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PRIVACY POLICY

Last Updated: September 28, 2026

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VinCan Accounting & Bookkeeping (“VinCan,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of the personal information entrusted to us.

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This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with our website, inquiries, consultations, client relationships, and accounting, bookkeeping, payroll, tax, and related services.

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Our privacy practices are intended to comply with British Columbia’s Personal Information Protection Act (“PIPA”) and other applicable Canadian privacy laws.

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Scope of this Policy

This Privacy Policy applies to personal information that VinCan collects, uses, or discloses in connection with:

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  • visitors to our website;

  • individuals who contact or inquire about our services;

  • prospective and current clients;

  • individuals whose information is provided to us in connection with a client engagement; 

  • other individuals with whom we interact in the course of providing our services.

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Specific engagement letters, agreements, consent forms, or notices may contain additional terms regarding the collection, use, or disclosure of information for particular services. Where applicable, those terms should be read together with this Privacy Policy.

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What Is Personal Information?

Under BC PIPA, personal information generally means information about an identifiable individual.

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Depending on the circumstances, this may include information such as:

  • name and personal contact information;

  • home address;

  • date of birth;

  • Social Insurance Number or other identification information;

  • income and employment information;

  • banking or financial information;

  • tax records and tax history;

  • marital or family information;

  • information about dependants;

  • payroll information;

  • ownership or shareholder information;

  • financial statements and supporting records; and

  • other information relating to an identifiable individual.

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Under BC PIPA, certain business contact information, such as a person’s business telephone number, business address, job title, or business email address used to contact that person in their business capacity, is excluded from the statutory definition of personal information. 

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Information We May Collect

The information VinCan collects depends on the nature of our relationship with you and the services requested.

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Website and Inquiry Information

When you visit our website, request a consultation, or contact us, we may collect:

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  • your name;

  • email address;

  • telephone number;

  • company or business name;

  • information submitted through forms;

  • details about the services you are interested in; and

  • information contained in emails, telephone calls, or other correspondence.

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Our website may also automatically collect limited technical information, including IP address, browser type, device information, operating system, pages viewed, referring website, and other website usage information.

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Client and Professional Service Information

When VinCan provides professional services, we may collect information reasonably necessary to perform the engagement, including:

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  • identification and contact information;

  • tax slips, returns, assessments, and related records;

  • income and expense information;

  • banking and financial records;

  • bookkeeping records;

  • payroll and employee information;

  • corporate, partnership, shareholder, or ownership information;

  • financial statements;

  • invoices, receipts, and supporting documentation;

  • information relating to spouses, dependants, employees, shareholders, partners, or other individuals connected with the engagement; and

  • correspondence with government agencies, tax authorities, financial institutions, advisers, or other authorized parties.

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Established accounting firms similarly recognize that professional engagements can require information relating not only to the client but also to family members, business associates, employees, and other third parties. 

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How We Collect Personal Information

We generally collect personal information directly from you. We may also receive information from other sources where you have authorized the disclosure, where it is necessary to perform services you have requested, or where collection is otherwise permitted by law. These sources may include:

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  • spouses or family members;

  • employees or payroll contacts;

  • business partners or shareholders;

  • legal counsel;

  • financial institutions;

  • insurance advisers;

  • prior accountants or bookkeepers;

  • payroll providers;

  • government agencies, including the Canada Revenue Agency;

  • authorized representatives; and

  • other professional advisers.

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BC PIPA permits collection from other organizations in certain circumstances, including where the individual previously consented and the information is being used for the original purpose or to assist in carrying out work on another organization’s behalf. 

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Purposes for Collecting and Using Personal Information

VinCan may collect and use personal information for purposes including:

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  • responding to inquiries;

  • scheduling and providing consultations;

  • evaluating whether we can provide requested services;

  • establishing and administering client relationships;

  • preparing personal and business tax returns;

  • providing tax planning and tax-related assistance;

  • providing bookkeeping services;

  • preparing financial reports or year-end financial information;

  • administering payroll services;

  • communicating with clients about their files;

  • obtaining information required to complete an engagement;

  • communicating with authorized third parties;

  • communicating with government authorities where required for an engagement;

  • maintaining business and client records;

  • billing and collecting amounts owing;

  • fulfilling legal, regulatory, professional, accounting, and tax obligations;

  • protecting against fraud, unauthorized activity, or security threats;

  • operating and improving our website and services; and

  • other reasonable purposes communicated to you at or before the time of collection.

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VinCan limits the collection, use, and disclosure of personal information to purposes that are reasonable, appropriate in the circumstances, and consistent with applicable privacy laws. Personal information will not be used or disclosed for a materially different purpose unless consent is obtained or such use or disclosure is otherwise permitted or required by law.

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Consent

VinCan obtains consent for the collection, use, and disclosure of personal information in accordance with applicable privacy laws.

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Consent may be express or implied, depending on the nature and sensitivity of the information and the circumstances in which it is collected.

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Personal information will be collected, used, or disclosed only for the purposes identified at or before the time of collection, unless additional consent is obtained or the collection, use, or disclosure is otherwise permitted or required by law.

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Information About Other Individuals

In the course of providing our services, VinCan may receive personal information relating to individuals other than the client, including spouses, dependants, employees, shareholders, business partners, or other individuals connected with the engagement.

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Where a client provides personal information about another individual, the client is expected to have the appropriate authority or consent to provide that information, where required by law.

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VinCan will use and disclose such information only as necessary to provide the requested services, fulfill the purposes of the engagement, or as otherwise permitted or required by law.

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Disclosure of Personal Information

VinCan does not sell personal information.

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We may disclose personal information where reasonably necessary to provide our services or operate our business, including to:

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  • the Canada Revenue Agency and other government or tax authorities;

  • financial institutions;

  • payroll providers;

  • software and technology providers;

  • cloud storage or document-management providers;

  • website hosting providers;

  • professional advisers;

  • accountants, lawyers, or consultants working with or on behalf of a client;

  • contractors or service providers supporting our operations; or

  • other parties authorized by the client.

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We may also disclose personal information where:

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  • you have provided consent;

  • disclosure is required or permitted by law;

  • disclosure is required by court order, subpoena, regulatory requirement, or other lawful authority;

  • disclosure is reasonably necessary to protect the rights, safety, or security of VinCan, our clients, or others; or

  • another circumstance permitted under applicable privacy law applies.

 

BC PIPA permits disclosure only for reasonable identified purposes or circumstances specifically authorized by the legislation. 

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Service Providers and Cloud-Based Systems

VinCan may use third-party service providers to help us operate our business and deliver services. These providers may assist with functions such as:

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  • website hosting;

  • email and communications;

  • document storage;

  • cloud-based accounting software;

  • bookkeeping or payroll systems;

  • scheduling;

  • data processing;

  • security; and

  • other administrative or technology services.

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VinCan remains responsible under BC PIPA for personal information under its control, including information that may be held by another service provider on our behalf. 

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Some service providers may process or store information outside British Columbia or outside Canada. As a result, personal information may be subject to the laws and lawful access requirements of the jurisdiction in which it is processed or stored.

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Website Hosting

The VinCan website is hosted using Wix.

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Information submitted through our website may therefore be processed through Wix systems, databases, hosting infrastructure, or applications associated with the website.

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The website may also include third-party applications or integrations. Those third parties may have their own privacy practices.

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Cookies and Similar Technologies

Our website may use cookies and similar technologies. Cookies are small data files that can be stored on a visitor’s device and used for purposes such as:

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  • operating essential website functions;

  • maintaining security;

  • remembering preferences;

  • understanding website traffic and performance;

  • improving website functionality; and

  • supporting analytics or other website features.

 

Some cookies may be necessary for the website to function correctly. Other cookies may be optional.

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Where applicable, visitors may be able to manage non-essential cookies through a cookie consent tool or their browser settings.

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If VinCan later adds analytics, advertising pixels, or other tracking tools, this section should be updated to accurately identify those practices.

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Marketing Communications

VinCan may communicate with you regarding:

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  • inquiries you have made;

  • consultations;

  • services you have requested;

  • client matters;

  • administrative matters; and

  • other communications reasonably connected with our relationship with you.

 

If VinCan sends promotional or marketing communications, we will seek any consent required by applicable Canadian law and provide an appropriate method to unsubscribe where required.​

 

Accuracy of Personal Information

VinCan will make reasonable efforts to ensure that personal information used to make decisions affecting an individual is accurate and complete.

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Clients are encouraged to provide us with accurate, current, and complete information and to notify us if relevant information changes. 

 

​BC PIPA includes specific obligations relating to the accuracy of personal information.​

 

Safeguarding Personal Information

VinCan recognizes that financial, tax, payroll, and identification information are highly sensitive.

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We use reasonable administrative, physical, and technological safeguards appropriate to the sensitivity of information under our control.

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Depending on the circumstances, these safeguards may include:

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  • restricting information access to individuals who reasonably require it;

  • password-protected systems and accounts;

  • secure electronic storage;

  • appropriate access controls;

  • secure document handling;

  • confidentiality practices; and

  • appropriate use of third-party systems and service providers.

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BC PIPA requires organizations to make reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks. 

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No electronic transmission or storage system can be guaranteed to be completely secure. Accordingly, VinCan cannot guarantee absolute security, but we take reasonable measures designed to protect personal information in our custody or control.

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Retention and Disposal

VinCan retains personal information only for as long as reasonably necessary to:

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  • provide services;

  • complete an engagement;

  • maintain appropriate business and client records;

  • meet tax, accounting, professional, contractual, or legal obligations;

  • resolve disputes; and

  • satisfy applicable limitation or record-retention periods.

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When information is no longer reasonably required, we will take reasonable steps to securely destroy, erase, delete, or anonymize it, subject to legal and professional requirements.

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Our retention obligations may mean that we cannot immediately delete information upon request.

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Access to Personal Information

Subject to applicable legal exceptions, you may request access to personal information about you that is under VinCan’s control.

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Under BC PIPA, an individual may also request information regarding how their personal information has been used and, in certain circumstances, to whom it has been disclosed. 

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Requests should be made in writing to our Privacy Officer using the contact information below.

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We may request information necessary to verify your identity before providing access.

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Access may be refused or limited where permitted or required by law, including circumstances involving another person’s personal information, legal privilege, confidential commercial information, investigations, or other statutory exceptions.

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Correction of Personal Information

You may request correction of an error or omission in personal information about you that is under VinCan’s control.

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Where VinCan is satisfied on reasonable grounds that a correction should be made, we will take steps required by applicable law.

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Where a requested correction is not made, applicable law may require us to annotate the information with the correction that was requested.

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These rights are specifically provided under BC PIPA. 

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Withdrawing Consent

Where VinCan relies on consent for the collection, use, or disclosure of personal information, an individual may generally withdraw that consent by providing reasonable notice.

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There may be circumstances where consent cannot be withdrawn, including where withdrawal would interfere with the performance of a legal obligation.

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Withdrawal of consent may also affect VinCan’s ability to continue providing particular services.

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BC PIPA provides for withdrawal of consent subject to these types of restrictions.

 

Links to Third-Party Websites

Our website may contain links to websites, applications, or services operated by third parties.

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VinCan is not responsible for the privacy practices, content, or security of independent third-party websites.

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We encourage visitors to review the privacy policies of third parties before providing personal information to them.

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Privacy Officer and Accountability

VinCan has designated responsibility for overseeing our privacy practices and compliance with applicable privacy law. BC PIPA requires organizations to designate one or more individuals responsible for ensuring compliance and to make the title and contact information of that person publicly available. 

 

Privacy questions, access or correction requests, and concerns may be directed to:

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Privacy Officer
VinCan Accounting & Bookkeeping
Email: info@vincangroup.com
Telephone: 778-558-6618
Mailing Address: 328 Clark Drive, Vancouver B.C. V5L 5B9, Canada

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Questions and Complaints

If you have a question or concern about VinCan’s handling of personal information, please contact our Privacy Officer.

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We will review privacy-related inquiries and complaints and take reasonable steps to investigate and respond.

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Changes to This Privacy Policy

VinCan may revise this Privacy Policy from time to time to reflect changes in:

  • our services;

  • our website;

  • our technology providers;

  • our information-handling practices; or

  • applicable laws or regulatory requirements.

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The updated version will be posted on this page with a revised Last Updated date.

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Continued use of our website or services after an update does not replace any consent that applicable law specifically requires us to obtain.

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