Professional bookkeeping, payroll, and compliance support for growing small businesses that need reliable financial systems in Chatham-Kent, Ontario
Privacy Policy
Last updated January 28, 2026
BookSmart by Sarah (“we,” “our,” or “us”) is committed to protecting the privacy, confidentiality, and security of the personal information we collect while providing bookkeeping and T1 Personal Income Tax preparation services. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy requirements.
1. Scope of This Policy
This Privacy Policy applies to all personal information collected through:
• Our website
• Email, phone, and electronic communications
• Client onboarding and service delivery
• Bookkeeping services
• T1 Personal Income Tax preparation services
• Any other interactions with BookSmart by Sarah
Personal information refers to any information about an identifiable individual, including financial, tax, and personal data required to provide our services.
2. What Personal Information We Collect
We may collect the following types of personal information:
Identity & Contact Information
• Name, address, date of birth
• Social Insurance Number (SIN) — only when required for T1 tax preparation
• Email address, phone number
Financial & Tax Information
• Income slips (T4, T5, T3, T4A, etc.)
• RRSP contribution receipts
• Medical, childcare, tuition, and donation receipts
• Business or self‑employment income and expenses
• Bank statements, invoices, payroll records
• Prior year tax returns
• Any documents required to complete bookkeeping or T1 tax filings
Website & Technical Information
• IP address, browser type, cookies, and analytics data
We collect only what is necessary to provide our services and meet legal obligations.
3. How We Collect Personal Information
We collect information through:
• Direct communication (email, phone, forms, document uploads)
• Documents you provide for bookkeeping or tax preparation
• CRA-authorized access when you grant permission
• Website interactions (cookies, analytics tools)
• Third‑party software used for bookkeeping or tax filing, with your consent
4. How We Use Personal Information
We use personal information to:
• Provide bookkeeping services
• Prepare and file T1 Personal Income Tax returns
• Communicate with clients
• Maintain accurate financial and tax records
• Comply with CRA requirements and legal obligations
• Improve our website and service offerings
We do not use personal information for purposes other than those disclosed unless we obtain your consent or are required by law.
5. Consent
By engaging our services or using our website, you consent to the collection, use, and disclosure of your personal information as described in this Policy. You may withdraw consent at any time, subject to legal or contractual restrictions (for example, CRA record‑keeping requirements).
6. Disclosure of Personal Information
We do not sell or trade personal information.
We may disclose information only:
• To service providers assisting in bookkeeping or tax preparation (e.g., cloud accounting platforms, tax software)
• To the Canada Revenue Agency (CRA) when filing your tax return or when legally required
• When required by law, regulation, or court order
• With your explicit consent
All third‑party providers are expected to maintain privacy protections consistent with PIPEDA.
7. Data Security
We take reasonable administrative, technical, and physical measures to protect personal information from:
• Loss
• Theft
• Unauthorized access
• Disclosure
• Alteration
This includes secure storage, password‑protected systems, and restricted access to sensitive tax and financial data.
8. Data Retention
We retain personal information only as long as necessary to:
• Provide bookkeeping and tax services
• Meet CRA and legal record‑keeping requirements
• Resolve disputes
After retention periods expire, information is securely destroyed or anonymized.
9. Third‑Party Links
Our website may contain links to third‑party sites. We are not responsible for their privacy practices and encourage you to review their policies before providing personal information.
10. Your Rights
Under PIPEDA, you have the right to:
• Access your personal information
• Request corrections
• Withdraw consent
• Ask how your information has been used or disclosed
To exercise these rights, contact us using the details below.
Contact Information
Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in legal requirements or business practices. The updated version will always be posted on our website.