Privacy Policy

1. Who We Are

Loon Ledger is an accounting and tax services firm based in Saskatoon, Saskatchewan. We are the data controller responsible for your personal information collected through this website and our service engagements. If you have any questions about this policy, please reach out to us at [email protected] or by mail at 815 Broadway Avenue, Saskatoon, SK S7N 1B5.

2. Information We Collect

We may collect the following categories of personal information:

• Contact details — your name, email address, and phone number, provided when you submit an inquiry through our website form or contact us directly.
• Business information — your company name, revenue figures, structure details, and tax records, collected during service delivery.
• Financial records — transaction data, bank statements, and supporting documents provided by you for bookkeeping or tax preparation purposes.
• Website usage data — pages visited, time spent, browser type, and approximate location, collected via analytics tools when you browse our site.
• Cookie data — small files stored on your device to support website functionality and optional analytics. See our Cookie Policy for details.

3. How We Collect Information

Information reaches us through several channels:

• Website contact forms — when you reach out to us via the inquiry form on our homepage.
• Direct communication — phone calls, emails, or in-person meetings where you choose to share information with us.
• Document submission — financial records, statements, and tax materials you share with us as part of service delivery.
• Cookies and analytics — automatically when you browse our website, subject to your cookie preferences.

4. Legal Basis for Processing

We process your personal information on the following grounds:

• Consent — for optional communications, marketing updates, and analytics cookies, where you have given your agreement.
• Contractual necessity — to fulfil a service engagement you have entered into with us, such as bookkeeping or tax filing.
• Legal obligation — where we are required to retain or share records under Canadian tax law, including CRA requirements.
• Legitimate interest — for basic website security, fraud prevention, and improving our services.

5. How We Use Your Information

Your information is used only for the following purposes:

• Responding to your inquiries and arranging service consultations.
• Delivering bookkeeping, tax preparation, and advisory services you have engaged us for.
• Sending service-related communications, such as document reminders, filing deadlines, and summary letters.
• Maintaining compliant financial records as required by Canadian tax authorities.
• Improving our website and understanding how visitors use our services (with your consent for analytics).
• Sending occasional updates about tax deadlines or practice news, where you have opted in.

We do not sell your personal information to any third party, under any circumstance.

6. Data Retention

We retain your information only for as long as necessary:

• Client financial records — retained for a minimum of 7 years following the last tax year to which they relate, as required by the Canada Revenue Agency.
• Website inquiry data — retained for up to 24 months from the date of your initial contact, then securely deleted.
• Analytics data — retained for up to 14 months before being aggregated or deleted.
• Marketing communication preferences — retained until you withdraw your consent.

7. Sharing Your Information

We do not share your personal information with third parties except in the following limited circumstances:

• Canada Revenue Agency (CRA) — where required for tax filing, assessments, or regulatory enquiries.
• Cloud software providers — we use reputable, Canadian-compliant cloud accounting platforms with appropriate data protection agreements in place.
• Analytics services — aggregated, anonymized website usage data may be processed by analytics providers you have consented to via cookie preferences.
• Legal requirements — where disclosure is required by a court order, regulatory authority, or applicable Canadian law.

8. How We Protect Your Information

We take the security of your financial records seriously. Our protective measures include:

• Encryption of data in transit using TLS/HTTPS protocols.
• Encrypted, access-controlled cloud storage for all financial documents.
• Access to client records restricted to authorized Loon Ledger staff only.
• Regular review of our security practices and software configurations.
• In the event of a data breach affecting your information, we will notify you and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

9. Cookies

Our website uses cookies to support basic functionality and, with your consent, to understand how visitors use the site. Essential cookies are always active. Optional analytics and marketing cookies are only placed with your agreement. You may update your preferences at any time by visiting our Cookie Policy page.

10. Your Privacy Rights

Under PIPEDA and applicable Canadian law, you have the right to:

• Access — request a copy of the personal information we hold about you.
• Correction — ask us to correct any inaccurate or incomplete information.
• Withdrawal of consent — withdraw consent for optional processing at any time, without affecting the lawfulness of prior processing.
• Deletion — request deletion of personal information that is no longer needed for the purposes it was collected, subject to legal retention requirements.
• Complaint — lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have not been respected.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days of receiving your request.

11. Third-Party Links

Our website may occasionally contain links to external resources or government websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently before providing any personal information.

12. Children's Privacy

Our services are intended for business owners and adults aged 18 and older. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has submitted information through our website, please contact us and we will remove it promptly.

13. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page. Continued use of our website following any changes constitutes your acknowledgement of the revised policy. We encourage you to review this page periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or how we handle your personal information, we welcome you to reach out: