook.ca