Privacy Policy

Roxana Rodriguez is an independent professional providing tax preparation, bookkeeping, and related financial services in Ontario, Canada.

I respect the privacy and confidentiality of my clients and am committed to protecting the personal and financial information entrusted to me.

This Privacy Policy explains how I collect, use, protect, retain, and disclose personal information when you visit my website, book an appointment, request services, or communicate with me.

My privacy practices are intended to comply with applicable Canadian privacy laws, including PIPEDA where applicable.

I collect only the information reasonably necessary to provide my services and operate my business.

This may include:

• Contact information: Name, email address, telephone number, and mailing address.
• Appointment information: Your contact details, selected appointment date and time, and information submitted through my website's booking system.
• Tax and financial information: Tax slips, income information, expenses, receipts, business records, and other documents required to prepare tax returns or provide bookkeeping services.
• Business information: Business names, business numbers, invoices, accounting records, and related financial documentation.
• Technical information: Limited technical information that may be collected by my website hosting or booking platform, depending on their configuration.

Please do not submit your Social Insurance Number (SIN), complete tax returns, or other sensitive financial information through general website inquiry or appointment-booking forms.

I use personal information to:

• Schedule and manage appointments.
• Communicate with clients and respond to inquiries.
• Provide tax preparation, bookkeeping, and related services.
• Review documents and prepare requested tax returns and financial records.
• Request missing documentation and clarify information to reduce errors.
• Maintain business and client records.
• Meet applicable legal, tax, accounting, and recordkeeping obligations.
• Maintain the security and functionality of my website and business systems.

I will not use your information for unrelated purposes without obtaining consent where required by law.

My website provides an appointment-booking facility to make scheduling easier, improve communication, and reduce mistakes or misunderstandings.

When you book an appointment, I may use the information you provide to confirm and manage your booking, communicate with you, and prepare for the services requested.

Appointment information may be processed by the website hosting provider or the third-party booking service integrated into the website. The applicable provider's privacy practices may also apply.

Please provide only the information necessary to arrange your appointment. Additional tax and financial documents should be submitted through the document-sharing process described below.

To facilitate the secure and organized handling of confidential client records, I prefer clients to submit their tax and financial documents through Google Drive using the designated document-sharing instructions provided to them.

After uploading your documents, please send an email to roxana@roxanarodriguez.ca confirming that your documents are available for review. The email should serve as a notification and should not ordinarily contain your complete tax returns, SIN, or other highly sensitive financial documents.

To help protect your information:

• Use the designated Google Drive folder or sharing instructions provided for your file.
• Ensure that access is restricted to authorized individuals.
• Do not create or use publicly accessible links for confidential tax documents.
• Do not share passwords, banking login credentials, authentication codes, or access tokens.
• Contact me promptly if you believe documents have been shared incorrectly or accessed without authorization.

Google Drive is a third-party service operated by Google and is subject to its own privacy and security practices. Depending on the service configuration and applicable arrangements, information may be stored or processed outside Canada.

Electronic communication and cloud storage cannot be guaranteed to be completely secure. I take reasonable precautions to protect client information while using these services.

I do not sell or rent personal information.

I may disclose information when reasonably necessary to provide requested services, operate my business, comply with applicable legal requirements, or act on your authorization.

Depending on the circumstances, this may include:

• Government authorities: The Canada Revenue Agency or other tax authorities when required or authorized by law or necessary to provide a service you have requested.
• Technology and service providers: Website hosting, appointment booking, email, document storage, and accounting or bookkeeping software providers that support my work.
• Authorized third parties: Individuals or organizations you have authorized me to contact or provide information to, where appropriate and permitted by law.
• Legal and regulatory authorities: Courts, regulators, or other authorities when disclosure is required by law.

I take reasonable steps to ensure personal information is handled appropriately when third-party services are involved. I limit disclosures to what is reasonably necessary for the relevant purpose, subject to applicable legal requirements.

I may sometimes use AI-assisted tools for limited administrative or document-processing tasks that support my professional work. Depending on the task, these may include helping organize information, extract transaction details, classify records, or prepare preliminary summaries.

AI-assisted tools are used as support tools and do not replace my professional review. I do not rely solely on AI-generated output to make final accounting or tax determinations.

Where personal information may be processed by an AI tool, I take reasonable steps to assess whether the tool is appropriate for the task, limit the information provided, and use available privacy and security safeguards. I avoid submitting sensitive client information to AI services unless the use is appropriate and the applicable privacy, confidentiality, and consent requirements have been addressed.

Third-party AI providers may have their own terms, data-handling practices, and retention policies. The safeguards available depend on the specific tool and account configuration.

I do not intend to use Google Analytics or advertising trackers on my website.

However, the website hosting provider, appointment-booking feature, or other enabled website services may use essential cookies or collect limited technical information to operate the website, maintain security, or support booking functionality.

The actual technologies used depend on the website's configuration and the services enabled. I will review these settings and update this Privacy Policy if my practices change.

Where applicable law requires notice or consent for cookies or similar technologies, I will take appropriate steps to comply.

I take reasonable administrative and technical precautions to protect personal, business, and financial information against unauthorized access, disclosure, loss, misuse, or alteration.

My safeguards may include:

• Restricting access to client files and documents.
• Using appropriate password protection and account security measures.
• Applying restricted-access settings to shared documents.
• Limiting the collection and disclosure of sensitive information.
• Handling and disposing of confidential records appropriately.

No electronic transmission, website, email service, cloud storage platform, or other technology can be guaranteed to be completely secure. I cannot guarantee absolute security, but I take reasonable steps to protect information entrusted to me.

I retain personal information only for as long as reasonably necessary to provide services, maintain appropriate business records, resolve issues, and meet applicable legal, tax, accounting, and recordkeeping obligations.

Certain client records may need to be retained for a prescribed period under applicable law or professional requirements.

When information is no longer required, I take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable retention obligations.

Subject to applicable law and any lawful exceptions, you may request access to personal information I hold about you, ask for corrections to inaccurate or incomplete information, or raise questions or concerns about how your information is collected, used, disclosed, or retained.

You may also withdraw consent for certain uses of your information where permitted by law. However, withdrawing consent may affect my ability to provide certain services or complete work that requires the information.

I may need to verify your identity before responding to a request involving confidential information.

To make a request, please contact me using the information in Section 13.

My website and professional services may rely on third-party services, including GoDaddy, Google Drive, email providers, appointment-booking tools, and accounting or bookkeeping software.

These providers may have their own privacy policies, terms, and security practices. I encourage you to review the applicable policies before using their services.

This Privacy Policy describes my own privacy practices and does not replace the privacy policies of third-party providers.

I may update this Privacy Policy periodically to reflect changes in my business practices, website features, service providers, technology, or applicable legal requirements.

The revised version will be published on this page with an updated “Last Updated” date.

If you have questions about this Privacy Policy, wish to request access to your personal information, or have a privacy-related concern, please contact me:

Roxana Rodriguez
Independent Professional
Website: https://roxanarodriguez.ca/
Email: admin@roxanarodriguez.ca
Telephone: 289-233-1904