Privacy Policy

Ellis Bookkeeping Services
 Last Updated: 2025-12-09

Introduction

Welcome to Ellis Bookkeeping Services’ Privacy Policy. This document explains how we collect, use, disclose, and protect personal information when you use our website or bookkeeping services (the “Service”). We operate in British Columbia and comply with the Personal Information Protection Act (PIPA BC).
By accessing our website or engaging our services, you agree to the practices described in this Privacy Policy.

Interpretation & Definitions

Definitions

Company / We / Us
 Ellis Bookkeeping Services.

You / Client
 The individual or business using our website or services.

Personal Information
 Information about an identifiable individual, including contact and financial information.

Service
 Our website and bookkeeping services.

Cookies
 Small files placed on your device to support website functionality.

Device
 Any device that can access our website, including computers, tablets, and smartphones.

Collecting and Using Your Personal Information

Types of Information We Collect

1. Personal Information You Provide

When contacting us, completing forms, or using our services, we may collect:

  • Name

  • Email address

  • Phone number

  • Business name

  • Address

  • Any documents you send (invoices, receipts, statements, tax slips, etc.)

2. Financial Information for Bookkeeping

If you engage Ellis Bookkeeping Services, we may collect:

  • Bank and credit card transaction data

  • Accounting software data (e.g., QuickBooks, Wave, Xero)

  • Invoices, bills, receipts, and statements

  • Payroll information

  • CRA correspondence

  • GST/PST filing information

  • Information about dependents or children provided by parents for tax or bookkeeping purposes (e.g., SIN, birth dates, benefit-related details)

3. Website Usage Data

We may collect basic analytics such as:

  • IP address

  • Browser information

  • Pages viewed

  • Time spent on pages

This helps us monitor and improve our website.

Cookies & Tracking Technologies

Our website may use:

  • Necessary cookies for core functionality

  • Preference cookies to remember settings

  • Analytics cookies to improve website performance

You can disable cookies through your browser, but some features may not function properly.

How We Use Your Personal Information

We may use your information to:

  • Provide bookkeeping and related services

  • Communicate with you regarding your account, files, or requests

  • Prepare financial statements or reports

  • Assist with GST/PST/payroll filings

  • Improve our website and services

  • Respond to questions and inquiries

  • Comply with CRA and legal requirements

    We do not use your information for unrelated marketing unless you explicitly opt in.

Sharing Your Information

We do not sell or rent your personal information. We may share information only with:

1. Service Providers

Such as:

  • Accounting software platforms

  • Cloud storage and secure document portals

  • Payment processing platforms

    These providers access only what is necessary to perform their services and must maintain confidentiality.

2. Contractors or Assistants

Only if they are helping with your file and are bound by confidentiality agreements.

3. Legal or Regulatory Requirements

We may disclose information when required to comply with:

  • CRA requests

  • Court orders

  • Provincial or federal laws

Retention of Personal Information

We retain financial and bookkeeping records for the period required by Canadian law, usually six to seven years, or longer where legally necessary. Information not required by law is securely deleted when no longer needed.

Transfer & Storage of Information

Your information may be stored or processed:

  • In British Columbia

  • Elsewhere in Canada

  • On cloud services located in other provinces

By using our Service, you consent to these transfers. All service providers we use must maintain appropriate privacy and security standards.

Your Rights Under PIPA BC

You may request to:

  • Access the personal information we hold about you

  • Correct inaccurate or incomplete information

  • Ask how your information has been used or disclosed

  • Withdraw consent (where applicable)

To exercise any of these rights, contact us using the information provided in this policy.

Security of Your Information

We take reasonable steps to protect your information, including:

  • Secure cloud storage systems

  • Password-protected files

  • Limited internal access

  • Use of encrypted applications where applicable

    However, no online system is entirely risk-free, and we cannot guarantee absolute security.

Children’s Privacy

Our services are primarily used by adults; however, in the course of providing bookkeeping or tax services, we may receive personal information about minors. This information is provided voluntarily and directly by parents or legal guardians for legitimate bookkeeping or CRA-related purposes—such as a child’s SIN for tax benefits, credits, or dependent claims. We do not collect information directly from minors, nor do we promote services to individuals under 18. Any minor-related information is handled confidentially and used only for the specific purpose for which it was provided.

If you are a parent or guardian and have concerns about the handling of your child’s information, please contact us.

Changes to This Privacy Policy

We may update this Privacy Policy occasionally. A revised “Last Updated” date will always be posted.
Continued use of our website or services signifies acceptance of any updated terms.

Contact Us

Ellis Bookkeeping Services
 Based in British Columbia, Canada
Email: nitu@ellisbookkeepingservices.ca
 Phone:604-785-9462

If you have questions or concerns about this Privacy Policy or how your information is handled, please reach out to us at any time.