Metarithmika Inc. ("Metarithmika", "we") respects your privacy. This policy explains how we collect, use, disclose and protect personal information when you visit our websites, use our free tools, contact us, or become a client. We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and its fair information principles.
Who is responsible
Our Privacy Officer is Anacelia Perez, who is accountable for our compliance with this policy. Contact: info@metarithmika.ca, 613-706-9580, 2148 Carling Ave., Unit 2, Suite 1020, Ottawa, ON K2A 1H1.
What we collect
- Contact information: name, organization, email, phone number, mailing address.
- Client financial information: bank and credit card statements, receipts and invoices, payroll and employee information (including Social Insurance Numbers where needed for payroll and tax slips), tax documents, and other records needed to deliver our services.
- Inquiry and booking information: what you tell us in our forms, the Financial Clarity Call booking, phone calls and emails.
- Referral information: the name and contact details of the person who referred you, or whom you refer to us.
- Phone calls: calls may be answered by an automated assistant and may be recorded or transcribed to handle your request.
- Website and tool information: IP address, browser and device type, pages visited, and cookies (see below). If you subscribe to our free tools, such as the Deadline Tracker or Year-End Checklist, we collect the email address and preferences you provide.
Why we use it
- to provide, manage and bill for our services;
- to prepare and file returns and remittances on your behalf;
- to respond to inquiries and schedule consultations;
- to send deadline reminders and updates you have subscribed to;
- to administer our referral program;
- to meet our legal, regulatory and record-keeping obligations;
- to maintain and improve our websites and services.
We collect only what we need for these purposes, and we will ask for your consent before using your information for a new purpose.
Consent
We rely on your consent, which may be express (for example when you sign an engagement or subscribe to reminders) or implied (for example when you send us documents to process). You may withdraw consent at any time, subject to legal or contractual restrictions; withdrawing consent may affect our ability to provide services.
Email communications
We send commercial emails only with your consent, in line with Canada's Anti-Spam Legislation (CASL). Every message includes an unsubscribe link, and we act on requests within 10 business days.
Sharing your information
We never sell or rent your personal information. We share it only:
- with service providers that help us deliver our services — for example accounting, payroll, receipt-management, file-sharing, email, scheduling and website platforms — under contracts that require them to protect it and use it only for our purposes;
- with the CRA and other government bodies, when filing on your behalf or when required by law;
- with your other advisors (such as your auditor, lawyer or accountant) when you ask us to;
- with a purchaser or successor business, under confidentiality obligations, if all or part of our business is sold or reorganized.
Storage outside Canada
Some of our service providers store or process information outside Canada, including in the United States. Information stored there may be accessible to authorities under that country's laws.
How long we keep it
We keep client records for six years after the end of the engagement year to which they relate, in line with CRA record-keeping periods, unless a longer period is required. Prospect and inquiry information is kept for up to two years after our last contact. Afterwards, we securely destroy or anonymize it.
Safeguards
We protect personal information with physical, organizational and technical measures appropriate to its sensitivity, including access controls, multi-factor authentication, encryption and secure file transfer. Our staff and subcontractors are bound by confidentiality obligations.
Privacy breaches
If a breach of security safeguards creates a real risk of significant harm, we will notify the affected individuals and report it to the Office of the Privacy Commissioner of Canada, as PIPEDA requires, and keep a record of every breach.
Cookies and analytics
Our websites use cookies and similar technologies to operate properly and to understand how visitors use them. You can control cookies through your browser settings; blocking some cookies may affect how the site works.
Your rights
You can ask to access the personal information we hold about you, and to correct it if it is inaccurate or incomplete. We respond within 30 days. Contact our Privacy Officer at info@metarithmika.ca.
Questions and complaints
Please contact our Privacy Officer first; we will investigate and respond. If you are not satisfied, you may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).
Links to other sites
Our websites may link to sites we do not control, such as government websites. Their privacy practices are governed by their own policies.
Changes to this policy
We may update this policy from time to time. The current version is always on this page, with its "last updated" date.