Last Updated: November 18, 2025
We're committed to protecting your privacy while helping you navigate the financial side of your tech startup. Here's the straight talk on how we handle your data.
Hey there! Welcome to Aetherwynox Accounting & Advisory. Look, we get it - privacy policies can be a real slog to read through, but this stuff actually matters, especially when we're dealing with your financial info.
We've been working with tech startups across Canada since our doors opened, and we've learned that transparency isn't just a buzzword - it's the foundation of trust. This policy explains how we collect, use, protect, and share your information when you work with us or visit our website.
By using our services or browsing our site, you're agreeing to the terms outlined here. If something doesn't sit right with you, let's talk about it before we move forward. We're accountants, not lawyers, so we've tried to keep this as plain-spoken as possible.
Let's be real - as your accounting partner, we're gonna need quite a bit of information to do our job properly. Here's what we typically collect:
We only collect what we actually need. If something seems excessive or irrelevant to your engagement with us, you've got every right to ask why we need it.
We don't collect your information just to hoard it - here's what we actually do with it:
Obviously, we use your financial data to provide the services you hired us for - bookkeeping, tax prep, financial reporting, payroll processing, and all that good stuff. Can't really do our job without it.
We're required by law to maintain certain records and file specific documents with the CRA and other government agencies. Your data helps us keep you compliant with Canadian tax laws, GST/HST regulations, and corporate reporting requirements.
When we're in CFO advisory mode, we analyze your financial patterns to give you strategic recommendations. This might include cash flow forecasting, growth planning, or identifying tax optimization opportunities.
We'll use your contact info to send you appointment reminders, deadline notifications, tax season updates, and occasionally share relevant insights about changes in tax law or accounting standards that might affect your startup.
We analyze aggregated, anonymized data to improve our processes and develop better solutions for tech startups. Your specific information never gets shared in this context - we're looking at trends, not individual clients.
Alright, so when DO we share your information? Here's the complete rundown:
We file tax returns and regulatory documents with the CRA, provincial tax authorities, and sometimes Service Canada. That's literally part of the job. We also respond to lawful requests from these agencies when they come knocking.
Sometimes we work with other professionals on your behalf - lawyers for corporate matters, financial advisors for investment questions, or insurance brokers for business coverage. We only share what's necessary and only with your approval.
We use secure, Canadian-based cloud platforms for bookkeeping and document storage. These providers have access to your data but are bound by strict confidentiality agreements and security protocols.
If we ever merge with another firm or sell our practice (not planning on it, but gotta be thorough here), your information would transfer to the new entity. We'd notify you well in advance and ensure they maintain the same privacy standards.
If we're legally required to disclose information - court orders, regulatory investigations, or suspected fraud situations - we'll comply with those requirements. We'll let you know when legally permitted to do so.
In all cases, we share the minimum amount of information necessary and require recipients to protect your privacy with the same level of care we do.
Security isn't just an IT problem - it's a business priority. Here's how we protect your sensitive financial information:
Our Toronto office has controlled access, security cameras, and locked filing cabinets for any physical documents. Most of our work is digital these days, but when we do handle paper, we shred it properly when it's no longer needed.
Our team undergoes regular privacy and security training. We've got strict policies about device usage, password management, and handling sensitive information. Everyone signs confidentiality agreements before they start.
Despite our best efforts, no system is 100% foolproof. If there's ever a data breach affecting your information, we'll notify you within 72 hours and tell you exactly what happened, what data was affected, and what steps we're taking to fix it.
We're big believers in cloud technology - it's more secure than traditional systems when done right, and it gives you 24/7 access to your financial data. Here's how we handle cloud storage:
We primarily use Canadian-hosted platforms including:
Your financial data stays in Canada. We've specifically chosen service providers with Canadian data centers to comply with privacy laws and give you peace of mind. Some service metadata might be processed in the US (like when you use Google Workspace features), but your core financial information doesn't cross borders.
When your accounting software integrates with your business bank account or other platforms, you're usually authorizing those connections directly through secure OAuth protocols. We help set them up, but you maintain control through your own credentials.
Our client portal uses session timeouts, IP monitoring, and activity logs. You can revoke access anytime by changing your password. We'll never log in as you - we work within our own administrative access levels.
Cloud doesn't mean less secure - when properly configured, it's actually more secure than keeping everything on a local computer that might get lost or stolen.
It's your data. You've got rights, and we respect them. Here's what you can do:
You can request a copy of all the personal information we have about you. We'll provide it within 30 days, usually in a portable format like PDF or CSV. There's no charge for reasonable requests.
If something's wrong in your records, tell us and we'll fix it. This is actually super important for tax purposes, so don't hesitate to flag errors.
For things that aren't legally required, you can withdraw consent for how we use your information. Just know that this might limit what services we can provide - can't really do your bookkeeping without access to your transactions, for example.
Here's where it gets tricky. Under Canadian law, we're required to retain certain financial records for specific periods - usually 6-7 years for tax purposes. We can delete information that's not subject to these requirements, but we can't nuke everything until the retention period expires.
You can ask us to limit how we use your data while we're resolving a dispute or verifying accuracy. We'll still store it but won't actively process it for other purposes.
Moving to a different accounting firm? We'll provide your data in a format that's easy to transfer. No hard feelings - we want to make transitions smooth.
If you think we've mishandled your information, you can file a complaint with the Office of the Privacy Commissioner of Canada. We'd prefer you talk to us first so we can make it right, but you've got that option.
Let's talk about cookies - and not the delicious kind. Our website uses some tracking technologies to function properly and improve your experience.
These are necessary for the site to work. They handle things like keeping you logged into the client portal, remembering your language preferences, and maintaining security tokens. You can't really opt out of these without breaking functionality.
We use analytics to understand how people use our website - which pages are popular, where visitors come from, how long they stick around. This helps us improve the site. These are anonymized and aggregated - we're not tracking individuals.
These remember your choices like dark mode settings or which sections you've expanded. Makes repeat visits more convenient.
We don't use advertising cookies, don't track you across other websites, and don't sell cookie data to third parties. We're not in the ad business - we're in the accounting business.
You can control cookies through your browser settings. Most browsers let you block or delete cookies, though this might affect site functionality. Here's how to manage them in common browsers:
We don't keep your data forever - but we do need to hold onto certain things for legal and professional reasons. Here's our retention schedule:
The CRA requires us to maintain supporting documentation for at least 6 years from the end of the tax year they relate to. For corporate records like articles of incorporation or minute books, we keep these for the life of the corporation plus 6 years after dissolution.
We maintain your financial records for 7 years. This aligns with both CRA requirements and the limitation period for most legal claims in Ontario.
Employment records stick around for 6 years after the employee leaves or the records were created, whichever is longer. That's what Employment Standards requires.
Email correspondence and consultation notes are kept for 7 years from the date of the last service we provided. This protects both of us in case questions come up later about advice given or decisions made.
If you've only interacted with our website or signed up for our newsletter without becoming a client, we keep that data for 3 years unless you unsubscribe sooner.
Once the retention period expires and you're no longer an active client, we securely delete or destroy your information. Digital files are wiped using secure deletion protocols, and physical documents are shredded.
These timelines can seem long, but they're dictated by legal requirements and professional standards for accountants. It's not us being pack rats - it's us following the rules.
We work with several third-party providers to deliver our services effectively. Here's who they are and what they do with your data:
We use platforms like QuickBooks Online and similar tools. When you're our client, we set up your account in these systems. These providers have their own privacy policies, though we vet them carefully and choose Canadian-hosted options when available.
If you pay us via credit card or electronic transfer, we use secure Canadian payment processors. They handle the transaction but don't receive your full financial information beyond what's needed to process the payment.
We use email, video conferencing, and messaging platforms to stay in touch. These services may have access to communication metadata (like when we talked) but not necessarily the content itself, which is often encrypted.
Our technology partners help maintain our systems, perform backups, and monitor for security threats. They're bound by strict confidentiality agreements and only access data when necessary for system maintenance.
Our insurance carrier may review files in the event of a claim. This is standard practice across the accounting profession and helps ensure you're protected if something goes wrong.
Our website might link to resources, partner sites, or tools we think are useful for tech startups. Once you click through to another site, you're subject to their privacy policy, not ours. We try to only link to reputable sources, but do your own due diligence.
As professional accountants in Canada, we're not just following privacy best practices - we're legally obligated to meet specific standards:
We adhere to the Personal Information Protection and Electronic Documents Act, which governs how private sector organizations collect, use, and disclose personal information in Canada. This policy is designed to meet those requirements.
As members of CPA Ontario, we follow the Rules of Professional Conduct, which include strict confidentiality requirements. We literally can't disclose your information without authorization (except in very specific legal circumstances).
We're required to verify client identities and report suspicious transactions under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act. This means we need to collect certain identification documents and might need to file reports with FINTRAC in unusual circumstances.
Canada has tax information exchange agreements with other countries. If you've got international tax obligations, information might be shared with foreign tax authorities under treaties and agreements - but this happens at the CRA level, not directly from us.
We follow the CPA Canada guidelines for records retention and destruction. When it's time to dispose of records, we do it securely and maintain certificates of destruction for our internal records.
CPA Ontario conducts practice inspections periodically. Inspectors might review client files to ensure we're maintaining professional standards. They're bound by the same confidentiality rules we are.
Privacy laws and technology evolve, so this policy might need updates from time to time. Here's how we handle changes:
For small clarifications or technical updates that don't materially affect your rights, we'll update the "Last Updated" date at the top and post the revised policy on our website. You're always welcome to check back.
If we're making significant changes to how we collect, use, or share your information, we'll notify you directly via email at least 30 days before the changes take effect. This gives you time to review and ask questions.
If you don't like a material change, you can object before it takes effect. Depending on the situation, we might be able to accommodate your concerns, or we might need to discuss whether we can continue the engagement under the new terms.
We maintain previous versions of this policy for reference. If you want to see what changed between versions, just ask and we'll walk you through it.
Got questions, concerns, or just want to chat about how we handle your data? We're here for it.
Aetherwynox Accounting & Advisory
2750 Yonge Street, Suite 420
Toronto, ON M4N 3M5
Canada
To help us respond quickly and accurately, please include:
We aim to acknowledge privacy-related requests within 2 business days and provide a full response within 30 days. If we need more time to investigate or compile information, we'll let you know and give you a revised timeline.
If you're not satisfied with our response or want to learn more about your privacy rights in Canada, you can contact:
Office of the Privacy Commissioner of Canada
30 Victoria Street, Gatineau, QC K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca
Privacy can be complicated. If anything in this policy is unclear or you'd like to discuss how we protect your specific information, we're just a phone call away.
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