Privacy Policy
Introduction
At KT Partners LLP, a firm of Chartered Professional Accountants, we are committed to protecting your privacy and safeguarding the confidentiality of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with applicable laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant professional standards.
Personal Information Protection and Electronic Documents Act (PIPEDA)
PIPEDA applies to our handling of personal information in the course of commercial activities. Personal information means any information about an identifiable individual, including information that can be used to identify a person directly or indirectly.
Information We Collect and How We Use It
To provide professional accounting, tax, audit, advisory, and related services, we require relevant information from clients and others involved in engagements. This may include personal information about clients and third parties (e.g., business associates, employees, or family members in certain contexts).
We collect personal information from sources such as:
- Information you provide directly during engagement or service discussions
- Documents or forms submitted (e.g., resumes or financial records in specific advisory contexts)
- Inquiries submitted via our website, email, or other channels
- Registrations for firm events, webinars, or educational sessions
We collect and use personal information for purposes including:
- Establishing and managing client relationships
- Providing and tailoring professional services to meet your needs
- Complying with legal, regulatory, and professional obligations (e.g., tax reporting, anti-money laundering requirements)
- Communicating updates, reminders, or service-related information
Consent for Collection, Use, and Disclosure
We obtain your consent for the collection, use, and disclosure of personal information unless otherwise permitted or required by law. Consent may be express (e.g., signing an engagement letter) or implied (e.g., providing information necessary for services).
We limit collection to what is necessary for identified purposes and use or disclose information only for those purposes or as required by law. We do not sell personal information.
Disclosure may occur:
- With your consent
- To our service providers or agents (e.g., IT support, secure file sharing) under strict confidentiality
- As required or permitted by law, professional standards, or regulatory bodies such as the Chartered Professional Accountants of Ontario (CPA Ontario) or the Canadian Public Accountability Board (CPAB) for practice inspections or oversight
You may withdraw or limit consent at any time (subject to legal, contractual, or professional restrictions), upon reasonable notice. We will inform you of any implications, such as inability to provide certain services.
Limiting Collection and Types of Personal Information
We collect only the personal information necessary for the purposes described. Collection occurs fairly and lawfully, such as in person, by phone, mail, email, or secure online portals.
Examples of personal information we may collect include:
- Contact details (name, address, email, phone number)
- Identification information (e.g., government-issued ID for verification)
- Financial and tax-related information (income, assets, transactions)
- Business or employment details relevant to services
- Website interaction data (e.g., IP address, if personally identifiable)
Protection of Personal Information
We protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. Safeguards include:
- Physical security of premises and files
- Restricted access on a need-to-know basis
- Technological measures (e.g., encryption, firewalls, secure passwords, antivirus software)
- Staff training on privacy and confidentiality
All firm personnel are bound by confidentiality obligations. Client files may be reviewed by CPA Ontario inspectors or CPAB (for public company audits) under strict confidentiality rules. Such reviews may involve disclosure to regulatory bodies for oversight, investigations, or proceedings.
Retention and Security
We retain personal information for at least seven years (as required by professional standards, tax laws, and our professional liability insurance), or longer if needed for ongoing services or legal requirements. Once no longer required, information is securely destroyed or anonymized.
Our website may link to third-party sites; we are not responsible for their privacy practices.
SMS/Text Messaging Communications
If you provide your mobile phone number and consent (e.g., via opt-in during client onboarding, website form, or direct agreement), we may send SMS/text messages for service-related purposes, such as appointment reminders, tax filing deadlines, secure document delivery notifications, or other important updates.
- Message Frequency: Message frequency varies based on your needs and engagement but is typically limited (e.g., 1–4 messages per month on average; we aim to minimize non-essential communications).
- Message and Data Rates: Standard message and data rates may apply according to your mobile carrier.
- Opt-Out: You can opt out of receiving SMS messages at any time by replying STOP to any message we send. You may also contact us directly to revoke consent. Once opted out, you will receive no further SMS messages (except as required for legal or service-critical reasons).
- Help: Reply HELP to any message for assistance or more information.
- Consent: Providing your number and consenting is not required to receive our core professional services. We do not share your number for unrelated marketing.
Access, Correction, and Complaints
You have the right to access your personal information we hold and request corrections to inaccuracies (subject to exceptions under PIPEDA, such as solicitor-client privilege, confidential commercial information, or ongoing investigations). Submit written requests to our Privacy Officer. We will respond within statutory timelines and explain any refusals.
If you have concerns about our privacy practices, contact our Privacy Officer. We will investigate and address complaints promptly.
Accountability and Contact
KT Partners LLP is accountable for personal information under our control. Our Privacy Officer oversees compliance.
Privacy Officer
KT Partners LLP
37-209 Wicksteed Ave
Toronto, ON M4G 0B1
(416) 487-7347