Privacy Policy

Caribou Counts ("we," "our," or "us") is committed to handling your personal information with care and transparency. This Privacy Policy describes how we collect, use, store, and protect personal information in connection with our accounting and tax services. We operate in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA).

If you have questions about how your information is handled, please contact us at [email protected] before using our services.

1. Who We Are

Caribou Counts is a small business accounting and tax services firm located at 1175 Robson Street, Vancouver, BC V6E 1B5. We serve small businesses and incorporated entities primarily in Vancouver and the broader Lower Mainland. For the purposes of this Policy, Caribou Counts acts as the data controller for personal information collected through our website and professional engagements.

2. Information We Collect

We collect personal information that is necessary to deliver our services and communicate with clients and prospective clients. This may include:

• Contact details such as your name, email address, and phone number
• Business information including your company name, business number, and registered address
• Financial records, tax documents, and transaction data shared with us as part of a service engagement
• Communications you send to us via email, phone, or our contact form
• Technical data collected automatically through our website, such as browser type, IP address, and pages visited

We collect only the information that is reasonably necessary for the purpose it is intended for and with your knowledge and consent where required by law.

3. How We Collect Your Information

• Directly from you: When you contact us through our website form, by phone, or by email; when you engage us for accounting or tax services; or when you provide documents as part of an ongoing engagement.
• Through our website: Analytics tools and cookies may collect technical data about your visit. Please refer to our Cookie Policy for details.
• From third parties: In limited circumstances, we may receive information from financial institutions, the Canada Revenue Agency, or software platforms used in the course of providing your services, where you have authorized such sharing.

4. Legal Basis for Processing

We process personal information on the following grounds:

• Contract performance: Processing is necessary to deliver the accounting or tax service you have engaged us to provide.
• Consent: For marketing communications and certain cookie usage, we rely on your informed consent.
• Legitimate interest: For website analytics, security, and fraud prevention, we process certain technical data where our legitimate interests do not override your rights.
• Legal obligation: In some cases, we are required by law to collect or retain certain information.

5. How We Use Your Information

• To provide and manage the accounting, bookkeeping, or tax services you have requested
• To communicate with you about your engagement, including sending documents, summaries, and updates
• To prepare and file tax returns, financial statements, and other regulatory submissions on your behalf
• To respond to enquiries submitted through our contact form or by phone
• To improve our website and understand how visitors use it
• To send service-related communications where you have consented to receive them
• To comply with applicable laws and regulatory obligations

6. Data Retention

We retain personal information for as long as is necessary to fulfil the purpose for which it was collected, or as required by applicable law. In general:

• Client engagement records and financial documents are retained for a minimum of seven years following the end of the engagement, consistent with CRA record-keeping requirements.
• Communications and enquiry data from non-clients are retained for up to two years unless an engagement follows.
• Website analytics data is retained in aggregated or anonymized form following standard platform retention periods.

Once the retention period has passed, we securely delete or anonymize the information.

7. Data Sharing

We do not sell personal information to third parties under any circumstances. We may share your information in the following limited situations:

• Canada Revenue Agency and provincial authorities: When filing returns and submitting documents on your behalf, as authorized by you.
• Cloud software providers: We use cloud-based accounting and practice management tools (such as QuickBooks Online) to maintain client records. These providers are bound by their own data protection commitments.
• Professional advisors: In limited circumstances, we may consult with legal counsel or other regulated professionals, subject to confidentiality obligations.
• Legal requirements: If required by a court order, regulatory body, or applicable law.

8. Data Protection Measures

We take reasonable and appropriate steps to protect personal information from unauthorized access, loss, or misuse. These measures include:

• Use of encrypted cloud platforms for storing client financial data
• Restricted access to client records on a need-to-know basis within our practice
• Secure, password-protected document sharing when transmitting sensitive files
• Regular review of software and platform security settings

In the event of a data breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA breach notification requirements.

9. Cookies

Our website uses cookies to improve functionality and understand how visitors interact with our pages. Essential cookies are required for basic site operation and cannot be disabled. Other cookie categories — including analytics and preference cookies — are optional and can be managed through our Cookie Policy page.

10. Your Rights

Under PIPEDA and BC PIPA, you have the right to:

• Request access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Withdraw consent for processing where consent is the basis (subject to legal or contractual limitations)
• Request deletion of your information where it is no longer required for the purpose it was collected
• Lodge a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca, or with the Information and Privacy Commissioner for British Columbia at www.oipc.bc.ca

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days of receiving your request.

11. Third-Party Links

Our website may contain links to third-party websites such as the Canada Revenue Agency, CPA British Columbia, or other professional resources. We are not responsible for the privacy practices of those sites and encourage you to review their policies separately.

12. Children's Privacy

Our services are intended for business owners and adults aged 18 and over. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently received such information, please contact us and we will take steps to remove it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When material changes are made, we will update the "Last Updated" date at the top of this page. Continued use of our website or services following an update constitutes acceptance of the revised Policy.

14. Contact Information

For questions, concerns, or requests related to this Privacy Policy or the handling of your personal information, please contact:

• Email: [email protected]
• Phone: +1 (604) 482-7156
• Address: 1175 Robson Street, Vancouver, BC V6E 1B5
• Office Hours: Monday – Friday, 9:00 AM – 5:30 PM PST