Privacy Policy

Trim Tax ("we", "us") is committed to protecting the personal information of our clients and website visitors. This policy explains what we collect, why, and how we protect it, in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.

This policy applies to personal information collected through trimtax.ca, by phone, by email, through our secure client portal and in person at our Vaughan office.

Information we collect

Contact details you provide (name, email, phone, province); information needed to deliver our services, such as tax slips, financial records, Social Insurance Numbers, business numbers and CRA correspondence; information about your use of our website collected through cookies and analytics; and records of our communications with you.

We collect only the information we need for the purposes described below. If you provide information about another person, such as a spouse, dependant, employee or shareholder, please make sure they know you are sharing it with us.

Why we collect it

To respond to inquiries, provide the services set out in your engagement letter, file returns and represent you before the CRA where you have authorized us, meet our professional and legal obligations, and improve our website.

We do not use your personal information for any new purpose without first identifying that purpose and, where required, obtaining your consent.

Consent

We collect, use and disclose personal information with your consent, which you give by submitting a form, signing an engagement letter or providing documents. You may withdraw consent at any time, subject to legal and contractual restrictions; withdrawing consent may mean we cannot provide some services.

Disclosure

We disclose information to the CRA and other government bodies only as needed to deliver your services or as required by law, and to service providers who support our operations (for example, tax software, secure portal, e-signature and cloud storage providers) under confidentiality obligations. We do not sell personal information.

We may also disclose information where required by law, a court order or the rules of our professional regulator, or with your written direction (for example, to your lender, lawyer or financial advisor).

Storage and security

Information is stored using encrypted systems with access limited to staff who need it. Some service providers may store data outside your province or outside Canada, where it is subject to local laws. We retain records for as long as required by professional standards and tax law, then destroy them securely.

Our safeguards include encrypted file transfer through our client portal, multi-factor authentication on our systems, confidentiality agreements with staff and service providers, and secure destruction of paper and electronic records. Email is not a secure method of sending sensitive documents; please use the client portal for tax slips, statements and identification.

Retention

Tax and accounting records are generally kept for at least six years from the end of the last tax year to which they relate, as required by the CRA, and longer where professional standards or an ongoing matter require it. Website inquiries that do not lead to an engagement are deleted within a reasonable period.

Privacy breaches

If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as required by law, and keep a record of the breach.

Your rights

You may request access to, or correction of, the personal information we hold about you by contacting our Privacy Officer.

We respond to written requests within 30 days. If we cannot provide access to some information, for example because it would reveal information about another person or is subject to legal privilege, we will explain why. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

Cookies and analytics

Our website uses cookies to function and to measure performance. You can control cookies through your browser settings.

We use analytics tools to understand how visitors use the site in aggregate, such as which pages are viewed and how forms are completed. We do not use this information to identify you personally.

Third-party links

Our website may link to other websites, such as the CRA, Google or social media platforms. We are not responsible for the privacy practices of those websites; please review their policies.

Changes to this policy

We may update this policy from time to time. The current version is always posted on this page with the date of the latest update.

Contact

Privacy Officer, Trim Tax, 400 Applewood Cres., Suite 100, Vaughan, ON L4K 0C3 · info@trimtax.ca. Last updated: October 15, 2026.