Privacy Policy

Effective January 1, 2026

1. Overview

Jo's Tax & Payroll Co. ("we," "us," or "our") is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, visit our website, or interact with our Client Portal.

We operate in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Ontario.

2. Information We Collect

We collect information that is necessary to provide you with tax, payroll, and financial services. This may include:

• Personal identification: Full name, date of birth, Social Insurance Number (SIN), address, phone number, email address
• Financial information: Income details, T4/T5 slips, RRSP contribution records, business revenue and expenses, bank account details (only where required for payroll remittances)
• Business information: Business name, CRA business number, payroll accounts, GST/HST registrations
• Employment information: Employee records, pay rates, deductions, and benefits information
• Documents you upload: Any files submitted through our Client Portal (PDFs, spreadsheets, images, etc.)
• Website usage data: IP address, browser type, pages visited (collected automatically through standard web server logs)

We collect this information directly from you, from documents you provide, or (with your written consent) from third parties such as employers, financial institutions, or the Canada Revenue Agency.

3. How We Use Your Information

We use your personal information only for the purposes for which it was collected, including:

• Preparing and filing personal and business tax returns with the CRA
• Processing payroll, calculating source deductions, and submitting remittances
• Completing bookkeeping, invoicing, and financial reporting
• Communicating with you about your file, deadlines, and required documents
• Complying with legal and regulatory obligations under the Income Tax Act, Employment Standards Act, and other applicable legislation
• Sending you important notices about changes to tax laws or your account
• Improving our services and website

We will not use your personal information for any purpose not listed above without your prior consent, except where required by law.

4. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

• Canada Revenue Agency (CRA): We file returns, remittances, and correspondence on your behalf as authorized by you
• Provincial agencies: WSIB, Ontario Ministry of Finance, and other regulators as required by your service agreement
• Service providers: Trusted software platforms (e.g., accounting software) used solely to deliver your services, under confidentiality agreements
• Legal obligation: Where required by law, court order, or a lawful request from a government authority
• With your consent: Any other sharing will only happen with your explicit written permission

5. Data Storage & Security

Your documents and personal information are stored on our secure, locally hosted server. We implement the following safeguards:

• Password-protected administrative access with restricted permissions
• Encrypted file storage and secure document transmission
• Regular backups to prevent data loss
• Physical security measures for any paper documents
• Staff are bound by confidentiality obligations

While we take all reasonable precautions, no method of data transmission or storage is 100% secure. In the unlikely event of a data breach, we will notify affected individuals as required by PIPEDA.

6. Retention of Data

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, and to comply with legal record-keeping obligations. Under Canadian tax law, we are required to retain certain financial records for a minimum of seven (7) years.

After the applicable retention period, personal information is securely destroyed or anonymized.

7. Your Rights Under PIPEDA

As a Canadian resident, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Ask us to correct inaccurate or incomplete information
• Withdrawal of consent: Withdraw your consent to the collection or use of your information (subject to legal or contractual restrictions)
• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca

To exercise any of these rights, please contact us using the information in Section 11 below.

8. Cookies & Website Data

Our website may use basic browser cookies or local storage to improve your experience (for example, remembering form state). We do not use tracking cookies, advertising cookies, or third-party analytics platforms. We do not sell any website usage data.

9. Children's Privacy

Our services are intended for adults and business clients. We do not knowingly collect personal information from children under the age of 16 without parental consent. If you believe we have inadvertently collected such information, please contact us immediately and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated policy will be posted on this page with a revised "Last Updated" date. For significant changes, we will notify existing clients by email.

Your continued use of our services after any changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact our Privacy Officer: