1. Introduction
This Privacy Policy explains how Scan Universal Solutions Inc. ("Scan Universal Solutions", "we", "us", or "our") collects, uses, discloses, and safeguards information when you visit our website, use our bookkeeping and accounting services, or otherwise interact with us. By using our services, you consent to the practices described in this policy.
2. Information we collect
We may collect the following types of information:
- Contact information — Name, email address, phone number, business name, and mailing address that you provide when filling out our contact form, requesting a consultation, or engaging our services.
- Business and financial information — Information necessary to deliver bookkeeping, accounting, payroll, and tax services, including financial records, bank statements, invoices, payroll details, and tax documentation.
- Communications — Records of correspondence, including emails, phone calls, and messages sent via WhatsApp or other channels.
- Website usage data — Information automatically collected when you visit our website, such as IP address, browser type, pages visited, time spent on pages, and referring URLs.
3. How we use your information
We use the information we collect to:
- Deliver the bookkeeping, accounting, tax, and advisory services you engage us to provide.
- Respond to your inquiries, schedule consultations, and provide quotes.
- Communicate with you about your account, our services, and updates relevant to your business.
- Comply with our legal, regulatory, and professional obligations, including those under Canadian tax law and the Personal Information Protection and Electronic Documents Act (PIPEDA).
- Improve our website, services, and client experience.
4. How we protect your information
We implement reasonable administrative, technical, and physical safeguards to protect your information against loss, theft, unauthorized access, disclosure, or alteration. This includes:
- Secure cloud-based accounting platforms (such as Xero and QuickBooks Online) with enterprise-grade encryption.
- Restricted access to client information on a need-to-know basis for our team members.
- Regular security training and confidentiality agreements with all staff.
- Secure document storage and disposal practices.
5. Sharing your information
We do not sell, rent, or trade your personal or business information. We may share your information only in the following circumstances:
- Service providers — Trusted third parties (e.g., cloud accounting software providers, secure document storage) who assist us in delivering our services, bound by confidentiality.
- Legal and regulatory authorities — Where required by law, such as in response to a valid subpoena, court order, or CRA request.
- With your consent — Where you have explicitly authorized us to share your information (e.g., communicating with your bank or external accountant on your behalf).
6. Your rights
Under Canadian privacy law, you have the right to:
- Access the personal information we hold about you.
- Request corrections to inaccurate or incomplete information.
- Withdraw consent for the collection, use, or disclosure of your information (subject to legal and contractual obligations).
- File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy has been violated.
7. Data retention
We retain client records and financial information for the period required by Canadian tax law and our professional obligations — typically a minimum of six years from the end of the relevant tax year. After this period, records are securely destroyed.
8. Cookies and analytics
Our website uses cookies and similar technologies to remember your preferences and analyze traffic. You can control cookie settings through your browser. We may use analytics tools (such as Google Analytics) to understand how visitors use our site; these tools collect aggregated, non-personally-identifying data.
9. Third-party links
Our website may contain links to third-party websites, including social media platforms, software vendors, and partner sites. We are not responsible for the privacy practices of those sites. Please review their privacy policies before providing any information.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised "last updated" date.
11. Contact us
If you have questions about this Privacy Policy, want to access or correct your information, or wish to file a privacy concern, please contact us:
Scan Universal Solutions Inc.
210 Springstead Ave, Hamilton, Ontario, Canada
Tel: 905 330 3378
Email: info@scan-universalsolutions.ca