Privacy Policy

Last Updated: November 16th, 2025

This Privacy Policy describes how Evergreen Solutions (“we,” “our,” or “us”) collects, uses, discloses, stores, and protects personal information in the course of providing bookkeeping, accounting, and tax-preparation services in Canada.

We are committed to safeguarding the personal, financial, and business information provided to us by clients and complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws.

If you have any questions, please contact:
Evergreen Solutions
Email: info@evergreen-solutions.ca
Phone: 343-843-0144

1. Personal Information We Collect

We collect only the information necessary to provide bookkeeping, accounting, and tax services. This may include:

Personal identification
  • Name, address, phone number, email
  • Date of birth
  • Social Insurance Number (SIN)
  • Copies of government-issued identification (if required)
Financial and tax information
  • T-slips, tax documents, assessments
  • Payroll and employment information
  • Banking and financial statements
  • Invoices, receipts, ledgers, and accounting records
  • Business financial information, proprietary data, and statements
Technical information

When using our website or secure client portal:

  • IP address
  • Browser type
  • Login logs and security monitoring data

2. How We Use Personal Information

We use personal information for the following purposes:

  • Preparing and filing personal and business tax returns
  • Providing bookkeeping, accounting, payroll, and advisory services
  • Communicating with clients, responding to inquiries, and scheduling
  • Verifying identity and preventing fraud
  • Maintaining internal records and compliance with legal obligations
  • Meeting requirements of the Canada Revenue Agency (CRA)
  • Billing and payment processing
  • Maintaining security and integrity of our systems

We do not use client information for marketing unless explicit consent is provided.

3. Disclosure of Information

We do not sell, rent, trade, or otherwise share personal information except in the following circumstances:

A. With Your Explicit Authorization

Information may be shared with:

  • Canada Revenue Agency (CRA)
  • Payroll providers
  • Financial institutions
  • Legal representatives
  • Other advisors or professionals you authorize

You must provide written or electronic consent for any non-mandatory disclosure.

B. When Required by Law

We may disclose information without consent when:

  • Required under the Income Tax Act or other legislation
  • Responding to subpoenas, court orders, or regulatory requests
  • Necessary to protect our legal rights or prevent fraud
C. Third-Party Service Providers

We use reputable third-party applications to support our services, which may include:

  • Email providers
  • Secure cloud storage solutions (e.g., Dropbox, Google Workspace, Microsoft 365)
  • Accounting and tax software
  • Website hosting and secure client portals

These providers may store or process data inside or outside Canada, subject to their own security and privacy safeguards.

We take reasonable steps to ensure third-party processors meet appropriate privacy and security standards.

4. No Accountant–Client Privilege

In Canada, communications between a client and an accountant are not legally privileged.

This means:

  • We may be legally required to disclose information to the CRA or law enforcement.
  • Privilege exists only between a client and a lawyer (or a CPA acting under a lawyer’s direction within a legal retainer).

We will always notify you of a disclosure request unless prohibited by law.

5. Client Portal, Uploads, and Digital Communication

We offer optional electronic methods for submitting documents and communicating, including:

  • Secure client portals
  • Encrypted file upload systems
  • Email
  • Cloud storage integrations (e.g., Dropbox)

While reasonable safeguards are in place, no electronic transmission is perfectly secure, and clients should consider the risk when submitting sensitive information electronically.

6. Data Storage and Security

We take reasonable administrative, technical, and physical measures to protect personal information, including:

  • Encrypted storage through secure providers
  • Multi-factor authentication where available
  • Access controls and permissions
  • Regular backups and restricted access to authorized personnel
  • Secure deletion procedures
  • SSL/HTTPS encryption on our website and client portal

Despite these precautions, no method can guarantee absolute security.

7. How Long We Keep Information

We retain client information for as long as necessary to:

  • Provide ongoing services
  • Meet tax and legal record-keeping requirements (typically 7–8 years)
  • Resolve disputes and maintain accurate records

After the retention period, data is securely destroyed.

8. Your Rights

You may request:

  • Access to your personal information
  • Correction of inaccurate information
  • Withdrawal of consent (where applicable)
  • Information on how your data is stored or used

Requests can be made by contacting us in writing.

9. Use of Cookies and Website Tracking

Our website may use cookies or analytics tools to improve functionality and security. You can disable cookies through your browser settings, though this may affect website performance.

10. Changes to This Privacy Policy

We may update this policy from time to time. The “Last Updated” date at the top will reflect the latest revision. Continued use of our services constitutes acceptance of the updated policy.

11. Contact Information

For privacy inquiries, access requests, or complaints, contact:

Evergreen Solutions
Email: info@evergreen-solutions.ca
Phone: 343-843-0144
Address: