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Privacy Policy

A legal disclaimer

The information provided on this page is for general informational purposes only and does not constitute legal advice. Privacy laws vary depending on your location and the location of your clients. We recommend consulting with a qualified legal professional to ensure your Privacy Policy complies with all applicable privacy legislation (such as PIPEDA, BC PIPA, or applicable US state and federal regulations).

Privacy Policy - the basics

At Minerva Bookkeeping, protecting the privacy and security of our clients' and website visitors' personal and financial information is our top priority. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you visit our website or use our bookkeeping, accounting, and Canadian or US tax preparation services.

What to include in the Privacy Policy

1. Information We Collect

 

We collect personal and financial information necessary to deliver high-quality financial, bookkeeping, and cross-border tax advisory services:

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  • Personal Identification: Name, email address, phone number, mailing address, and business details.

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  • Tax & Financial Identifiers: Social Insurance Numbers (SIN), Social Security Numbers (SSN), Individual Taxpayer Identification Numbers (ITIN), Business Numbers (BN), and EINs—collected strictly through our secure software and portals (Financial Cents / iFirm) when necessary for personal or corporate tax filing and official reporting (CRA / IRS).

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  • Financial Records: Bank statements, income/expense documents, prior tax returns, and financial files submitted via our secure portals.

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  • Automated Data: Standard analytics data (such as IP address, browser type, and page navigation) collected through cookies managed by Wix and integrated website tools.

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  • Payment Data: Credit card details, billing addresses, and payment information processed when paying invoices. All online payments are processed securely through our third-party payment processor, Stripe. Minerva Bookkeeping does not store or process your full credit card details on our servers.

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Important Note on Sensitive Data: We will never ask you to submit sensitive identifiers, such as your SIN, SSN, or bank credentials, via standard website contact forms, unencrypted email, or web chat widgets. All sensitive client tax data is requested and collected exclusively through our encrypted portals (Financial Cents and iFirm).

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2. How We Use Your Data

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Your information is used strictly to:

  • Provide, manage, and optimize bookkeeping, accounting, and tax preparation services.

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  • Process onboarding questionnaires, intake requests, and service inquiries.

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  • Prepare and file Canadian and US tax returns in compliance with Canada Revenue Agency (CRA) and Internal Revenue Service (IRS) regulations.

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  • Communicate updates, issue invoices, and send service proposals.

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  • Ensure compliance with legal, regulatory, and tax filing obligations.

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3. Service Partnerships & Joint US Tax Filing

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  • US Tax Preparation Partnership: For clients requiring US tax preparation and filing under IRS regulations, we partner with Lolo's Insurance. Client information relevant to US tax preparation is shared securely with Lolo's Insurance strictly for the purpose of tax compliance, return preparation, and IRS submission.

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  • Specialized US Tax Software: US tax preparation and electronic filings are processed through MyTaxPrepOffice, a secure, encrypted tax preparation platform designed to meet IRS security guidelines.

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4. Data Protection & Secure Storage

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  • Data Security: We employ strict administrative, technical, and physical safeguards. All financial records and sensitive identifiers are stored and transmitted using encrypted, password-protected platforms.

 

  • Client Portals & Practice Management: We utilize Financial Cents and iFirm—enterprise-grade portals and practice management software designed specifically for accounting practices—to ensure end-to-end encryption for your documents, personal tax records, and sensitive data both in transit and at rest.

 

  • Payment Processing: Payment transactions are handled securely through Stripe. Stripe adheres to strict industry standards, including PCI-DSS compliance, to ensure your payment details are protected.

 

  • No Selling of Data: We do not sell, rent, or trade your personal or financial information to third parties.

 

  • Third-Party Providers: Information is only shared with trusted, secure software and service partners (such as Financial Cents, iFirm, MyTaxPrepOffice, Lolo's Insurance, Stripe, QuickBooks Online, Xero, and Wix hosting) required to deliver our services or when required by law or regulatory authorities.

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5. Your Rights

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Depending on your jurisdiction, you have the right to:

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  • Access the personal information we hold about you.

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  • Request corrections to inaccurate or incomplete information.

 

  • Request the deletion of your personal data, subject to legal and professional record-retention requirements imposed on accounting and tax professionals by the CRA, IRS, or other regulatory bodies.

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Contact Us

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If you have questions regarding this Privacy Policy or how your data is handled, please contact us:

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