Privacy Policy

1. Scope

This Privacy Policy applies to personal information handled by TrueLedger North through trueledgernorth.com, including information submitted through our contact form. If you become a client, additional information may be collected and handled as part of providing bookkeeping services, and additional contractual or privacy terms may apply.

2. Personal information we collect

When you submit the website contact form, we may collect the information you choose to provide, including:

• your name;
• business name;
• province or territory;
• email address;
• phone number, if provided;
• approximate monthly transaction volume; and
• the contents of your message.

Our hosting provider may also process technical information necessary to deliver and secure the website, such as IP address, browser/device information, request metadata, and security or service logs.

3. Why we collect and use information

We use personal information for purposes that a reasonable person would consider appropriate in the circumstances, including to:

• respond to your enquiry or request for a consultation or quote;
• understand the bookkeeping services you may need;
• communicate with you about your enquiry and related business follow-up;
• protect the website and prevent spam, fraud, abuse, or security incidents;
• maintain appropriate business records; and
• comply with applicable legal obligations.

We do not use information submitted through the contact form to add you to a marketing list unless we separately ask for and obtain the consent required for that purpose.

4. Consent

When you submit the contact form, you are asked to confirm that TrueLedger North may use the information you provide to respond to your enquiry in accordance with this Privacy Policy. You may withdraw consent to uses that depend on consent, subject to legal or contractual restrictions and reasonable notice. Withdrawal may limit our ability to continue responding to an enquiry or provide a requested service.

5. Service providers and Netlify

TrueLedger North uses Netlify to host this website and process contact-form submissions. Netlify Forms stores form submission data in Netlify's systems so that we can access enquiries and receive submission notifications. Netlify acts as a service provider/processor for customer-submitted data. We may also use other service providers where reasonably necessary to operate the business or respond to you.

Service providers are permitted to process personal information only for the purposes for which they are engaged, subject to their contractual and legal obligations.

6. Processing outside your province or Canada

Some service providers may process or store personal information outside your province or outside Canada. As a result, information may be subject to the laws of the jurisdiction where it is processed and may be accessible to courts, law-enforcement authorities, or other public authorities in accordance with applicable law. We assess service-provider arrangements and use reasonable safeguards appropriate to the information involved.

7. Retention and deletion

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, subject to legal, accounting, contractual, and legitimate business requirements. As a general practice, contact enquiries that do not lead to a client relationship are targeted for deletion within 12 months after the last substantive communication, unless there is a reason to retain them longer. If you become a client, relevant information may form part of the client file and may be retained for longer periods required for the engagement or by law.

We periodically review stored form submissions and delete information that is no longer required.

8. Safeguards

We use administrative, technical, and organizational safeguards appropriate to the sensitivity of the information we hold. No internet transmission or storage system can be guaranteed to be completely secure, so we also limit what should be submitted through the public website form.

Please do not send highly sensitive information through the contact form, including Social Insurance Numbers, online-banking credentials, CRA/My Account credentials, payment-card numbers, government account passwords, or detailed financial records. If you become a client, we will arrange an appropriate method for exchanging sensitive documents where required.

9. Cookies and analytics

TrueLedger North does not currently use advertising cookies, behavioural advertising, or third-party analytics on this website. Our hosting provider may process technical request and service data needed to operate, secure, and improve the hosting service. If we add analytics, advertising technologies, or other tracking tools in the future, we will update this Policy and implement any consent mechanism required by applicable law.

10. Access and correction

Subject to applicable law, you may ask whether we hold personal information about you, request access to that information, or ask that inaccurate or incomplete information be corrected. We may need to verify your identity before completing a request.

11. Privacy complaints

If you have a concern about how TrueLedger North handles personal information, please contact our Privacy Officer first so we can review the matter. You may also have the right to make a complaint to the privacy regulator with jurisdiction over the matter.

12. Changes to this Policy

We may update this Privacy Policy when our practices, service providers, or legal obligations change. The updated version will be posted on this page with a revised “Last updated” date. If a change materially affects how we use personal information already collected, we will take any additional steps required by applicable law.