Plain Language Privacy Summary

How Creative Minds Accounting (CMA) Protects Your Information

At Creative Minds Accounting, your privacy matters. We handle sensitive financial and personal information every day, and we are committed to keeping it safe, confidential, and used only for the purposes you expect. This summary explains—in simple terms—how we protect your data.

NOTE: CMA’s full Privacy Policy is available upon request.

What Information We Collect

We collect only the information needed to provide bookkeeping, tax preparation, and financial services. This may include:

• Your name, contact information, and identification numbers
• Financial details (income, tax slips, supporting documents)
• Business records (invoices, payroll data, accounting files)
• Other information required to complete your engagement with us

Why We Collect It

We collect your information to:

• Confirm your identity
• Complete bookkeeping, tax, and financial work you have requested
• Meet legal and regulatory obligations
• Communicate with you about your account or our services

We will always tell you why we need information before or when we collect it.

Your Consent

We require your permission to collect, use, or share your information.

• Consent may be written, verbal, or implied when you use our services
• You may withdraw consent at any time, unless legal or contractual obligations prevent it
• We will explain what withdrawing consent means before processing your request

How We Protect Your Information

We use multiple layers of security, including:

• Locked office access and secure physical storage
• Encryption, strong passwords, and secure digital transfer tools (such as TitanFile)
• A preference for Canadian‑based servers whenever possible
• “Need‑to‑know only” access for staff and Approved Contractors

All employees and contractors are required to follow strict confidentiality and privacy rules.

Where Your Information Is Stored

We use trusted, secure technology tools, including:

• Sync.com (Canada) — Canadian server storage
• Google Drive — May store files in the U.S.
• TitanFile (Canada) — Encrypted file exchange
• Professional accounting software (Xero, QuickBooks, Syft, and AutoEntry) - Various locations

We ensure third parties protect your information to standards comparable to CMA’s.

Who We Share Your Information With

We may share your information with:

• Approved Contractors assisting with your file
• Software providers used to deliver our services
• Collectors assisting with overdue accounts
• Public authorities in emergency or legally required situations

We never sell your information.

How Long We Keep Your Information

• Most records are kept for up to 7 years
• Some may be kept up to 10 years if required by law or professional rules
• We do not keep permanent copies of personal tax returns unless legally required or specifically authorized by you

After this period, information is securely deleted or anonymized.

Your Rights

You have the right to:

• Ask what information we have about you
• Request corrections
• Withdraw consent (with limitations)
• Receive information about how we store and use your data
• File a privacy concern or complaint

If a Data Breach Occurs

If your information is ever compromised:

• We will notify you within 48 hours of the breach being discovered
• We will work with security experts to fix the issue
• If the breach involves a third‑party system, we will coordinate with the vendor
• We will take steps to prevent it from happening again

Questions or Concerns?

Privacy Officer – Creative Minds Accounting
290 King Street East, Kitchener, Ontario N2G 2L3
Email: Peter@CreativeMinds.Tax