Privacy Policy
Effective Date: August 9, 2024
Last Updated: April 4, 2025 (Addition of Section 9 - Client Portals)
1. Introduction
4Roots Tax Advisory Professional Corporation ("we," "us," or "our") is dedicated to protecting the privacy of our clients and the individuals associated with their cases ("you" or "your"). This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in compliance with the Personal Information Protection Act (PIPA) of Alberta.
2. Collection of Personal Information
We collect personal information necessary to provide our tax advisory services. This may include, but is not limited to:
Name and contact information (address, phone number, email)
Social Insurance Number (SIN) or other tax identifiers
Financial information relevant to your tax and financial situation
Employment information
Tax return and filing information
This information is collected either directly from you, through the advisors involved in your engagement, or as required in the course of providing tax advisory services.
3. Use of Personal Information
We use your personal information for the following purposes:
To provide tax advisory and preparation services
To communicate with you about your tax matters
To comply with legal, regulatory, and contractual requirements
To improve our services and enhance client experience
To manage and administer our business
4. Disclosure of Personal Information
We do not sell or rent your personal information to third parties. We may disclose your personal information in the following situations:
Service Providers: To third-party service providers engaged to assist in delivering our services (e.g., legal counsel, accountants).
Regulatory Authorities: To government agencies and regulatory bodies, as required by law.
With Your Consent: In any other instances where you provide explicit consent or as otherwise permitted or required by law.
5. Protection of Personal Information
We take reasonable precautions to safeguard your personal information from unauthorized access, use, or disclosure. These measures include physical, technical, and administrative safeguards to ensure the confidentiality and integrity of your data. However, please note that no security system is foolproof.
6. Retention of Personal Information
We retain your personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal and regulatory requirements. Once no longer needed, we will securely destroy or anonymize it.
7. Access to and Correction of Personal Information
You have the right to access and correct your personal information held by us. If you wish to review or correct your personal information, please contact us using the information provided below. We will respond to your request within a reasonable timeframe.
8. Use of AI Tools
We may use secure artificial intelligence (AI) tools to assist in preparing internal documentation, correspondence, or drafting communications in support of our services. These tools are used solely to improve efficiency and do not replace professional judgment. We do not input identifiable personal information into publicly available AI platforms, and where AI tools are used, they are either anonymized or operated within secure and privacy-compliant environments.
9. Client Portals
To securely exchange information, we may use a third-party client portal (currently CCH iFirm) that complies with applicable privacy and data protection laws. Information uploaded to the portal is protected by the portal provider’s security safeguards, and we take reasonable steps to ensure your data remains confidential while using this service.
In some cases, clients may request that we use a portal they provide. Where such a request is accepted, the client is responsible for ensuring that the portal is secure and complies with applicable privacy requirements. We are not responsible for the security, privacy practices, or terms of use of third-party portals not administered by us.
Disclaimer: Changes to this Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes in our practices or legal requirements. We will post any updates on our website, along with the effective date of the changes.
Contact Us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please reach out to us at:
4Roots Tax Advisory Professional Corporation
Chartered Professional Accountant
PO Box 3115
Beaumont, Alberta T4X 1K9
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