Information We Collect
We collect personal information only where it is reasonably required to provide tax, accounting, administrative, and client portal services. Depending on how you interact with us, this may include:
- Identity and contact information: name, email address, telephone number, date of birth, mailing address, and identity-verification details.
- Tax and financial information: tax slips, income and expense records, government identifiers, dependent information, business records, banking details, and supporting documents you choose to provide.
- Account and security information: encrypted credentials, verification status, multi-factor authentication settings, session information, and security events.
- Service information: questionnaire responses, appointments, messages, document uploads, referrals, and records relating to services requested or delivered.
- Technical information: IP address, browser and device information, access times, referring pages, diagnostic logs, and information needed to operate and secure the website.
We may also receive information from authorized representatives, government agencies, financial institutions, or service providers where you have consented or where permitted by law.
How We Use Information
We use personal information for identified and reasonable purposes, including to:
- create and administer client accounts;
- provide requested tax, accounting, bookkeeping, payroll, advisory, and related services;
- prepare filings, respond to inquiries, and communicate with clients and authorized parties;
- schedule appointments, process documents, manage referrals, and provide service updates;
- authenticate users, prevent fraud, investigate security incidents, and protect our systems;
- maintain business, professional, tax, and legal records;
- improve the accessibility, performance, reliability, and usability of our services; and
- comply with legal, regulatory, professional, insurance, and risk-management obligations.
Where consent is the appropriate legal basis, you may withdraw consent subject to reasonable notice and any legal or contractual restrictions.
Third-Party Services
We may use carefully selected service providers for website hosting, cloud storage, database services, email delivery, communications, cybersecurity, file processing, and technical support. These providers receive only the information reasonably needed to perform services for us and are expected to protect it through contractual, organizational, and technical safeguards.
Some providers may process information outside Ontario or Canada. Information processed in another jurisdiction may be subject to that jurisdiction’s laws and lawful access requirements. We remain accountable for personal information transferred to service providers under our control.
We may also disclose information where required by law, to government or regulatory authorities, to protect legal rights or safety, or in connection with a proposed business transaction subject to appropriate safeguards.
Data Security
We use safeguards appropriate to the sensitivity of the information, including access controls, encryption where appropriate, authentication protections, activity monitoring, secure transmission, backups, staff confidentiality requirements, and documented incident-response practices.
No online service or storage system can be guaranteed to be completely secure. You are responsible for protecting your password, authentication codes, and devices, and for notifying us promptly if you suspect unauthorized access to your account.
Your Privacy Rights
Subject to applicable law and permitted exceptions, you may request access to personal information we hold about you, ask how it has been used or disclosed, and request correction of inaccurate or incomplete information.
You may also ask questions, withdraw consent where consent applies, or challenge our compliance with this policy. We may need to verify your identity before responding. If a concern is not resolved, you may contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.
Data Retention
We retain personal information only for as long as reasonably necessary for the identified purposes, to provide services, resolve disputes, maintain professional and business records, and satisfy tax, accounting, regulatory, insurance, security, and legal requirements.
Retention periods vary by record type and applicable obligation. When information is no longer required, we securely delete, destroy, or anonymize it in accordance with our retention practices and technical capabilities.
Children’s Privacy
Our website and client portal are not directed to children under 18, and minors should not create accounts independently. A parent, legal guardian, or authorized adult may provide information about a child or dependent where necessary for legitimate tax or accounting services.
If you believe a child has submitted information without appropriate authorization, please contact us so we can review and address the situation.
Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices, services, technology, or legal obligations. The revised policy will be posted on this page with an updated date.
Where a change is material, we may provide additional notice through the website, client portal, or email, as appropriate.
Contact Information
Questions, access requests, corrections, or privacy complaints may be directed to:
Privacy Officer
Mava Tax and Accounting Solutions Inc.
Windsor, Ontario, Canada
infomavatax.com
(519) 982-7580
Please do not send sensitive tax or identity documents by ordinary email. Use the secure client portal or contact us for an approved delivery method.