Privacy Policy

1. Our Commitment to Privacy

KC Book Works respects the privacy of its website visitors, prospective clients, clients, and other individuals whose personal information is entrusted to us.

This Privacy Policy explains how KC Book Works collects, uses, discloses, stores, protects, retains, and disposes of personal information in connection with:

• Our website;
• Contact, consultation, and booking requests;
• Bookkeeping and administrative services;
• Client communications;
• Financial-record management;
• Invoicing and payment administration;
• Marketing communications; and
• Other legitimate business operations.

KC Book Works handles personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act, where applicable.

2. Scope of This Policy

This Privacy Policy applies to personal information controlled by KC Book Works.

It does not apply to information that has been anonymized or aggregated so that it can no longer reasonably identify an individual.

Client engagement letters, service agreements, consent forms, software-provider terms, or other agreements may contain additional privacy and confidentiality provisions. Where there is a conflict, the signed client agreement will govern the professional services provided to that client, subject to applicable law.

3. Personal Information We May Collect

Depending on how you interact with KC Book Works, we may collect the following information.

Contact and Identity Information

This may include:

• Name;
• Business name;
• Mailing or business address;
• Email address;
• Telephone number;
• Job title;
• Preferred communication method; and
• Information submitted through contact, consultation, intake, or booking forms.

Business and Client Information

This may include:

• Business registration information;
• Business number;
• GST/HST registration information;
• Corporate or organizational records;
• Ownership or signing-authority information;
• Supplier and customer information;
• Employee and contractor information;
• Accounting-system information;
• Internal financial procedures; and
• Information necessary to understand the client's business and bookkeeping requirements.

Financial and Accounting Information

When required to provide contracted services, we may receive or access:

• Bank and credit-card statements;
• Transaction details;
• General ledgers;
• Chart-of-account information;
• Sales and expense records;
• Receipts and invoices;
• Accounts payable and receivable records;
• Payroll records;
• Tax-related documents;
• Reconciliation information;
• Financial reports;
• Budget information; and
• Other bookkeeping source documents.

Clients should not send online banking passwords, payment-card security codes, or other access credentials through ordinary email or public website forms.

When system access is required, KC Book Works may use authorized-user access, accountant access, read-only access, secure portals, or other approved access methods.

Payment and Billing Information

We may collect:

• Billing address;
• Invoice history;
• Payment status;
• Transaction reference numbers; and
• Limited payment information provided by a payment processor.

KC Book Works may use third-party payment processors. KC Book Works does not necessarily receive or retain complete credit-card or banking details submitted directly to those processors.

Communications

We may retain:

• Emails;
• Telephone or virtual-meeting notes;
• Client instructions;
• Consultation details;
• Service requests;
• Complaints;
• Feedback; and
• Records of approvals or authorizations.

Website and Technical Information

When you visit the website, certain technical information may be collected automatically by the website host or approved technology providers, including:

• Internet Protocol address;
• Browser type;
• Device type;
• Operating system;
• Referring website;
• Pages viewed;
• Approximate geographic region;
• Date and time of access;
• Website performance information; and
• Cookie or similar technology identifiers.

4. How We Collect Information

KC Book Works may collect information:

• Directly from you;
• From your employees, contractors, or authorized representatives;
• Through website forms;
• During consultation or onboarding;
• Through email, telephone, virtual meetings, or secure portals;
• Through bookkeeping or accounting platforms;
• Through payment processors;
• From banks or financial institutions where you have authorized access;
• From accountants, tax preparers, payroll providers, lawyers, or other professionals you authorize;
• From government agencies or publicly available business records; and
• From technology and analytics providers used to operate the website.

You are responsible for ensuring that you have authority to provide personal information relating to employees, contractors, customers, suppliers, or other third parties to KC Book Works.

5. How We Use Personal Information

KC Book Works may use personal information to:

• Respond to inquiries;
• Schedule consultations;
• Assess whether our services are suitable for a prospective client;
• Prepare proposals or engagement documents;
• Establish and manage client relationships;
• Verify identity or signing authority;
• Deliver bookkeeping, reconciliation, financial-tracking, payroll-support, reporting, and administrative services;
• Communicate about missing documents, financial records, reporting periods, filing dates, or service matters;
• Prepare invoices and process payments;
• Maintain business and client records;
• Coordinate with accountants, tax professionals, payroll providers, legal advisors, or other authorized representatives;
• Protect against fraud, misuse, security threats, or unlawful activity;
• Investigate concerns or complaints;
• Improve website functionality and service delivery;
• Send service notices;
• Send promotional communications where permitted;
• Comply with contractual obligations;
• Meet legal, regulatory, tax, insurance, or professional requirements;
• Establish, exercise, or defend legal claims; and
• Fulfil other purposes disclosed when information is collected.

KC Book Works will not use personal information for a materially different purpose without obtaining additional consent unless the use is permitted or required by law.

6. Consent

KC Book Works obtains consent where required by applicable law.

Consent may be express or implied depending on:

• The sensitivity of the information;
• The purpose for which it is collected;
• The method of collection; and
• The reasonable expectations of the individual.

By voluntarily providing personal information, you consent to its collection, use, and disclosure for the purposes described in this Privacy Policy and any applicable client agreement.

You may withdraw consent, subject to legal, contractual, and operational restrictions. Withdrawal of consent may prevent KC Book Works from continuing to provide some or all services.

7. When We May Disclose Information

KC Book Works does not sell or rent personal or financial information.

We may disclose information in the following circumstances.

Authorized Representatives

Information may be shared with:

• Your accountant;
• Tax preparer;
• Lawyer;
• Payroll provider;
• Financial advisor;
• Business partner;
• Employee;
• Government representative; or
• Another person you authorize.

Service Providers

KC Book Works may use service providers for:

• Website hosting;
• Secure document storage;
• Cloud computing;
• Bookkeeping and accounting software;
• Payroll administration;
• Client portals;
• Email;
• Scheduling;
• Customer-relationship management;
• Payment processing;
• Electronic signatures;
• Cybersecurity;
• Data backup;
• Analytics; and
• Professional support.

Service providers are permitted to access information only as reasonably necessary to provide their services, subject to their contractual obligations and privacy practices.

Legal and Regulatory Requirements

We may disclose information where reasonably necessary to:

• Comply with a subpoena, court order, warrant, or lawful demand;
• Respond to a government or regulatory authority;
• Meet tax, employment, or financial-reporting obligations;
• Detect, prevent, or investigate fraud or unlawful activity;
• Protect the safety, rights, property, or security of KC Book Works or another person;
• Enforce an agreement; or
• Establish, exercise, or defend a legal claim.

Business Transactions

Information may be disclosed as part of a proposed or completed sale, reorganization, financing, merger, transfer, or other business transaction, subject to appropriate confidentiality and legal protections.

8. Service Providers and Processing Outside Canada

Some technology, cloud-storage, website-hosting, software, payment, email, or support providers may process information outside Canada.

Information processed in another country may be subject to that country's laws and may be accessible to courts, governments, law-enforcement agencies, or regulatory authorities in that jurisdiction.

KC Book Works remains responsible for personal information under its control and takes reasonable steps to select service providers that maintain appropriate privacy and security safeguards.

Contact KC Book Works for additional information about material service providers or cross-border processing arrangements applicable to your information.

9. Cookies and Similar Technologies

The website may use cookies or similar technologies that support:

• Essential website operation;
• Security;
• Form functionality;
• User preferences;
• Performance monitoring;
• Traffic measurement; and
• Analytics.

Some cookies may be placed by third-party service providers.

You may adjust your browser settings to block or delete cookies. Blocking certain cookies may affect website functionality.

Where required, KC Book Works will provide a cookie notice or consent mechanism for non-essential technologies.

10. Email Marketing and Electronic Communications

KC Book Works may send service-related messages concerning:

• Consultations;
• Client onboarding;
• Document requests;
• Bookkeeping deadlines;
• Invoices;
• Account matters;
• Security notices; and
• Changes affecting services.

Where permitted by law, KC Book Works may also send newsletters, promotions, educational content, service announcements, or event information.

Commercial electronic communications will include the required sender identification and an unsubscribe mechanism where applicable.

You may unsubscribe from promotional communications at any time. Unsubscribing from marketing messages will not prevent KC Book Works from sending necessary transactional, contractual, security, or client-service communications.

11. Retention and Destruction

KC Book Works retains personal information only for as long as reasonably necessary to:

• Provide services;
• Maintain accurate business records;
• Complete contracted work;
• Respond to inquiries or disputes;
• Meet tax, accounting, insurance, contractual, or legal requirements; and
• Establish, exercise, or defend legal claims.

Certain tax, bookkeeping, payroll, and accounting records may need to be retained for six years or longer depending on their nature, the applicable taxation year, any ongoing review or appeal, and legal requirements.

When information is no longer required, KC Book Works will take reasonable steps to securely delete, destroy, anonymize, or render it inaccessible.

Clients remain responsible for maintaining their own original business, tax, payroll, and financial records for legally required periods.

12. Security Safeguards

KC Book Works uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information under its control.

Safeguards may include:

• Password-protected systems;
• Multi-factor authentication where available;
• Access restrictions;
• Secure cloud services;
• Encryption features provided by approved platforms;
• Secure document-transfer methods;
• Data backups;
• Device security;
• Confidentiality practices;
• Service-provider reviews; and
• Procedures for responding to suspected security incidents.

No website, email system, cloud platform, or electronic storage method can be guaranteed to be completely secure. You should avoid sending highly sensitive information through unsecured email or public forms.

Notify KC Book Works promptly if you believe your information or account access may have been compromised.

13. Privacy Breaches

KC Book Works maintains procedures for identifying, containing, assessing, documenting, and responding to privacy breaches.

Where required by applicable law, KC Book Works will:

• Notify affected individuals;
• Report the breach to the appropriate privacy authority;
• Notify another organization that may reduce the risk of harm; and
• Maintain required breach records.

14. Accessing or Correcting Your Information

Subject to applicable legal exceptions, you may request:

• Confirmation that KC Book Works holds personal information about you;
• Access to that information;
• Information about how it has been used or disclosed; or
• Correction of inaccurate or incomplete information.

KC Book Works may need to verify your identity before responding.

Access may be limited where disclosure would reveal another person's personal information, confidential commercial information, information protected by legal privilege, or information that cannot lawfully be disclosed.

Requests should be sent to:

Privacy Officer: Kari Cameron
Business: KC Book Works
Email: ktbookworks@gmail.com

15. Withdrawing Consent

You may withdraw consent to certain uses of personal information by contacting KC Book Works.

Withdrawal will not affect processing that has already occurred lawfully. KC Book Works may continue to retain or use information where required or permitted by law.

Withdrawal may result in the suspension or termination of services where the information is necessary to perform the contracted work.

16. Children's Information

The website and bookkeeping services are intended for adults and businesses.

KC Book Works does not knowingly collect personal information directly from children through the website without appropriate authorization.

Payroll or business records provided by a client may contain information about employees or dependants. The client is responsible for ensuring that such information is lawfully collected and provided.

17. Third-Party Websites

The website may contain links to third-party websites or services.

KC Book Works is not responsible for the privacy, security, accessibility, content, or practices of third-party websites. You should review the privacy policies of those third parties before providing information.

18. Privacy Questions and Complaints

Questions, requests, or complaints regarding this Privacy Policy or KC Book Works' privacy practices may be directed to:

Kari Cameron
KC Book Works
Email: ktbookworks@gmail.com
Website: kc-book-works.vercel.app

KC Book Works will review privacy complaints and respond within a reasonable period.

Individuals may also have the right to contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

19. Changes to This Privacy Policy

KC Book Works may update this Privacy Policy to reflect changes in:

• Legal requirements;
• Services;
• Technology;
• Software providers;
• Website functionality; or
• Business practices.

The updated policy will be posted on the website with a revised "Last Updated" date.

Material changes may also be communicated through email, the client portal, or another appropriate method.