Privacy Policy

Milinchuk CPA Professional Corporation
Effective Date: January 21st, 2025
Last Updated: April 2nd, 2025

Milinchuk CPA Professional Corporation ("Milinchuk CPA," "we," "us," or "our") is a professional CPA accounting firm based in Ontario, Canada, dedicated to providing exceptional accounting, tax, advisory, and related services. We understand that the personal information you entrust to us is sensitive and confidential, and we are committed to protecting your privacy in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), other applicable Canadian laws, and the professional standards of CPA Ontario.

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information in the course of our business activities. By engaging our services, visiting our website, or otherwise interacting with us, you agree to the practices outlined in this policy.

1. Scope and Application

This Privacy Policy applies to all personal information that Milinchuk CPA collects, uses, or discloses in the course of providing professional services and conducting business operations. It covers:

• Clients receiving accounting, tax preparation, auditing, payroll, or advisory services;
• Employees, contractors, and job applicants;
• Business partners, vendors, and third parties with whom we interact; and
• Visitors to our website or users of our digital platforms.

This policy does not apply to information that has been anonymized or aggregated in a way that cannot be linked to an identifiable individual.

2. Definitions

For clarity, the following terms are defined as:

• Personal Information: Any information about an identifiable individual, such as name, address, phone number, email, Social Insurance Number (SIN), financial records, or other identifying data.
• Consent: Your voluntary agreement to the collection, use, or disclosure of your personal information, which may be express (e.g., written or verbal) or implied (e.g., inferred from your actions).
• Third Party: Any individual or entity outside Milinchuk CPA, including service providers, government agencies, or professional advisors.

3. Accountability

Milinchuk CPA is accountable for the personal information we control. We have designated a Privacy Officer to oversee compliance with this Privacy Policy, PIPEDA, and other privacy obligations. You may contact our Privacy Officer at:

• Email: info@milinchukcpa.com
• Phone: (647) 801-2969
• Mail: Milinchuk CPA Professional Corporation, 17 Festival Drive, North York, ON M2R 3T9

4. Purposes of Collection

We collect personal information only for specific, identified purposes related to our professional services and business operations, including:

• Service Delivery: To provide accounting, tax preparation and filing, auditing, bookkeeping, payroll processing, financial planning, and business advisory services.
• Identity Verification: To comply with legal and professional requirements, such as “Know Your Client” obligations under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act.
• Communication: To contact you regarding appointments, service updates, billing, or inquiries.
• Employment Administration: To process job applications, manage payroll, benefits, and employee records.
• Legal and Regulatory Compliance: To meet obligations under federal and provincial laws, such as tax reporting to the Canada Revenue Agency (CRA) or audits by CPA Ontario.
• Quality Improvement: To analyze and improve our services, using anonymized data where possible.

We will not use your personal information for any other purpose without your consent, unless required or permitted by law.

5. Types of Personal Information Collected

Depending on the nature of our relationship with you, we may collect:

• Basic Identifiers: Full name, home address, phone number, email address.
• Government Identifiers: SIN, date of birth, driver’s license number, or passport details (where required).
• Financial Data: Bank account numbers, income statements, tax returns, investment portfolios, credit history, or payroll records.
• Business Records: Corporate financial statements, shareholder information, partnership agreements, or contracts.
• Employment Details: Resumes, references, salary history, or performance reviews (for employees or applicants).
• Digital Information: IP addresses, browser data, or cookies collected through our website.

6. Methods of Collection

We collect personal information through:

• Direct Interaction: Information you provide during meetings, phone calls, emails, or by completing forms (e.g., client onboarding documents).
• Third Parties: Information obtained with your consent or as permitted by law, such as from banks, employers, or government agencies.
• Automated Tools: Technical data collected via our website through cookies, analytics software, or similar technologies.

7. Consent

We collect, use, and disclose your personal information only with your consent, except where an exception under PIPEDA or other laws applies. Consent may be:

• Express: Given explicitly in writing (e.g., signing an engagement letter) or verbally.
• Implied: Assumed from your actions, such as providing financial records for tax preparation.

You may withdraw consent at any time by contacting our Privacy Officer, subject to legal or contractual limitations. Withdrawal may affect our ability to provide certain services, and we will inform you of any such implications.

8. Use of Personal Information

We use your personal information strictly for the purposes outlined in Section 4. Examples include:

• Preparing and submitting tax returns to the CRA;
• Conducting financial audits or reviews;
• Processing payroll and issuing T4 slips;
• Responding to your requests or inquiries.

9. Disclosure of Personal Information

We do not disclose your personal information to third parties except in the following cases:

• With Consent: When you authorize us to share information (e.g., with a lawyer or financial planner).
• To Service Providers: To third parties who support our operations (e.g., cloud storage, software providers, or couriers), provided they are contractually obligated to protect your information and comply with PIPEDA.
• Legal Obligations: When required by law, subpoena, or regulatory authority (e.g., CRA audits, court orders).
• Business Transactions: In the event of a sale, merger, or reorganization of Milinchuk CPA, with safeguards to ensure continued protection of your information.
• Protection of Rights: To prevent fraud, enforce agreements, or defend against legal claims.

We do not sell, lease, or share your personal information for marketing purposes.

10. Safeguarding Personal Information

We employ robust safeguards to protect your personal information from unauthorized access, use, disclosure, or loss. These include:

• Physical Measures: Locked offices, secure filing cabinets, and restricted access to physical records.
• Technical Measures: Encryption, secure servers, firewalls, antivirus software, and password-protected devices.
• Organizational Measures: Staff training on privacy and confidentiality, access limited to a need-to-know basis, and signed confidentiality agreements.

We regularly review and update our security practices to address emerging risks.

11. Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected or to comply with legal and professional obligations. For example:

• Tax records are kept for at least 7 years per the Income Tax Act.
• Client files may be retained longer to meet CPA Ontario’s record-keeping standards.

When no longer needed, personal information is securely destroyed (e.g., shredded for paper records, permanently deleted for electronic data).

12. Accuracy

We take reasonable steps to ensure your personal information is accurate, complete, and current. You may request updates or corrections by contacting our Privacy Officer.

13. Access and Correction Rights

Under PIPEDA, you have the right to:

• Access the personal information we hold about you;
• Request corrections if the information is inaccurate or incomplete.

To exercise these rights:

• Submit a written request to our Privacy Officer (see Section 3).
• Include sufficient detail to identify the information in question.

We will respond within 30 days, unless an extension is permitted by law. Access may be denied in limited cases (e.g., solicitor-client privilege), and a nominal fee may apply for extensive requests.

14. Website and Cookies

Our website (www.milinchukcpa.com) may use cookies and analytics tools to collect technical data (e.g., IP address, browsing patterns) to enhance user experience and improve our services. You can manage cookie preferences through your browser settings, though this may impact site functionality.

We do not knowingly collect personal information from minors under 19 via our website without parental consent.

15. Cross-Border Data Transfers

Most of your personal information is stored in Canada. However, some third-party service providers (e.g., cloud platforms) may process data outside Canada. When this occurs, we ensure contractual protections are in place to maintain PIPEDA-equivalent safeguards, though foreign jurisdictions may have different privacy laws.

16. Complaints and Resolution

If you have concerns about our privacy practices, please contact our Privacy Officer. If unresolved, you may escalate your complaint to:

Office of the Privacy Commissioner of Canada
Website: www.priv.gc.ca
Phone: 1-800-282-1376

17. Updates to This Policy

We may revise this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. The latest version will be available on our website, and significant updates will be communicated to clients directly where practical.

18. Contact Information

For inquiries, access requests, or complaints, please reach out to:

Privacy Officer – Anton Milinchuk, CPA
Milinchuk CPA Professional Corporation
17 Festival Drive, North York
Toronto, ON M2R 3T9
Email: info@milinchukcpa.com
Phone: (647) 801-2969

Milinchuk CPA Professional Corporation is dedicated to earning and maintaining your trust by handling your personal information with care, transparency, and respect. Thank you for choosing us as your professional services partner.