Privacy Policy

Who we are

My Local Bookkeeper is a business name of Powerplay Systems Inc. We provide bookkeeping, payroll and tax services to Canadian businesses.

This policy explains what personal information we collect, how we use it, where it may be processed, and the choices you have regarding your information.

We handle personal information in accordance with applicable Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA).

Information we collect

The information we collect depends on the services you use and may include:

• your name, email address, phone number and business information;
• financial records such as transactions, bank and credit-card statements, receipts and invoices;
• payroll and tax information;
• CRA business and program account numbers;
• documents you provide to us;
• payment and billing information; and
• information you provide when contacting us through our website.

We collect this information to provide our services, maintain your books and records, communicate with you, process payments, meet legal and regulatory requirements, and operate and improve our business.

Where your information is stored

Our bookkeeping system and client documents are hosted using service providers with infrastructure in the United States.

As a result, your information may be processed or stored outside Canada and may be subject to the laws of the country where it is located, including lawful access requests by government authorities.

Our obligations to protect your personal information under Canadian law continue to apply when we use service providers outside Canada.

AI-assisted bookkeeping

We use software, including artificial intelligence, to help read documents, identify transactions and suggest bookkeeping classifications.

Depending on the type of document, extracted information or the document itself may be processed by our AI service provider.

AI does not make the final bookkeeping decision. A bookkeeper reviews AI-generated suggestions before anything is posted to your books.

Our AI service provider is not permitted to use client financial information to train its general-purpose AI models.

Service providers

We use trusted third-party service providers to operate our business and deliver our services. These include providers for:

• data hosting and storage;
• artificial intelligence;
• website and application hosting;
• payment processing;
• email delivery; and
• website and advertising measurement.

These providers receive only the information reasonably required to perform their services and are subject to their own contractual and privacy obligations.

Some of these providers process information outside Canada, including in the United States.

Payments and banking information

Payments are processed through our payment service provider. When you provide bank or payment details directly to the payment provider, we do not receive or store your complete payment credentials.

For bookkeeping, we generally work from statements and records you provide to us.

We do not ask for or store your online banking username or password.

Social Insurance Numbers

We deliberately minimize the Social Insurance Number information stored in our system.

We do not maintain your full SIN as a separate data field. Where identification is required, we may retain only limited identifying digits.

Some tax documents—such as a Notice of Assessment, filed tax return or signed authorization form—may contain your full SIN. If you provide such a document to us, the document is stored and protected with your other client records.

Website measurement and advertising

We use website measurement and advertising tools to understand how visitors find and use My Local Bookkeeper and to measure whether our advertising generates enquiries.

These tools may collect information such as your IP address, browser and device information, pages visited, advertising identifiers and information about the campaign that brought you to our website.

We do not send your bookkeeping records or the contents of your enquiry to advertising platforms.

You can turn website measurement off or back on at any time using the Website measurement link in the footer. Turning measurement off does not prevent you from using the website or submitting an enquiry.

We also respect supported browser privacy signals, including Global Privacy Control and Do Not Track.

How long we keep information

Enquiry information is kept only as long as reasonably necessary to respond to and follow up on your enquiry.

Client records are retained for the duration of our relationship and for any additional period required by law. Canadian tax and business records generally need to be retained for at least six years.

When information is no longer required for our services, legal obligations or legitimate business purposes, it may be securely deleted or anonymized.

What we don't do

We do not sell, rent or trade your personal information.

We do not use your bookkeeping or financial records for advertising.

We do not provide advertising platforms with access to your client records.

Your privacy rights

You may contact us to:

• ask what personal information we hold about you;
• request access to your information;
• correct inaccurate information; or
• ask us to delete information we are not legally required to retain.

If you have a concern about how we have handled your personal information, please contact us first so we can address it.

You may also contact the Office of the Privacy Commissioner of Canada regarding a privacy concern.

Changes to this policy

We may update this policy as our services or privacy practices change. When we make material changes, we will update the Last updated date at the top of this page.

Contact

Questions about this policy or how we handle your information can be directed to your bookkeeper or submitted through our contact form.

My Local Bookkeeper is a business name of Powerplay Systems Inc.