Privacy policy.

Last updated: September 21, 2026

ITC Accounting is part of ITC Business Services. We provide remote bookkeeping, payroll administration/support, reporting, advisory, software setup and related business administration services. This Privacy Policy explains our practices for personal information under applicable Canadian privacy requirements, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies.

1. Information we may collect

The information we handle depends on how you interact with us and which services you use. It may include:

• Contact and account information, such as names, business names, email addresses, telephone numbers, usernames and account access details.
• Business and administrative information, such as company records, vendor and customer information, invoices, bills, receipts, statements and supporting documents.
• Financial and transaction information, including bank-feed data, account balances, payment information, accounting records, receivables, payables and tax-related records required for the services.
• Payroll and employee information where payroll services are included, such as employee names, contact information, compensation, banking details, tax forms and other payroll records supplied by the client.
• Portal and communication information, including questions, files, task responses, messages, support history and other information shared through the ITC Accounting Portal, email, forms or calls.
• Website and technical information, such as IP address, browser/device information, pages visited, referral information and cookie or analytics data where those technologies are enabled.

2. Why we use personal information

We use personal information for purposes that are reasonable in the circumstances, including to:

• respond to inquiries and provide requested information;
• set up and manage client relationships, accounts and portal access;
• deliver bookkeeping, payroll, reporting, advisory, software setup and related services within the agreed scope;
• process source documents, transactions, reconciliations and financial records;
• communicate about missing information, client requests, approvals, deadlines and service matters;
• prepare and deliver reports and other client work product;
• process invoices, payments and account administration;
• maintain, secure, troubleshoot and improve our systems and services;
• meet legal, regulatory, recordkeeping and risk-management obligations; and
• send service updates or marketing communications where permitted by law.

3. Consent and client authority

Where consent is required, we seek meaningful consent appropriate to the sensitivity of the information and the circumstances. A client that provides personal information about employees, customers, suppliers or other individuals is responsible for having the authority to provide that information to us for the agreed services.

Some information is necessary to provide a requested service. If required information is not provided, we may be unable to complete part or all of that service.

4. Service providers and connected software

ITC Accounting uses third-party software and infrastructure to deliver its services. Depending on the engagement, this may include accounting, document-capture, payroll, client-portal, payment, hosting, email, communications, analytics and security providers. Xero, Hubdoc and PayEvo are part of the service stack described on this website; other providers may support the underlying client portal and infrastructure.

Service providers may process or store information in Canada or other countries. When information is processed outside Canada, it may be subject to the laws and lawful-access requirements of the jurisdiction where it is processed. We select and manage service providers with regard to the sensitivity of the information and the role they perform.

5. Safeguards

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information in our care. These may include access controls, authentication, role-based permissions, secure cloud services, staff procedures, confidentiality obligations, backups, software updates and other security measures. No internet or storage system can be guaranteed to be completely secure.

6. Retention

We retain personal information only as long as reasonably necessary for the purposes for which it was collected, to provide services, maintain business records, meet legal or contractual requirements, resolve disputes and enforce agreements. Retention periods may differ by record type and service. Information that is no longer required is deleted, destroyed or anonymized where appropriate.

7. Access and correction

Subject to applicable law and permitted exceptions, individuals may request access to personal information we hold about them and may ask us to correct information that is inaccurate or incomplete. We may need to verify identity before responding to a request.

8. Marketing communications

Where we send commercial electronic messages, we do so in accordance with applicable Canadian anti-spam requirements. You may unsubscribe from marketing communications using the unsubscribe method provided in the message or by contacting us. Service, account, security and transactional messages may still be sent where necessary.

9. Cookies and analytics

Our website may use cookies or similar technologies that are necessary for site operation, security, forms, measurement or analytics. Browser settings may allow you to block or delete cookies, although doing so can affect website functionality.

10. Privacy incidents

If a privacy or security incident occurs, we assess it and take reasonable steps to contain, investigate and address the incident. Where required by applicable law, we will make the required notifications and maintain required records.

11. Changes to this policy

We may update this Privacy Policy as our services, systems or legal obligations change. The current version will be posted on this page with the effective date shown above.