Privacy Policy

Last updated: February 26, 2026

SWS Accounting (operating the website swsaccounting.ca, referred to as "we", "us", or "our") is a Canadian accounting firm providing professional accounting services to clients across Canada.

We are committed to protecting your privacy and handling your personal information responsibly in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian federal and provincial privacy laws.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website or interact with us (e.g., through contact forms, email, or phone inquiries).

By using our website or providing us with personal information, you consent to the practices described in this policy. If you do not agree, please do not provide us with your information or use the website.

1. Personal Information We Collect

We collect limited personal information, primarily when you contact us or submit inquiries. This includes:

• Your full name
• Email address
• Phone number
• Any additional details you voluntarily include in your message (e.g., description of your accounting needs or questions)

We do not collect sensitive personal information (such as financial account numbers, social insurance numbers, credit card details, or health information) through the website unless you voluntarily provide it in follow-up communications for the purpose of receiving our services.

We may also automatically collect non-identifying technical information, such as:

• IP address
• Browser type and version
• Operating system
• Pages visited, time and date of access

This data helps us maintain and improve the website but is not used to personally identify you unless combined with other information you provide.

2. How We Collect Personal Information

We collect information:

• Directly from you — when you submit a contact form, send an email, or call us
• Automatically — through standard web server logs and basic site analytics (if enabled)

3. Purposes for Collection and Use

We use your personal information only for the following purposes:

• To respond to your inquiries, provide information about our accounting, tax, bookkeeping, or advisory services, or arrange consultations
• To communicate with you about potential or existing client matters
• For internal administrative purposes (e.g., record-keeping, service improvement)
• To comply with legal, regulatory, or professional obligations (e.g., tax authority or accounting body requirements)

We limit collection and use to what is necessary for these identified purposes.

4. Consent

Under PIPEDA, we obtain your consent (express or implied) before collecting, using, or disclosing personal information:

• Express consent — when you actively submit a form or email us
• Implied consent — reasonable in the context of contacting an accounting firm for information or services

You may withdraw consent at any time (subject to legal or contractual restrictions) by contacting us. Withdrawal may limit our ability to respond or provide services.

5. Disclosure / Sharing of Personal Information

We do not sell your personal information to third parties.

We may disclose it only when necessary:

• To service providers (e.g., email hosting, website hosting, IT support) under strict confidentiality agreements
• To professional advisors (e.g., lawyers, other accountants) when required
• If compelled by law, court order, regulatory authority, or professional standards body
• In the event of a business transition (e.g., merger or acquisition), with appropriate safeguards

6. Retention

We retain personal information only as long as necessary to fulfill the purposes outlined above, meet legal or professional requirements (e.g., record retention rules for accounting/tax purposes), or resolve disputes.

Typical retention periods:

• Inquiry/contact data: Up to 7 years (or longer if it becomes part of a client file)

Once no longer required, we securely destroy or anonymize the information.

7. Safeguards

We implement reasonable physical, technical, and organizational safeguards appropriate to the sensitivity of the information to protect it from unauthorized access, use, disclosure, alteration, or destruction.

8. Your Rights Under PIPEDA

You have the right to:

• Access the personal information we hold about you
• Request corrections if it is inaccurate or incomplete
• Withdraw consent (where applicable)
• Challenge our compliance with PIPEDA

To exercise these rights or make a complaint, contact our Privacy Officer (details below). We will respond within 30 days or as required by law.

9. International Transfers

If we use service providers located outside Canada (e.g., cloud storage or email services in the United States), your information may be processed in other jurisdictions. We ensure appropriate protections are in place consistent with PIPEDA requirements.

10. Changes to This Privacy Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date will be revised. We encourage you to review it periodically. Significant changes will be communicated as appropriate.

11. Contact Us / Privacy Officer

If you have questions, wish to exercise your rights, or have a concern about our privacy practices, please contact:

Privacy Officer
SWS Accounting
[Insert your full Canadian business address here]
Email: [Insert your privacy/contact email, e.g. [email protected]]
Phone: [Optional – insert business phone if desired]

Thank you for trusting SWS Accounting with your information.
We are committed to handling it responsibly.