Titanium HQ believes protecting your privacy is important and we take your privacy rights very seriously. We have implemented a Privacy Policy designed to maintain the privacy of personal information and comply with the requirements of the laws and regulations under applicable privacy laws in Canada. We are governed by the Rules of Professional Conduct and related Council Interpretations of The Institute of Chartered Professional Accountants of Ontario to maintain the confidentiality of client and former client information. This Privacy Policy sets out the seven principles and procedures that the firm follows in meeting its privacy commitments to its clients.
1. Collection of Information
(a) Collection from Clients. We collect and use personal, business, and financial information from our clients in the regular course of our business. The information gathered is used to assist us in providing client services, which may include, preparing financial statements, tax returns, financial planning, business planning, succession planning, business valuations and other consulting services, as well as preparing and filing other returns as required by governmental and regulatory agencies.
(b) Collection from Third Parties. Titanium HQ collects information in a manner that complies with the requirements of the laws and regulations in Canada. We often collect personal, business, and financial information directly from the individual, but we may gather such information from other sources, such as governmental agencies and financial institutions, or the individual’s employer in the case where we act for an individual. Titanium HQ seeks written and oral consent whenever possible for the personal, business, and financial information that it collects, uses, and discloses. We may use personal, business, or financial information without explicit consent in instances where we need to contact or respond to requests from governmental agencies, such as Canada Revenue Agency and regulatory bodies.
(c) Collection from Related Parties. We understand that during our review of your information, we may become knowledgeable of personal, business, or financial information that you have collected from your employees, customers, or other relations. You represent that: (i) you have obtained the required consents and approvals to provide any information, including any personal, business or financial information of another individual or entity that is provided by you to Titanium HQ and (ii) you have complied and will comply with all applicable law as it relates to the collection, use and disclosure of all personal, business and financial information and the provision of such information to Titanium HQ complies with all applicable law.
2. Disclosure of Information
(a) General. We may share your information with third parties only in the ways described in this Privacy Policy, other agreements you enter into with Titanium HQ and in a manner conforming with your consent. Otherwise, we will not release your information to a third party without your consent.
(b) Subsidiaries, Affiliates & Service Providers. We may use the services of subsidiaries, affiliates and third-party service providers in connection with our services, including, for off-premise data hosting. We may disclose your personal, business, or financial information to third party service providers during our use of their services. We are committed to using reputable third-party service providers that can perform the services we require, including, the handling of confidential information and the compliance with all applicable laws.
(c) Law and Jurisdictions. We may preserve or disclose your information if we believe that it is reasonably necessary to comply with a law, regulation, or legal request; to protect the safety of any person; to address fraud, security, or technical issues; or to protect our or any other person’s or entity’s rights or property.
(d) Storing and Processing Your Information. In some instances, information that we collect may be stored or processed outside of the jurisdiction it is received. When that occurs, we aim to continue protecting the information with appropriate safeguards, but it may be subject to the legal jurisdiction of those countries.
3. Retention and Safeguarding
(a) Retention. To preserve your information and to serve you better, we will retain and safeguard your information for as long as we determine is necessary, in accordance with applicable law, even if you are no longer a client.
(b) Safeguarding. We highly respect our clients’ private information, and we aim to protect such information by putting in place various technical and organizational safeguards to secure such information. Unfortunately, no data transmission over the Internet or by electronic mail can be guaranteed to be perfectly secure. As a result, Titanium HQ cannot ensure the security of any information transmitted electronically or otherwise.
4. Third Party Service Providers
Titanium HQ works with reputable third party services providers such as QBO and Hubdoc, and as a result, client information may be stored on a third party server. We ensure that all information is fully encrypted and is protected through restricted access authentication. However, Titanium HQ cannot control the systems in place at a third-party service provider and therefore, the client takes on the risk of holding their information with any third-party service provider.
5. Limits for Collecting, Using, Disclosing and Retaining Information
In all situations, Titanium HQ strives to limit the type of information collected to only the personal, business, and financial information that is required to provide the client with the advice and services for which Titanium HQ were engaged. All our employees, agents, representatives, and contractors are responsible for up keeping the privacy of all personal, business, and financial information to which they have access.
6. Accuracy of and Access to Information Collected
Titanium HQ aims to keep personal, business and financial information as accurate, complete, and current as possible for the purpose of providing better services to our clients. We strive to maintain accurate information and appreciate you notifying us immediately when there are any changes in your personal, business, or financial information.
7. Changes to this Privacy Policy
Titanium HQ may amend or change this Privacy Policy. The collection, use and disclosure of information is subject to the privacy policy in place at the time the information is used. Clients are bound by any changes to this Privacy Policy when they continue to engage Titanium HQ and receive services after such changes or modifications have been first posted. Unless otherwise specified, any changes or modifications will be effective immediately upon posting the revisions on our website, and your continued engagement of Titanium HQ and receipt of services after such time will constitute your acceptance of such changes or modifications. If you do not agree with the changes, please terminate our services (in accordance with the terms and conditions of our services agreement that you entered) or email us at admin@titaniumhq.ca to discuss. If you have any questions about this privacy policy, please email us at the contact address below.
8. Questions
If you wish to discuss our firm’s policies and procedures regarding your privacy, please contact Titanium HQ by email at admin@titaniumhq.ca
Last updated: August 30, 2021