Privacy Policy
Effective date: September 7, 2026 · Last updated: September 7, 2026
SmartBookswpg ("SmartBookswpg," "we," "us," or "our") is a Winnipeg, Manitoba-based accounting and bookkeeping firm. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit smartbookswpg.com (the "Website"), submit an inquiry through our contact form, or engage us for accounting, bookkeeping, tax, or payroll services (the "Services").
We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal private-sector privacy law. If you are located outside Canada, by using the Website or our Services you understand that your information will be processed in Canada.
1. Information We Collect
a) Information you submit through the Website
When you complete the contact form on our Website, we collect the information you provide: your name, email address, phone number, the service you're interested in, and the content of your message. This form does not request or accept sensitive identifiers (such as a Social Insurance Number) or financial documents — please do not include these in a website inquiry.
b) Information collected in the course of providing Services
If you engage us as a client, we collect additional personal information necessary to prepare and file tax returns, maintain bookkeeping records, process payroll, or provide CRA representation — which may include your Social Insurance Number, date of birth, mailing address, income and expense records, banking details for direct deposit, tax slips, and other financial and identity documents. This information is provided directly by you (or your authorized representative) through secure channels we agree on together — email, in-person, or a shared document folder — never through the public website contact form.
c) Automatically collected information
The Website does not use analytics, advertising, or tracking cookies. Standard web server logs (such as IP address and browser type) may be retained temporarily by our hosting provider for security and operational purposes, consistent with typical web hosting practices.
2. How We Use Your Information
We use personal information to: respond to inquiries submitted through the contact form; schedule consultations; prepare and file personal and corporate tax returns; perform bookkeeping and payroll services; communicate with the Canada Revenue Agency (CRA) on your behalf where you have authorized us as your representative; send service-related communications; and meet legal, regulatory, and professional record-keeping obligations.
We do not use your information for automated marketing profiling, and we do not sell, rent, or trade your personal information to third parties.
3. How We Store and Protect Your Information
Contact form submissions are transmitted directly to a private Google Sheet, accessible only through an authenticated staff dashboard protected by a salted, hashed password (your form submission itself is never password-protected or public). Client financial and tax records are stored using access-controlled tools appropriate to the sensitivity of the data, and are not published, embedded, or exposed on the public Website at any point.
No method of electronic storage or transmission is 100% secure. While we take reasonable administrative and technical measures to protect your information, we cannot guarantee absolute security.
4. Third-Party Service Providers
The Website loads fonts, icons, and interface libraries from third-party content delivery networks (Google Fonts, Font Awesome, Alpine.js) solely to render the page — these providers may receive standard technical request data (such as your IP address) as an ordinary consequence of serving those files, but no personal information you enter on this site is shared with them. Contact form data is processed through Google's infrastructure (Google Sheets and Google Apps Script) under the Google account that operates this service. We do not use any other third-party analytics, advertising, or form-processing service.
5. CRA Authorization
If you authorize SmartBookswpg as your CRA representative (through CRA My Account or another CRA-recognized method), we access only the CRA account information necessary to provide the Services you've engaged us for, and only for as long as that authorization remains active. You may revoke this authorization with CRA at any time.
6. Data Retention
We retain contact form inquiries only as long as reasonably necessary to respond to them and for a limited period afterward for our own records. Client financial and tax records are retained for the period required by CRA record-keeping requirements and applicable professional standards, after which they are securely deleted or destroyed.
7. Your Rights
Under PIPEDA, you have the right to: know why we collect, use, or disclose your personal information; access the personal information we hold about you; request correction of inaccurate information; and withdraw consent for our continued use of your information, subject to legal or contractual restrictions (for example, information we're required to retain for tax filing purposes). To exercise any of these rights, contact us using the details below.
8. Children's Privacy
Our Website and Services are directed at adults and businesses. We do not knowingly collect personal information from children.
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the Website after changes take effect constitutes acceptance of the revised policy.
10. Contact Us
Questions about this Privacy Policy, or requests to access, correct, or withdraw consent regarding your personal information, can be directed to:
SmartBookswpg
Winnipeg, Manitoba, Canada
Email: Info@SmartBookswpg.com
Phone: +1 204-557-1301