Privacy Policy for TaxViaFin

Effective date: [update on publication]

1. Introduction

TaxViaFin (“we”, “our”, “us”) provides digital tools to help users in Canada manage tax filing and accounting documentation. This Privacy Policy explains how we collect, use, disclose, and protect personal information. It also includes our GDPR and Cookie Policy disclosures for users who are located in the European Economic Area (EEA) and the United Kingdom, and clarifies how we align with Canadian privacy requirements (e.g., PIPEDA, and applicable provincial laws).

2. Data Controller and Contact

For the purposes of Canadian privacy law and the GDPR, the data controller is TaxViaFin. You can contact us at: privacy@taxviafin.com for privacy inquiries, requests, or complaints.

3. Personal Information We Collect

  • Account data: name, email address, password, and role or organization details you provide.
  • Profile/usage data: language, preferences, settings, and activity logs within the platform.
  • Financial records you upload: receipts, statements, invoices, forms, and related metadata you store in your workspace.
  • Support communications: messages, attachments, and contact details when you reach out to support.
  • Device and technical data: IP address, browser type, device identifiers, pages viewed, and diagnostic logs.

4. Legal Bases (GDPR) and Lawful Purposes

Where the GDPR/UK GDPR applies, we rely on the following legal bases:

  • Performance of a contract: to provide and administer your account and services you request.
  • Legitimate interests: to secure the platform, prevent misuse, improve features, and support operations in a way that respects your rights.
  • Consent: where required for certain analytics or cookies; you may withdraw consent at any time.
  • Compliance with law: to meet applicable legal and regulatory obligations.

5. How We Use Personal Information

  • To register accounts, authenticate users, and deliver core features.
  • To store and process financial documents you upload at your direction.
  • To generate summaries, reports, and exports you request.
  • To provide support, handle inquiries, and improve the platform.
  • To maintain security, detect misuse, and meet legal requirements.

6. Retention

We retain personal information for as long as necessary to provide the service, meet legal obligations, resolve disputes, and enforce agreements. You can request deletion of your account or specific records; residual backups may persist for a limited time consistent with our backup cycles.

7. Sharing and Service Providers

We may share information with vetted service providers that help us deliver infrastructure, hosting, analytics, customer support, and security. These parties are bound by confidentiality obligations and process information only on our documented instructions. We do not sell personal information.

8. International Transfers

Where information is transferred outside your jurisdiction, we implement appropriate safeguards (e.g., Standard Contractual Clauses under the GDPR or comparable mechanisms) to protect the data according to applicable law.

9. Security

We apply technical and organizational measures designed to protect personal information against unauthorized access, alteration, and loss. No method of transmission or storage is fully risk-free; we continually assess and improve our safeguards.

10. Your Rights

  • Access and rectification: request a copy of your data and corrections.
  • Deletion: request deletion of certain information subject to legal exceptions.
  • Restriction and objection (GDPR): request limits on processing or object where applicable.
  • Portability (GDPR): receive data in a structured, commonly used format.
  • Consent withdrawal: withdraw consent where processing is based on consent.
  • Complaint: contact a privacy regulator in your region (e.g., Office of the Privacy Commissioner of Canada).

11. Cookie Policy

Cookies are small files stored on your device to support functionality and improve your experience.

  • Essential cookies: required for login, session management, and core features.
  • Preference cookies: remember language and display settings.
  • Analytics cookies: help us understand usage patterns to improve the platform.

Consent: Where required, we present a consent banner. You may manage preferences at any time through the cookie settings link in the footer. Disabling certain cookies may limit functionality.

12. Children’s Privacy

Our services are intended for business and professional use and are not directed to children. If you believe a minor has provided personal information, contact us to request removal.

13. Changes to this Policy

We may update this Policy to reflect operational, legal, or regulatory changes. We will post the updated version with a revised “Effective date.”

14. Contact

Questions or requests: privacy@taxviafin.com.