Privacy Policy

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Effective Day: August 5, 2025

Organization Name: Olaya Management & Accounting Inc.

1. Purpose of This Policy

Olaya Management & Accounting Inc. is committed to safeguarding your privacy and handling your personal information in accordance with applicable Canadian laws.

This Privacy Policy describes what information we collect, how we use it, how we protect it, and your rights concerning your data.

This policy applies to all personal information collected from clients, prospective clients, and website visitors in connection with the delivery of our accounting, tax, advisory, and SMS notification services.

2. Information We Collect

We collect the following information:

2.1. For Professional Services:

• Full legal name
• Address, phone number, and email
• Date of birth
• Social Insurance Number (SIN)
• Financial records, employment, and income information
• Tax documents, slips, and other government-issued forms
• Business registration numbers (e.g., BN, GST/HST number)
• Access to CRA accounts via "Represent a Client" authorization
• Other information provided to fulfill accounting and tax services

2.2. For SMS Notifications and Reminders:

• Mobile phone number
• Date and time of opt-in consent
• Communication logs (e.g., STOP or HELP replies)

3. How We Collect Information

Directly from clients, such as in person, by phone, via email, or through forms. Or through CRA authorization as your authorized representative. While providing accounting, tax preparation, and advisory services, we may collect or access personal and business tax information through third-party sources, including the Canada Revenue Agency (CRA), where you have authorized us to act as your representative. This information may include:

• Notice of Assessment and Reassessment
• Tax slips (e.g., T4, T5, RRSP contributions)
• Business account balances, GST/HST filings, payroll data
• Correspondence or compliance-related notices 

This access is governed by your explicit authorization via CRA’s "Represent a Client" service and is used solely to carry out our professional duties on your behalf.

• From third-party service providers (e.g., bookkeeping platforms, payroll services)
• From our website and SMS opt-in forms

We do not acquire contact lists or personal data from third-party sources, nor do we scrape or extract data from external databases.

4. How We Use Your Information

We use your information solely for the delivery of our services and to maintain an effective client relationship. This includes:

4.1. For Professional Services:

• Provide accounting, tax and advisory services
• Access CRA account data and tax slips
• Prepare and file personal and corporate tax returns
• Comply with legal and regulatory obligations
• We may use your contact information to respond to your inquiries, provide service-related updates, or assist with any support needs. 

4.2. For SMS Notifications and Reminders:

• Invoice Reminders: If you opt in, we will send you automated reminders for pending or overdue invoices. These messages are generated through an integration of our      invoicing platform and our SMS service provider(s). This integration extracts limited data from our invoicing platform (QuickBooks Online) to  deliver the relevant notifications.
• Recurring Deadline Reminders: If you opt in, we will send you automated reminders via text message for important tax deadlines, including but not limited to: HST, T2 corporate filings, and personal income tax deadlines. These reminders will require us to share certain information regarding your recurring tax deadlines with provider(s) of automated text message reminders.

We do not use your information for advertising or marketing purposes. All messages sent are strictly transactional, service-related, or regulatory in nature.

5. Sharing and Disclosure

We do not sell, share, or transfer mobile phone numbers or SMS opt-in consent for marketing purposes with third parties. Your information is used solely for service-related communications.

We may share limited information with:

Legal or regulatory authorities

Only when required to comply with applicable laws, legal proceedings, or government requests.

Business text messaging provider(s) and QuickBooks Online

If you opt in to receive recurring SMS reminders, limited personal data may be shared with our SMS provider(s). This may occur either through direct interaction or through integrations with platforms such as QuickBooks Online.

We do not control or define which specific data fields are transferred between integrated systems (e.g., between QuickBooks Online and our SMS platform). The data shared is determined by the systems involved and may include, for example:

• Basic contact details (e.g., name, phone number, business name)
• Reminder-related context (e.g., invoice status, amounts due).

We do not intentionally share sensitive personal identifiers or financial information with our SMS provider(s). This includes, but is not limited to:

• Social Insurance Numbers (SIN)
• Tax return data
• Banking credentials

All service providers we use (such as SMS platforms) are contractually obligated to use your data only for the purposes we authorize, and never for marketing or independent use. While we carefully select reputable, security-conscious providers, Olaya Management & Accounting Inc. is not responsible for actions taken by these providers that are outside of our control or in breach of their obligations.

6. Data Retention

We retain information only as long as needed for:

• Ongoing client relationships
• Legal and accounting obligations (e.g., CRA record-keeping up to 7 years)

You may request deletion of your data, which we will process unless prohibited by law.

7. Your Rights

You have the right to:

• Access  & correct  your personal data
• Withdraw  Consent / Opt-Out     of text reminders.
• Request  Deletion of your data (with exceptions for legal compliance)
• File  Complaints with us or with the Office of the Privacy Commissioner of Canada

Requests can be submitted via the contact information below. 

8. Updates to This Policy

We may revise this policy from time to time. Material updates will be posted promptly or communicated directly if applicable. Continued use of our services indicates your acceptance of changes.

9. Contact Information

For questions or to exercise your rights, contact:

Olaya Management
Tel: (905) 266-2835
Email: info@olaya-ma.com
www.olaya-ma.com
1155 Barmac Drive, Unit 2B
North York, ON M9L 1X4

We aim to respond within 5 business days.