Privacy Policy

1. Who is responsible for your information

9362-3833 Québec inc., 71 chemin des Patriotes Est, Saint-Jean-sur-Richelieu, Québec, J2X 5P8, Canada, is responsible for the personal information under its control.

Our Privacy Officer is the person in charge of the protection of personal information and can be reached at privacy@bookkeepercanada.app.

2. Information we collect

Account information: name, email address, preferred language, and authentication identifiers.

Business and accounting records you enter or upload: business details, chart of accounts, transactions, journal entries, bank and credit-card lines, sales-tax registration numbers, vendors, and the documents (invoices, receipts, statements) you upload.

Technical information: log data, browser or device information, and the timestamp and user agent recorded when you accept our Terms and this policy.

We do not knowingly collect information from children, and we do not sell personal information.

3. Why we use it

To provide the service: storing your books, reading uploaded documents, suggesting categories and tax treatment, producing reports, and reconciling bank activity.

To secure and support the service: authentication, fraud prevention, diagnostics, and responding to your requests.

To meet legal obligations, including record-retention requirements applicable to accounting and tax records.

We do not use your accounting records for advertising.

4. Consent

We collect and use your personal information with your consent, given when you create an account and continue to use the service. You may withdraw consent at any time by closing your account, subject to the retention obligations described below.

5. Automated processing and AI

The service uses automated processing, including language models, to read documents, suggest an account category, and estimate sales tax. These are suggestions only. No accounting entry is recorded without a person reviewing and approving it, and you can override every suggestion.

Where automated processing is used to render a decision based exclusively on automated means, you may request information about the reasoning and submit observations to a member of our team.

6. Service providers and location of information

We use infrastructure and AI providers to host the application, store documents, and process text. Some of these providers may process information outside Québec or outside Canada, which means that information may be subject to the laws of another jurisdiction.

We assess the protection afforded to personal information before entrusting it to a provider and bind providers by contract to protect it and use it only for our instructions.

7. Retention

Accounting records, source documents and supporting data are retained for at least six years after the end of the tax year to which they relate, as generally required by Canadian tax law. Account and technical information is retained for as long as your account is active and for a reasonable period afterwards.

When information no longer needs to be retained, it is destroyed or anonymized.

8. Your rights

You may request access to the personal information we hold about you, request that it be corrected, request its deletion, or withdraw consent. You may also request that the information you provided be communicated in a structured, commonly used technological format.

Submit a request from Settings → Privacy inside the application, or by writing to privacy@bookkeepercanada.app. Requests are reviewed by a person; a deletion request may be refused or delayed in whole or in part where we are legally required to keep records.

We respond within 30 days. If you are unsatisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada or, in Québec, to the Commission d’accès à l’information.

9. Security and privacy incidents

Information is protected by encryption in transit, access controls, row-level isolation so that one business can never read another business’s records, and an internal audit log of changes.

We maintain an internal register of confidentiality incidents. If an incident presents a risk of serious injury, we notify affected individuals and the relevant regulator as required by law.

10. Cookies and local storage

We store a session token and your language preference in your browser. These are required for the service to work; we do not use advertising or third-party tracking cookies.

11. Changes to this policy

We may update this policy. The version and date appear at the top of this page, and material changes are communicated in the application before they take effect.

12. Contact

Privacy Officer — privacy@bookkeepercanada.app — 9362-3833 Québec inc., 71 chemin des Patriotes Est, Saint-Jean-sur-Richelieu, Québec, J2X 5P8, Canada.