Your Privacy Rights
From January 1, 2004, all businesses engaged in commercial activities must comply with the Personal Information Protection and Electronic Documents Act (“Act”) and the Canadian Standards Association Model Code for the Protection of Personal Information, which it incorporates. These obligations extend to accountants and accounting firms, including CLEARHOUSE LLP. The Act gives you rights concerning the privacy of your personal information.
CLEARHOUSE LLP is responsible and accountable for the personal information we collect and hold. To meet our obligations to our clients, we have developed this policy, and informed our accountants and support staff about our policies and practices.
Why does CLEARHOUSE LLP Need Personal Information?
CLEARHOUSE LLP provides accounting services and products to a wide range of clients. In doing so, it produces direct marketing materials concerning its services and developments in the law. We will not as a condition of providing you with accounting services and products, require you to consent to the collection, use or disclosure of personal information beyond which is necessary.
What Personal Information Do We Collect?
Personal information is any information that identifies you, or by which your identity could be deduced. Examples of the information we collect include:
Financial Information to Determine Credit Worthiness
If we did not collect and use your personal information we could not provide you with accounting services.
How Do We Collect Your Personal Information?
We collect information only by lawful and fair means and not in an unreasonably intrusive way. Wherever possible we collect your personal information directly from you, at the start of an engagement and in the course of our representation.
Sometimes we may obtain information about you from other sources, for example:
Your insurance company
Your real estate agent in a property transaction
From a Government agency or registry
Your employer, if we are acting for you, at its request;
In most cases, we shall ask you to specifically consent, if we collect, use, or disclose your personal information. Normally, we ask for your consent in writing, but in some circumstances, we may accept your oral consent in writing. Sometimes, your consent may be implied through your conduct with us.
Use of Your Information
We use your personal information to provide accounting advice and services to you, to administer our client time and billing databases and to include you in any direct marketing activities.
CLEARHOUSE LLP does not disclose your personal information to any third party to enable them to market their products and services. For example, we do not provide our client mailing lists to law firms.
Disclosure of Your Personal Information
Under certain circumstances, CLEARHOUSE LLP will disclose your personal information. These circumstances include:
When we are required or authorized by law to do so, for example if a court issues a subpoena;
When you have consented to the disclosure;
When the accounting services we are providing to you requires us to give your information to third parties (for example, Canada Revenue Agency (“CRA”) in a dispute negotiation) your consent will be implied, unless you tell us otherwise;
Where it is necessary to establish or collect fees;
If we retain other law firms or accounting firms on your behalf;
If the information is already publicly know.
Updating Your Information
Since we use your personal information to provide accounting services to you, it is important that the information be accurate and up-to-date.
If during the course of the retainer, any of your information changes, please inform us so that we can make any necessary changes.
Is My Personal Information Secure?
CLEARHOUSE LLP takes all reasonable precautions to ensure that your personal information is kept safe form loss, unauthorized access, modification or disclosure. Among the steps taken to protect your information are:
Restricted file access to personal information;
Deploying technological safeguards like security software and firewalls to prevent hacking or unauthorized computer access;
Internal password and security policies.
Access To Your Personal Information
You may ask for access to any personal information we hold about you. Summary information is available upon request. More detailed requests, which require archive or other retrieval costs, may be subject to our normal professional and disbursement fees.
If CLEARHOUSE LLP holds information about you and you can establish that it is not accurate, complete and up-to-date, CLEARHOUSE LLP will take reasonable steps to correct it.
Can I Be Denied Access To My Personal Information?
Your rights to access your personal information are not absolute.
We may deny access when:
Denial of access is required or authorized by law (for example, when a record containing personal information about you is subject to claim a legal professional privilege by one of our clients);
Information relates to existing or anticipated legal proceedings against you;
When granting you access would have an unreasonable impact on other people’s privacy;
When to do so would prejudice negotiations with you;
To protect our firm’s rights and property.
If we deny your request for access to, or refuse a request to correct information, we shall explain why.
CLEARHOUSE LLP does not use your Social Insurance Number (“SIN”) as a way of identifying or organizing the information we hold about you.
Can I Request Anonymity?
Whenever it is legal and practicable, we may offer the opportunity to deal with general inquiries without providing your name (for example, by accessing general information on our web site). The Proceeds of Crime (Money Laundering) and Terrorist Financing Act requires us to confirm the identity of all new clients. If may also require us to disclose information in relation to certain large cash transactions.
To help us make credit decisions about clients, prevent fraud, check the identity of new clients and prevent money-laundering, we may on occasion request information about you from the files of consumer reporting agencies.
Communicating With Us
It is important to remember that whatever you transmit or disclose online can be collected and used by others or unlawfully intercepted by third parties. No data transmission over the Internet can be guaranteed to be 100% secure. While we strive to protect your personal information, we cannot warrant the security of any information you transmit to us over the Internet.
Requests For Access
If you have any questions, or wish to access, add, amend or remove your personal information, or if you no longer wish to receive any information about our services, please inform us in writing at:
2560 Matheson Blvd E #527, Mississauga, ON L4W 4Y9
If for any reason you are not satisfied with the results of our investigations in response to your complaint, you may file a complaint with the Officer of Federal Privacy Commissioner at:
112 Kent Street
If you apply to CLEARHOUSE LLP for a job, we need to consider your personal information as part of our review process. We normally retain information from candidates after a decision has been made, unless you ask us not to retain the information. If we offer you a job, which you accept, the information will be retained in accordance with our Privacy Procedure for employee records.
On our web site, like most other commercial web sites, we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties, but these statistics do not include any identifiable personal information.
Should you have any questions, please do not hesitate to contact us.
CLEARHOUSE LLP – Legal Disclaimer
The information contained in this site is for general guidance on matters of interest only. The application and impact of laws can vary widely based on the specific facts involved. Given the changing nature of laws, rules and regulations, and the inherent hazards of electronic communication, there may be delays, omissions or inaccuracies in information contained in this site. Accordingly, the information on this site is provided with the understanding that the authors and publishers are not herein engaged in rendering legal, accounting, tax, or other professional advice and services. As such, it should not be used as a substitute for consultation with professional accounting, tax, legal or other competent advisers. Before making any decision or taking any action, you should consult Clearhouse LLP or your own personal accountant, lawyer or other professional.
While we have made every attempt to ensure that the information contained in this site has been obtained from reliable sources, Clearhouse LLP is not responsible for any errors or omissions, or for the results obtained from the use of this information. All information in this site is provided “as is”, with no guarantee of completeness, accuracy, timeliness or of the results obtained from the use of this information, and without warranty of any kind, express or implied, including, but not limited to warranties of performance, merchantability and fitness for a particular purpose. In no event will Clearhouse LLP, its related partnerships or corporations, or the partners, agents or employees thereof be liable to you or anyone else for any decision made or action taken in reliance on the information in this Site or for any consequential, special or similar damages, even if advised of the possibility of such damages.
Certain links in this site connect to other websites maintained by third parties over whom Clearhouse LLP has no control. Clearhouse LLP makes no representations as to the accuracy or any other aspect of information contained in other websites.