How we handle and protect your information
Last Updated: November 18, 2025
Look, we get it - nobody actually enjoys reading privacy policies. But here's the thing: when you're trusting us with your financial info, you deserve to know exactly what we're doing with it. No corporate jargon, no confusing legal speak (well, we'll try our best anyway).
At Crystal Venor Accounting Services, we've been handling sensitive financial data for small and medium businesses across Ontario since day one. Your privacy isn't just some checkbox for us - it's literally the foundation of our entire relationship with you. We take this stuff seriously because, honestly, we'd want the same if the roles were reversed.
This policy covers everything we do with your personal and business information. We're talking about how we collect it, what we do with it, who sees it, and how we keep it safe. If something's unclear or you've got questions, just give us a call. We're happy to walk you through it over coffee.
Alright, let's break down what info we're actually collecting and why we need it in the first place.
This is the basic stuff we need to actually do our jobs:
We're not gonna ask for anything we don't absolutely need. If it seems irrelevant, we won't bother you for it.
The meat and potatoes of what we do:
Basically, if it's got a dollar sign attached to it, we'll probably need to see it to do proper tax planning.
When you visit our website or use our client portal:
We're not tracking you around the internet or anything creepy like that. This is just to make the website work better and keep your account secure.
Here's the deal - we only use your info to do the accounting and tax work you're paying us for. No surprises, no selling your data to random third parties. Let's be specific:
Okay, this is where we get a bit technical, but it's important. We've invested heavily in keeping your data locked down tight. Here's what we've got in place:
All data transmitted between you and us is encrypted with industry-standard SSL/TLS. Your files at rest? Also encrypted. We're talking bank-level security here.
Multi-factor authentication, role-based access, and regular password updates. Only the team members who need to see your info can access it.
We use Canadian data centers with redundant backups. Your info's stored on servers that are monitored 24/7 and meet strict compliance standards.
Everyone on our team signs confidentiality agreements and gets regular training on data protection. Privacy isn't optional - it's part of our culture.
Our office has controlled access, and any physical documents are kept in locked cabinets. We also have a clean desk policy - no leaving sensitive stuff lying around.
Our systems are constantly updated with the latest security patches. We run regular security audits and vulnerability assessments too.
We're not in the business of selling or renting your information. Period. But there are a few situations where we might need to share your data, and you should know about them:
Obviously, we have to share your tax info with the Canada Revenue Agency - that's literally the point of tax filing. We also share GST/HST reports, payroll remittances, and other required filings with CRA and provincial tax authorities. This isn't optional; it's the law.
Sometimes we need to bring in specialists - like lawyers for corporate restructuring or external auditors for year-end reviews. When we do, they're bound by the same confidentiality requirements we are. We'll always let you know if we're looping someone else in on your account.
We use cloud-based accounting software and secure file-sharing platforms. These companies are carefully vetted, and they're only allowed to use your data to provide the services we've contracted them for. They can't use it for their own purposes or share it with anyone else.
If we get a court order or legal subpoena, we might have to hand over information. We're not happy about it, but we've gotta follow the law. We'll fight it if we can and notify you unless we're legally prohibited from doing so.
In the unlikely event we sell the practice or merge with another firm, your information would be transferred to the new owners. But don't worry - they'd be bound by the same privacy commitments, and we'd let you know well in advance so you could make your own decisions about staying on.
This is your data we're talking about, so you've got rights. Here's what you can do:
You can request a copy of all the personal and business info we have on file for you. We'll get it to you within 30 days, and there's no charge unless you're asking for the same stuff repeatedly.
If something in your file is wrong, let us know and we'll fix it. This is actually super important for tax stuff, so definitely speak up if you spot an error.
You can ask us to delete your information, though we might need to keep some records for legal or regulatory reasons (CRA requires us to keep tax records for 6 years, for example).
Moving to another accountant? No hard feelings. We'll provide your data in a format that makes it easy to transfer to your new provider.
Changed your mind about something you agreed to? You can withdraw your consent at any time. Just know that we might not be able to continue providing certain services without it.
Don't want to hear about our services or tax updates? No problem. You can unsubscribe from marketing emails anytime. We'll still send you essential account-related stuff though.
Just reach out to us at info@crystalvenor.info or call (416) 555-0847. We'll verify your identity (gotta make sure we're not giving your info to some random person) and then take care of your request. Most things get handled within a few weeks.
Yeah, we use cookies. Not the chocolate chip kind (though we keep those in the office kitchen). These are small text files that help our website work better and remember your preferences.
| Cookie Type | What They Do | Can You Disable Them? |
|---|---|---|
| Essential Cookies | Keep the website functioning - things like remembering you're logged in to the client portal. Without these, the site basically doesn't work. | Nope, these are required. But they don't track you or anything. |
| Performance Cookies | Help us understand how people use the site so we can make improvements. Like which pages get visited most, where people click, etc. | Yep, you can opt out. The site will still work fine. |
| Functionality Cookies | Remember your preferences like language settings or whether you've dismissed certain notifications. | You can disable them, but you'll have to reset preferences every visit. |
| Analytics Cookies | We use Google Analytics to see overall traffic patterns. It's anonymized data - we're not tracking individual users around the web. | Absolutely. Most browsers let you block these easily. |
Most browsers let you control cookies through their settings. You can usually block all cookies, accept only first-party cookies, or get a notification before any cookie is set. Keep in mind that blocking cookies might affect how the site works.
Quick links to browser help:
Chrome, Firefox, Safari, Edge - they all have cookie management in their privacy/security settings. Check your browser's help menu for specific instructions.
We don't keep your information forever, but we also can't just delete everything the moment our engagement ends. Here's the breakdown:
While you're an active client, we keep all your records on hand and easily accessible. This includes current year documents plus at least the previous 6 years (CRA's required retention period).
After our relationship ends, we keep your records for 7 years from the last service date. This protects both of us if questions come up later or if CRA decides to audit an old return.
Tax returns and supporting docs are kept for 7 years minimum. Sometimes we'll keep them longer if there's ongoing issues with CRA or potential audit risks.
Emails, meeting notes, and other correspondence are kept as long as they're relevant to your account, typically matching the timeframe of the related financial records.
Our website might have links to other sites - like CRA's website, accounting software providers, or tax resources. Here's the thing: once you click through to their site, you're under their privacy policy, not ours.
We try to link only to reputable sites, but we're not responsible for their privacy practices. If you're sharing information on someone else's website, take a minute to read their privacy policy first. Better safe than sorry.
Our services are designed for businesses and adults. We don't knowingly collect information from anyone under 18. If you're a parent and think your kid has somehow given us their info, let us know right away and we'll delete it.
Laws change, technology evolves, and sometimes we need to update this policy. When we make significant changes, we'll notify you via email or by posting a notice on our website. The "Last Updated" date at the top of this page will always reflect the most recent version.
We won't make changes that reduce your rights under this policy without getting your explicit consent. Minor updates and clarifications might happen without notice, but nothing that fundamentally changes how we handle your information.
Look, we know this is a lot to digest. If you've got questions, concerns, or just want to chat about how we're handling your information, we're here for you. Seriously - don't hesitate to reach out.
(416) 555-0847
info@crystalvenor.info
1250 Bay Street, Suite 405
Toronto, ON M5R 2A5
Privacy Officer: For formal privacy inquiries or complaints, contact our Privacy Officer directly at the address above or via email at privacy@crystalvenor.info
If you believe we've mishandled your personal information or violated your privacy rights, please let us know. We'll investigate and respond within 30 days.
Not satisfied with our response? You've got the right to file a complaint with the Office of the Privacy Commissioner of Canada. Their website is at www.priv.gc.ca and they can be reached at 1-800-282-1376.
We genuinely hope it never comes to that. Our goal is to address any concerns you have directly and find a resolution that works for everyone. Open communication is key, and we're committed to making things right if we've dropped the ball.