Privacy Policy

Effective Date: October 1, 2026

North Bay Tax & Accounting Services is committed to protecting the privacy and confidentiality of the personal information entrusted to us. As an accounting and tax services provider, we recognize that the information our clients provide may be highly sensitive.

This Privacy Policy explains how we collect, use, protect, retain and disclose personal information, including information submitted through the Secure Document Upload feature on our website.

1. Information We Collect

When you use our Secure Document Upload form, we may collect:

• Your name;
• Email address;
• Telephone number;
• Confirmation of whether you have finished submitting your tax documents;
• Comments or other information you voluntarily provide; and
• Documents and files that you upload.

Documents submitted to us may contain sensitive personal and financial information, including Social Insurance Numbers (SINs), dates of birth, income and employment information, tax slips and returns, banking information, investment information, business and corporate records, government correspondence and other information required to provide accounting, bookkeeping, tax or related professional services.

We ask that you submit only information reasonably required for the services we are providing to you.

2. Why We Collect Your Information

We collect and use personal information for purposes reasonably connected with providing our professional services, including:

• Identifying and communicating with clients;
• Preparing and filing tax returns and related government forms;
• Providing accounting, bookkeeping, payroll and other financial services;
• Reviewing documents and information supplied by clients;
• Responding to client questions and requests;
• Maintaining client files and records;
• Meeting legal, regulatory, professional and record-keeping requirements; and
• Other purposes communicated to you at or before the time your information is collected.

We will not use personal information for an unrelated purpose without obtaining consent where consent is required, unless the use is otherwise permitted or required by law.

3. Secure Document Uploads

Our Secure Document Upload feature is provided as a means for clients to transmit documents and information to our office electronically.

Because tax and financial documents may contain highly sensitive personal information, clients are encouraged to use the Secure Document Upload feature rather than ordinary, unencrypted email when submitting sensitive documents electronically.

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the personal information under our control. However, no electronic transmission or storage system can be guaranteed to be completely secure.

4. Who Has Access to Your Information

Access to personal information and documents submitted to our office is restricted to authorized personnel who require the information to perform their duties and provide services to you.

This may include owners’/accountants/tax preparers/bookkeepers/authorized administrative staff.

Our personnel are expected to maintain the confidentiality of client information and to access personal information only where necessary for legitimate business and professional purposes.

5. Service Providers and Disclosure of Information

We do not sell or rent client personal information.

Personal information may be disclosed where reasonably necessary to provide our services, where you have authorized the disclosure, or where disclosure is permitted or required by law.

Depending on the services provided to you, information may be disclosed to or processed by:

• The Canada Revenue Agency and other government authorities where authorized or required;
• Software, technology, cloud-storage, secure document-transfer or other service providers used in operating our practice;
• Professional advisers or service providers where reasonably necessary; and
• Other persons or organizations where you have directed or authorized us to provide the information.

Where third-party service providers process personal information on our behalf, we take reasonable steps appropriate to the circumstances to require that the information be handled and protected appropriately.

6. Protection of Personal Information

We maintain safeguards appropriate to the sensitivity of the personal information in our custody or control.

These safeguards may include:

• Restricted access to client files;
• Password-protected systems and user accounts;
• Secure document-transfer systems;
• Appropriate technical security measures;
• Physical security for records and office facilities;
• Confidentiality requirements for personnel; and
• Procedures for the secure disposal or deletion of personal information.

Access to sensitive client information is provided on a need-to-know basis.

7. Retention and Deletion

Personal information is retained only for as long as reasonably necessary to provide our services and to meet applicable legal, tax, regulatory, professional and business record-keeping requirements.

Documents uploaded through the Secure Document Upload system are transferred to the client's secure file stored on our on-premises privet server and removed from the upload system after a 10-year retention period.

Client records are generally retained for 10 years following completion of the engagement/end of the relevant tax year/etc., unless a longer retention period is required or appropriate.

When personal information is no longer required, we take reasonable steps to securely destroy, erase or anonymize it, subject to applicable legal and professional requirements.

8. Consent

By voluntarily providing personal information to us, including through our Secure Document Upload form, you consent to the collection, use and disclosure of that information for the purposes described in this Privacy Policy and for other purposes that are explained to you at the time of collection.

You may withdraw consent to certain uses of your personal information, subject to legal, contractual and professional restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain services.

9. Accessing or Correcting Your Information

You may contact us to request access to personal information that we hold about you or to request that inaccurate or incomplete personal information be corrected.

We may need to verify your identity before responding to an access or correction request. Certain legal exceptions may also apply to access requests.

10. Privacy Questions and Complaints

North Bay Tax & Accounting Services has designated a Privacy Contact responsible for questions and concerns regarding our personal information practices.

Privacy Contact:
Danielle Simon-Newton - Owner
North Bay Tax & Accounting Services

Formally Known and Operated under Account On Fullerton
810 Cassells St. North Bay, ON P1B 4A6
taxes@nbts.ca
705-472-0080

Questions, concerns, complaints, access requests or correction requests relating to personal information may be directed to our Privacy Contact.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our practices, technology, services or applicable requirements. The current version will be made available on our website with its effective or last-updated date.

Secure Document Upload – Privacy Notice

Please read before submitting your documents.

The files you submit may contain sensitive personal and financial information, including Social Insurance Numbers, income information, banking information and tax records.

Information submitted through this form will be used by North Bay Tax & Accounting Services for the purpose of providing tax, accounting, bookkeeping and related professional services to you. Access is restricted to authorized personnel who require the information to perform their duties.

Your information will be handled in accordance with our Privacy Policy and applicable privacy requirements.

By submitting this form and uploading your documents, you acknowledge that you have read our Privacy Policy and consent to the collection, use and handling of the information you provide for the purposes described above.