Last updated: January 1, 2026
1. Introduction
SwiftLedger Financial Services ("SwiftLedger," "we," "us," or "our") is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Ontario, Canada.
By using our website (swiftledger.life) or engaging our services, you consent to the practices described in this Privacy Policy.
2. Information We Collect
We may collect the following types of personal information:
2.1 Information You Provide Directly
- Full name, business name, and job title
- Contact information, including email address, phone number, and mailing address
- Financial information necessary to provide our services, such as income records, expense records, bank statements, and tax documents
- Social Insurance Numbers (SIN) required for tax preparation services
- Business registration numbers and CRA account numbers
- Payment information for our professional fees
- Any other information you voluntarily provide through our contact forms, emails, or during consultations
2.2 Information Collected Automatically
- IP address and browser type
- Pages visited and time spent on our website
- Referring website addresses
- Device information and operating system
- Cookies and similar tracking technologies (see Section 7)
3. How We Use Your Information
We use your personal information for the following purposes:
- To provide our bookkeeping, tax preparation, payroll, financial consulting, and audit support services
- To communicate with you regarding your account, services, and enquiries
- To file tax returns and other documents with the Canada Revenue Agency (CRA) and other government agencies on your behalf
- To process payroll and issue Records of Employment
- To send invoices and process payments for our services
- To comply with legal and regulatory obligations
- To improve our website and services
- To send you relevant updates about tax deadlines, regulatory changes, and our services (with your consent)
4. How We Share Your Information
We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:
- Government agencies: Filing tax returns, payroll remittances, and other required documents with the CRA, Service Canada, and other government bodies as authorised by you or required by law
- Service providers: Trusted third-party software providers (e.g., cloud accounting platforms, payroll processors) that assist us in delivering our services, subject to confidentiality agreements
- Legal requirements: When required by law, court order, or government regulation
- Professional advisors: Our own legal counsel or auditors, as necessary
- With your consent: Any other sharing will only occur with your explicit consent
5. Data Security
We take the security of your personal information seriously and implement appropriate technical and organisational measures to protect it, including:
- Encryption of sensitive data in transit and at rest
- Secure, access-controlled physical and digital storage
- Regular security assessments and updates
- Employee training on data protection and confidentiality
- Multi-factor authentication on all systems containing client data
- Regular backups stored in secure Canadian data centres
While we strive to protect your personal information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections.
6. Data Retention
We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. In general:
- Tax-related documents are retained for a minimum of seven (7) years as required by the CRA
- Bookkeeping records are retained for the duration of our engagement plus six (6) years
- Contact form submissions are retained for up to two (2) years
- Website analytics data is retained for up to twenty-six (26) months
Upon expiration of the retention period, personal information is securely destroyed or anonymised.
7. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience. These may include:
- Essential cookies: Required for the website to function properly
- Analytics cookies: Help us understand how visitors use our website so we can improve it
- Preference cookies: Remember your settings and preferences
You can control cookies through your browser settings. Disabling cookies may affect some website functionality.
8. Your Rights Under PIPEDA
Under PIPEDA, you have the right to:
- Access: Request access to the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete personal information
- Withdrawal of consent: Withdraw your consent to the collection, use, or disclosure of your personal information, subject to legal or contractual restrictions
- Complaint: File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated
To exercise any of these rights, please contact our Privacy Officer using the contact information provided below.
9. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any third-party sites you visit.
10. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the revised policy on this page with an updated "Last updated" date. We encourage you to review this policy periodically.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact our Privacy Officer:
SwiftLedger Financial Services
Attn: Privacy Officer
401 Bay Street, Suite 1600
Toronto, ON M5H 2Y4
Canada
Phone: +1 (416) 555-0192
Email: info@swiftledger.life
You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca if you have concerns about our privacy practices.