Privacy Policy

1. Privacy Officer

M&R Books has designated a Privacy Officer responsible for overseeing the protection of personal information.

Any questions, access requests, correction requests, withdrawal of consent requests, or privacy concerns may be directed to the Privacy Officer.

2. Personal Information We Collect

Depending on the services requested, we may collect personal information such as:

• Name
• Email address
• Phone number
• Mailing address
• Business name and business information
• Financial records
• Accounting and bookkeeping records
• Payroll information
• Tax documents
• Government-issued tax identifiers where required for tax or accounting work
• Information submitted through our website, email, booking system, or client communications

We only collect personal information that is necessary for legitimate business, accounting, bookkeeping, tax, administrative, or legal purposes.

3. How We Use Personal Information

We use personal information to:

• Respond to inquiries
• Provide bookkeeping, accounting, tax, payroll, and related services
• Prepare, organize, and maintain client records
• Communicate with clients
• Schedule consultations or appointments
• Meet legal, professional, tax, and regulatory obligations
• Manage our business operations
• Improve our client service and internal processes

4. Consent

By providing personal information to M&R Books, including through our website, email, booking system, or client communications, you consent to the collection, use, and disclosure of your information for the purposes described in this Privacy Policy.

You may withdraw consent where permitted by law. However, withdrawing consent may limit our ability to provide certain services.

5. Storage and Security

Personal information may be stored using secure business systems, including Microsoft 365, SharePoint, Outlook, Microsoft Bookings, QuickBooks, and other professional service platforms used to deliver our services.

We use reasonable administrative, technical, and organizational safeguards to protect personal information, including access controls, password protection, multifactor authentication, encrypted devices, and restricted access to client files.

Although we take reasonable measures to protect information, no electronic system can be guaranteed to be completely secure.

6. Disclosure of Personal Information

M&R Books does not sell personal information.

We may disclose personal information only when necessary, including to:

• Authorized employees, contractors, or professional partners
• Accounting, tax, payroll, legal, or technology service providers
• Government agencies or tax authorities where required
• Service providers that help us operate our business
• Parties required by law, court order, or regulatory obligation

When information is shared with service providers, we take reasonable steps to ensure it is handled securely and only for authorized purposes.

7. Retention of Personal Information

We retain personal information only as long as necessary for the purposes for which it was collected, including to provide services, meet legal obligations, maintain business records, resolve disputes, and comply with tax or regulatory requirements.

When information is no longer required, we take reasonable steps to securely delete, destroy, or anonymize it.

8. Your Rights

Subject to applicable law, you may request to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Withdraw consent where applicable
• Ask questions about how your information is handled
• File a privacy-related complaint

Requests may be sent to info@booksmr.ca.

9. Website, Cookies, and Analytics

Our website may collect limited technical information such as browser type, device information, pages visited, and general usage data.

If cookies, analytics tools, embedded forms, or third-party services are used, they may collect information in accordance with their own privacy practices. Where required, we will provide notice or obtain consent for the use of tracking technologies.

10. Confidentiality Incidents

If M&R Books becomes aware of a confidentiality incident involving personal information, we will take reasonable steps to assess the situation, reduce the risk of harm, notify affected individuals where required, notify the Commission d’accès à l’information du Québec where required, and maintain an internal incident register.

11. Changes to This Policy

M&R Books may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised “Last updated” date.

12. Contact Us

For questions about this Privacy Policy or how personal information is handled, contact: