Skip to Content

Privacy Policy

Governance Rules and Privacy Policy 

of the firm in matters of protection of 

personal information

1. FOREWORD2. CONSENT3. RESPONSIBILITIES OF THE FIRM AND THE PRP MANAGER4. MODIFICATIONS TO THE POLICY5. THE INFORMATION I GATHER7. ACCESSIBILITY AND RECTIFICATION8. PURPOSES OF DATA COLLECTION9. SECURITY MEASURES10. DISCLOSURE TO THIRD PARTIES11. WITHDRAWAL OF CONSENT12. DESTROY OR ANONYMIZE13. PORTABILITY OF PERSONAL DATA14. REGISTER15. EVALUATION PROCESS16. COMPLAINTS AND HANDLING PROCESS

1. FOREWORD

  1. The purpose of these rules of governance and the privacy policy regarding the protection of personal information (the “Policy”) is to determine the principles that Alexandre Martel (the “Firm”) and its representatives must follow when collecting, using, disclosing, retaining and destroying personal information.
  2. Among other things, the Policy provides a framework for the obligations incumbent upon the Firm, particularly with regard to the roles and responsibilities of the person responsible for access to and protection of personal information (the “Privacy Officer”) and his or her employees in the processing of information. The rights of individuals affected by personal information collected, used, communicated, retained and destroyed by the Firm are set out, as is the process for handling privacy complaints Translated with DeepL.com (free version).
  3. The Policy applies to all personal information relating to customers, suppliers, staff and employees (the “Data Subjects”).

2. CONSENT

By communicating with the Firm, you agree to be bound by this Policy and consent to the collection, use, disclosure, retention and destruction of your personal information in accordance with the terms described in the Policy.

3. RESPONSIBILITIES OF THE FIRM AND THE PRP MANAGER

  1. The Firm is responsible for protecting the personal information it holds, whether it is held by the Firm or by a third party, and regardless of the form in which it is held (written, graphic, sound, visual, computerized or other).
  2. As such, Cabinet takes the necessary security measures to protect this information in a manner commensurate with its sensitivity, and has adopted this Policy.
  3. The Firm's PRP Manager ensures compliance with and implementation of these rules and the Firm's privacy obligations. In particular, he/she participates in the prevention and appropriate management of privacy incidents, the complaint handling process and Privacy Impact Assessments (“PIAs”) as required.

4. MODIFICATIONS TO THE POLICY

The Firm reserves the right to make changes to the Policy at any time by notifying affected Individuals through any contact information available to us. If the changes affect the original consent, the Firm will collect a new consent, if applicable 

5. THE INFORMATION I GATHER

I collect the following information, in whole or in part, when you contact me, in particular for accounting, tax and consulting services:

  1. First and last name(s)
  2. Social Insurance Number (SIN)
  3. Date of birth
  4. Personal mailing address
  5. Personal phone number
  6. Personal email address
  7. Banking information
  8. Marital status and details of your spouse and dependants​
  9. Accounting  records

7. ACCESSIBILITY AND RECTIFICATION

To access or obtain a copy of the personal information I hold about you, or to have inaccurate personal information amended, you may send me a written request. You may also ask how this information is used and ensure that it is accurate and complete, and update it if necessary, to the extent permitted by law

8. PURPOSES OF DATA COLLECTION

I am requesting personal information for a number of purposes, including:

  1. Bookkeeping
  2. Withholding and remittance of taxes
  3. Preparing financial statements
  4. Complete your income tax or information returns, including tax slips
  5. Managing a syndicate of co-ownerships
  6. Communicating with tax authorities
  7. Meet the various standards and requirements of the Ordre des CPA du Québec
  8. Access an online platform for filing, viewing and signing documents
  9. Meeting legal requirements

9. SECURITY MEASURES

I am requesting personal information for a number of purposes, including:

  1. The Firm applies strict security measures to protect your personal information against any unauthorized access, use, disclosure, modification, loss, theft or any other breach of security. The information we collect is protected by computer security measures that are reasonable in light of its sensitivity.
  2. Physical and material security measures include restricting access to your personal information to a selected group of people.
  3. IT security measures include the use of passwords and secure platforms.

10. DISCLOSURE TO THIRD PARTIES

  1. The personal information collected is accessible by me for the purposes set out in this Policy and with which I must comply, or to third parties under service, business or limited mandate contracts.
  2. As mentioned in the previous section on security measures, in such cases, the contracts ensure that they respect the confidentiality and security of your personal information and use it only for the purposes of the contract, mandate or service they are performing.

11. WITHDRAWAL OF CONSENT

You may change or withdraw your consent to the collection, use and disclosure of your personal information at any time by sending written notice to the PRP Manager. I will process your request as soon as possible. You understand that certain functionalities may no longer be accessible or may be restricted following the withdrawal of your consent to this Policy.

12. DESTROY OR ANONYMIZE

If the purpose for which the information was collected has been achieved, Cabinet will securely destroy or anonymize the information as permitted by law in order to use it for serious and legitimate purposes, subject to a retention period stipulated by law..

13. PORTABILITY OF PERSONAL DATA

At your request, I may disclose to a third party certain personal information in my possession.

14. REGISTER

The Firm takes all reasonable steps to minimize any risk of your information being compromised, and keeps a record of any incident that could compromise its confidentiality. In the event of a serious risk to the confidentiality of your information, you will be notified as follows.

15. EVALUATION PROCESS

The Firm will carry out a PIA assessment in the event of any acquisition project or redesign of my IT systems involving personal information. This will be done in consultation with the PRP Manager, taking into account the sensitivity, quantity and purpose of the information concerned..

16. COMPLAINTS AND HANDLING PROCESS

  1. Any Person concerned by personal information collected, used, communicated or retained by the Firm may file a complaint with the PRP Manager. The complaint must be made in writing and indicate the nature of the alleged facts, the date on which the incident occurred, as well as expectations as to the outcome of the complaint. The PRP Manager acknowledges receipt of the complaint and processes it within a maximum of 20 working days.
  2. The firm investigates all privacy complaints and takes appropriate steps to resolve them. For further information on how I handle personal information, please contact:

​Alexandre Martel

In charge for access and​

protection ​of 

personal information 

Cabinet

1321, rue de la Providence ​​

​Longueuil, QC J4K 1B3

​​438-879-4466

info@alexandremartel.ca