Information We Collect
HelloFinance Inc. (“HelloFinance,” “we,” “our,” or “us”) collects information necessary to provide our bookkeeping and payroll services. We may collect the following types of information:
Personal Information
- Name, email address, phone number, and mailing address
- Business name, title, and role
- Banking and financial account information necessary to perform bookkeeping services
- Payroll information including employee names, SINs, addresses, and compensation details
- Tax identification numbers (Business Number, HST registration)
Information Collected Automatically
- IP address, browser type, and device information when visiting our website
- Pages visited, time spent, and referring URLs
- Cookies and similar tracking technologies (see Section 9)
How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our bookkeeping, payroll, and financial services
- Communicate with you about your account, services, and support requests
- Process payments and manage billing
- Comply with legal obligations, including tax reporting and regulatory requirements
- Send periodic updates, newsletters, or educational content (with your consent)
- Protect against fraud, unauthorized transactions, and other illegal activities
Legal Basis for Processing
We process your personal information under the following legal bases as permitted by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Canadian privacy legislation:
- Contractual Necessity: Processing necessary to perform our services under our engagement agreement with you
- Legal Obligation: Processing required to comply with Canadian tax and employment laws
- Consent: Processing based on your explicit consent, such as receiving marketing communications
- Legitimate Interest: Processing necessary for our legitimate business interests, such as improving our services and ensuring security
Information Sharing
HelloFinance does not sell, rent, or trade your personal information. We may share information only in the following circumstances:
- Service Providers: With trusted third-party software providers (e.g., QuickBooks, Xero, payroll platforms) necessary to deliver our services, under confidentiality agreements
- Legal Requirements: When required by law, court order, subpoena, or regulatory authority
- Professional Advisors: With your year-end accountant or tax preparer, with your written consent
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice to affected clients
Third-Party Services
In the course of providing our services, we may use third-party software platforms including but not limited to:
- Accounting software (QuickBooks Online, Xero)
- Payroll processing platforms
- Document management and receipt capture tools
- Payment processing services
- Cloud storage providers
Each third-party provider has its own privacy policy governing the use of your data. We select providers that maintain appropriate security standards and comply with applicable privacy laws. We recommend reviewing their privacy policies for details on how they handle your information.
Data Security
We take the security of your information seriously. HelloFinance implements appropriate administrative, technical, and physical safeguards to protect your personal and financial information, including:
- Encrypted storage and transmission of all financial data
- Access controls limiting data access to authorized personnel on a need-to-know basis
- Regular security reviews and updates to our systems and practices
- Secure password policies and multi-factor authentication where available
- Prompt notification (within 48 business hours) of any suspected data breach
While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections.
Data Retention
We retain your personal and financial information for as long as necessary to:
- Provide our services under the active engagement
- Comply with legal, tax, and regulatory retention requirements (minimum 7 years for financial records as required by CRA)
- Resolve disputes and enforce our agreements
Upon termination of our engagement, we will securely destroy or return all client documents and electronic files within 30 days, unless required by law to retain them. Internal working papers may be retained for quality assurance and legal defense purposes for the required retention period.
Your Rights
Under PIPEDA and applicable Canadian privacy legislation, you have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete personal information
- Withdrawal of Consent: Withdraw consent for processing where consent is the legal basis (this may affect our ability to provide certain services)
- Deletion: Request deletion of your personal information, subject to legal retention requirements
- 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 us using the information provided at the bottom of this page. We will respond to your request within 30 days.
Cookies & Analytics
Our website may use cookies and similar technologies to improve your browsing experience. These may include:
- Essential Cookies: Required for the website to function properly (e.g., session management)
- Analytics Cookies: Help us understand how visitors use our site so we can improve it
- Marketing Cookies: Used to deliver relevant content and measure advertising effectiveness
You can control cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.
Changes to This Policy & Contact
HelloFinance reserves the right to update this Privacy Policy at any time. Material changes will be communicated via email or a notice on our website. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.