Privacy Policy

Our Privacy Commitment

At Equity Books, we believe in the power of community, respect, and inclusivity. As a queer and trans-owned accounting firm, we know that financial matters can be sensitive - especially for those from marginalized communities. That's why we are committed to protecting your privacy and handling your personal information with care. Our Privacy Policy aligns with the Personal Information Protection and Electronic Documents Act (Canada) and reflects our core values of confidentiality, compassion, and accessibility. We are committed to fostering a culture of openness and support, empowering you to understand how your information is collected, used, and kept safe.

Equity Books was founded to create a safe and supportive space for financial literacy and empowerment, especially for members of the LGBTQ2S+ community, racialized individuals, and others who have historically faced barriers to inclusive services. We strive to make financial

literacy available to everyone by breaking down these barriers and providing clear, supportive guidance that is easy to access. Your trust means everything to us, and we take our responsibility to safeguard your information seriously. Our privacy practices are designed to honour your identity and protect your financial well being, reflecting our dedication to community care and transparency.

We believe in clarity, integrity, and safety when it comes to your data, and we want you to understand how to keep your information secure.

Definitions

Personal Information

Information about an identifiable individual, excluding information such as name, title, business address, or telephone number that is used solely for business purposes.

Disclosure

Making personal information available to a third party.

Consent

Voluntary agreement for the collection, use, or disclosure of personal information for defined purposes. Consent may be express or implied, depending on the situation.

Use

The treatment, handling, and management of personal information by Equity Books or by a third party.

Principles

Accountability

Identifying Purposes

Consent

Limiting Collection

Limiting Use, Disclosure, & Retention

Accuracy

Safeguards

Openness

Individual access

Challenging compliance

Equity Books is responsible for personal information under its control. As the sole-practitioner of Equity Books, Bobby-Joe Zeiberg is accountable for ensuring compliance with the Personal Information Protections and Electronic Documents Act (Canada). Bobby-Joe has educated themself on best practices and is available to address any concerns. Contact bobby-joe@equitybooks.ca if you have any questions about Equity Books' Privacy Policy.

We will identify the purposes for which we collect personal information at or before the time of collection. This ensures that clients understand why their information is needed and how it will be used.

We require your knowledge and consent for the collection, use, or disclosure of your personal information, except where inappropriate (e.g., legal or security reasons). Consent may be given in various forms, such as written, verbal, or implied, depending on the sensitivity of the information and the nature of its use. We ensure that you understand what you are consenting to and why your information is needed. You may withdraw your consent at any time, subject to legal or contractual obligations, by contacting bobby-joe@equitybooks.ca.

We only collect personal information necessary for the identified purposes. Collection is conducted by fair and lawful means.

Personal information is not used or disclosed for purposes other than those for which it was collected, unless with your consent or as required by law. We retain personal information only as long as necessary. When personal information is no longer needed, we ensure it is securely destroyed or anonymized.

We strive to keep personal information accurate, complete, and up to date to minimize the risk of inappropriate use. You may request updates to your information at any time by contracting us.

Personal information is safeguarded using security measures appropriate to its sensitivity. We employ administrative, technical, and physical safeguards to protect your data, including data encryption, secure access protocols, and restricted access to authorized personnel only.

We will provide you with clear and easily accessible information about our privacy policies and practices. You are encouraged to reach out to us at bobby-joe@equitybooks.ca with any questions.

Upon request, you can access your personal information and be informed of its use or disclosure. You have the right to challenge the accuracy and completeness of your personal information and have it amended if necessary. We aim to respond to access requests within 30 days.

You have the right to address a challenge regarding our compliance with the above principles. We have procedures in place to respond to inquiries and complaints. Any concerns will be investigated promptly, and corrective actions will be taken if needed.

Why We Collect Your Personal Information

At Equity Books, we collect personal information for the following purposes:

To provide professional accounting, financial planning, and advisory services to out clients, tailored to individual needs. We value each Clients unique circumstances and always strive for financial empowerment for all.
To ensure our services align with our values of accessibility, inclusivity, and community care. This includes collecting only the information that is necessary to support you and make sure our services are accessible to everyone.
To facilitate our communication with you, including sharing helpful resources and insights about our services if you choose to receive them. We aim to keep you informed in ways that honour your privacy and preferences.

If you prefer not to receive these communications, simply let us know and we will adjust your preference.

How We Protect Your Personal Information

Your trust is important to us, and we strive to create a safe environment for your data:

We collect only the information needed to serve you and ensure we provide the best possible service, in line with our values of accessibility and community care.
We keep your information secure using appropriate safeguards, including physical, administrative, and technological measures designed to protect against loss, theft, and unauthorized access.
We honour your preferences and ensure your personal information is up to date, accurate, and available to you upon request.
In the event of a data breach, we will notify affected individuals as soon as possible and provide guidance on how to protect against further risks. We will also notify the relevant authorities in compliance with PIPEDA requirements.

When We Disclose Personal Information

We only disclose your personal information with your consent, unless required by law. We may share information under the following conditions, ensuring that your consent is obtained wherever appropriate:

As required by applicable law (such as court orders or regulatory requirements).
To service providers who support us in delivering our services (such as IT support) under strict confidentiality agreements.
To defend our firm in legal proceedings where necessary to protect our ability to provide services.
We ensure that any third party with access to your personal information is vetted for security compliance and adheres to confidentiality agreements.

We never sell your personal information, and any third party that accesses it does so solely to support our commitment to you, while remaining under our control.

Your Choices

You are in control of your information. You have the right to:

Refuse to provide personal information to us, knowing that this may limit our ability to serve you.
Withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice.
Access, update, or correct any inaccuracies in your personal information. To make changes or request access, please contact bobby-joe@equitybooks.ca.

Please reach out with any questions or concerns about how your personal information is managed. We want you to feel comfortable, knowing your concerns will always be addressed with care.

Commitment to Equity, Inclusion, and Sustainability

Equity Books is more than just an accounting firm. We are dedicated to creating an environment of financial empowerment, inclusivity, and support. As a trans and queer-owned company, we recognize that privacy, safety, and access to information are key aspects of community care and individual empowerment.

We are always open to improving how we care for your privacy and your personal information, and we welcome feedback from our community as we continue to learn and grow.

For more information, visit the Privacy Commissioner of Canada's website at www.priv.gc.ca.