Privacy Policy – Zitel Financials Inc.

Introduction

This Privacy Policy ("Policy") relates to your personal information in connection with your use of and access to Zitel Financials Inc.’s website (www.zitelfinancials.ca) and any related services offered by Zitel Financials Inc., including bookkeeping, payroll, financial reporting, advisory, and compliance support (together, the "Zitel Financials Services").

We are committed to protecting your privacy and the confidentiality of your personal and business information. If you have any questions or concerns about this Policy or our data practices, please contact us at info@zitelfinancials.ca.

When you use Zitel Financials Services, you trust us with sensitive information. This Policy is designed to explain clearly what data we collect, why we collect it, how it is used, and your rights under applicable privacy laws. If you do not agree with any part of this Policy, please discontinue the use of our services and website.

Changes to This Policy or Your Personal Information

We review and update this Policy periodically to reflect changes in our business, technology, or legal obligations. The latest version will always be posted on our website with the revised effective date.

• You are responsible for reviewing this Policy periodically to ensure your continued agreement. If significant changes are made, we will make reasonable efforts to notify you in advance via email or platform alerts.
• It is also important that the personal information we hold is accurate and up to date. Please inform us promptly if your contact details or other information changes.

About Zitel Financials Inc.

Zitel Financials Inc. is a Canadian financial services company registered in Ontario, Canada with company number 796496834 and whose registered office is situated at 741 King Street West, Kitchener, ON N2G 0E9 Canada. We provide reliable, personalized bookkeeping and financial solutions to small and mid-sized businesses across Canada.

Our services are designed to simplify and strengthen your financial health by managing accounts, ensuring compliance, and supporting strategic decisions. In performing these services, we act as the data controller for the information you share with us.

Information We May Collect About You

Personal Information You Disclose to Us

In Short: We collect personal and business-related information that you voluntarily provide to us, as well as some data collected automatically when you use our services or interact with our website.

Where and How We Collect Personal Information

• When you inquire about or engage our bookkeeping, payroll, or financial reporting services
• When you communicate with us via email, phone, our website, or social media
• When you fill out online forms, submit client intake documents, or book consultations
• When you use integrated accounting platforms (e.g., QuickBooks) with our services
• When you apply for employment or subcontracting opportunities with us

If you submit personal information about another individual (e.g., a client, employee, spouse, or contractor), you confirm that you have obtained their informed consent to share their data with us. By doing so, you also confirm that:

• They have agreed to our processing of their information
• You will relay any privacy notices to them on our behalf
• You will indemnify Zitel Financials against claims arising from lack of consent

The Types of Personal Information We May Collect

Depending on your interaction with us, we may collect the following categories of information:

• Identity Data: Full name, date of birth, gender, marital status, nationality, and profession
• Contact Data: Mailing address, email, phone number, emergency contacts
• Financial & Tax Data: CRA Business Number, HST/GST numbers, T4s, invoices, payroll records
• Payment Data: Invoice details, bank information, payment confirmation (Note: We do not store card numbers; payments are processed through secure third-party services)
• Transactional Data: Records of services rendered, amounts paid or owed, and communication logs
• Profile Data: User preferences, service history, consultation notes, questionnaire responses
• Job Application Data: Resume, qualifications, references, work eligibility status, employment history
• Usage Data: Information about how you use our website, services, and accounting portals
• Marketing & Communication Data: Your preferences for receiving newsletters, updates, or service offers
• Other Information: Any data you choose to provide through contact forms, client onboarding, or surveys

Sensitive Personal Information

In Short: We do not typically collect sensitive personal data. If we ever need it (e.g., for accessibility, health, or legal concerns), we'll explain why and how it will be handled.

In rare cases, we may request sensitive data (such as medical or accessibility-related information) to support specific accommodations or concerns. Such data will be requested only when necessary and will be handled with extra care, confidentiality, and purpose limitations.

Personal Information from Third Parties

In Short: We may receive your information from authorized sources that help us deliver or improve our services.

We may collect additional information from:

• Government agencies (e.g., CRA, WSIB, Service Canada)
• Authorized representatives (e.g., legal counsel, business advisors)
• Referees or recruitment agencies (if you apply to work with us)
• Financial institutions or accounting platforms you have connected to our services

This information is used to verify records, ensure accuracy, or personalize your service experience.

Information Automatically Collected

In Short: We collect limited technical data automatically to protect, improve, and monitor our website performance.

When you visit www.zitelfinancials.ca, we may automatically collect technical data such as:

• IP address and geolocation
• Device type, operating system, and browser type
• Language preferences and referring URLs
• Pages viewed, time spent on site, click paths
• Site performance and diagnostic data

This data is used for analytics, security, and optimizing your user experience. We collect it through cookies and similar tracking technologies, as described in our Cookie Policy.

How We Use Your Information

We process your information to fulfill contracts, serve our legitimate business interests, comply with legal obligations, and with your consent where applicable. We use the personal and business information we collect from you for a variety of purposes. These include delivering our services, managing our operations, communicating with you, meeting legal requirements, and improving your experience. Our processing bases include:

• Contractual Reasons – necessary to provide the services you requested
• Business Purposes – to manage and grow our business operations
• Legal Reasons – to comply with tax, regulatory, and employment laws
• Consent – where you explicitly authorize optional activities like marketing

We may use your information to:

• Prepare agreements and set up your client account (Contractual)
• Deliver bookkeeping, payroll, and tax services (Contractual)
• Manage billing, payments, and client records (Contractual)
• Respond to your inquiries and support requests (Contractual)
• Contact your emergency contact if we cannot reach you directly (Business Purpose)
• Facilitate hiring or subcontracting processes (Business Purpose)
• Provide service updates, invoices, and notices (Legal and Contractual)
• Send you marketing communications based on your preferences (Consent)
• Collect feedback and client satisfaction surveys (Business Purpose/Consent)
• Ensure platform security and prevent fraud (Legal/Business Purpose)
• Analyze service performance and user trends to improve our offerings (Business Purpose)
• Comply with regulatory obligations (Legal)

If you connect your Zitel Financials account to third-party platforms (e.g., QuickBooks or Google), we will use the authorized data to streamline your experience.

We will not use your information for purposes other than those stated above without your consent, unless permitted or required by law.

How We Share Your Information

At Zitel Financials Inc., we share your personal information only when it is necessary to fulfill our contractual obligations, support legitimate business activities, comply with legal requirements, or with your explicit consent. We may disclose your information to comply with applicable laws, regulations, court orders, subpoenas, or requests from government and regulatory authorities such as the Canada Revenue Agency or Workplace Safety and Insurance Board. Additionally, we may share your data when required to protect the vital interests and safety of Zitel, our clients, or others, such as preventing fraud, enforcing our policies, or responding to legal claims and proceedings.

To deliver and improve our services, we engage trusted third-party service providers including cloud hosting companies, secure data storage vendors, payment processors, accounting software partners, communication and marketing platforms, IT support, legal counsel, and auditors. These providers have access to your personal information only to the extent necessary to perform their services and are contractually obligated to protect your data in accordance with our privacy standards.

In the event of a business reorganization, merger, acquisition, or sale of assets, your information may be transferred to a successor entity as part of the transaction, always subject to applicable privacy laws and safeguards. Furthermore, we may share your personal information with third parties when you provide clear, informed consent—for example, by authorizing us to communicate with your legal or tax representatives. With your consent, we might also share information with trusted business partners to offer you products, promotions, or bundled services that could benefit your business.

Lastly, we may share aggregated or anonymized data, such as usage trends and industry insights, with analytics providers and partners to enhance our services. This data cannot be used to personally identify you.

Third-Party Websites

We are not responsible for the safety of any information you share with third-party providers who are not affiliated with Zitel Financials.

Our website may contain links to third-party websites, social media channels, or advertisements that are not controlled or affiliated with us. We cannot guarantee the privacy or security of any data you provide to these third parties. Any data collected by third parties is governed by their own privacy policies, not this one.

You should review the privacy policies of any third parties you interact with and contact them directly with any questions.

For How Long Do We Keep Your Information?

We keep your information only as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.

• To provide services and meet contractual obligations
• To comply with tax, accounting, or legal record-keeping requirements (typically 6–7 years)
• For dispute resolution or enforcement of agreements

When information is no longer required, we delete or anonymize it securely. If deletion is not immediately possible (e.g., archived backups), your information will be isolated and protected from further processing until deletion is feasible.

How Do We Keep Your Information Safe?

We protect your information using organizational and technical security measures.

These include:

• Secure servers and encrypted storage
• Separation of company and client data on encrypted disks when not in use
• Staff training on data privacy and security procedures
• Incident response protocols to address suspected breaches

Despite these measures, absolute security cannot be guaranteed on the Internet. Transmission of personal information via our website is at your own risk. We recommend accessing services from secure networks.

Marketing and Opting Out

If you have given consent to receive marketing communications, we may contact you with information about our products, services, promotions, and special offers. You may withdraw your consent at any time by:

• Sending an email to info@zitelfinancials.ca
• Unsubscribing using the link in our communications

With your consent, we may share your information with selected third-party partners who may contact you directly. To opt out of marketing communications from those third parties, please contact them directly.

Opting out of marketing communications does not affect personal data required to fulfill your purchase, subscription, or service agreement with us.

Account Information

You may review or update your personal information by contacting us at info@zitelfinancials.ca. If you wish to terminate your account or services, please reach out to us and we will assist you. Some data may be retained after account termination to comply with legal requirements, prevent fraud, or resolve disputes.

Your Privacy Rights

You have rights in respect of your personal data, including:

• Right of Access: Request a copy of the personal data we hold about you and verify lawful processing. We may refuse requests under legal exceptions, but we will provide reasons.
• Right of Correction: Request corrections to inaccurate or incomplete data.
• Right of Erasure: Request deletion of your data where it is no longer necessary, or where processing was based solely on consent which you withdraw, subject to legal retention requirements.
• Right to Object or Restrict Processing: Object to or restrict data processing in certain circumstances, such as when relying on legitimate interests.
• Right of Data Portability: Request your data in a structured, machine-readable format, and have it transmitted to you or another controller. Note that we cannot guarantee compatibility with third parties' systems.

If processing is based on your consent, you may withdraw consent at any time without affecting prior lawful processing.

To exercise any of these rights, please contact our Privacy Officer at info@zitelfinancials.ca. We will require verification of your identity for security purposes.

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