Your Privacy

PRIVACY STATEMENT
S. McInnes & Associates Ltd. (formerly Reynen Business Services Ltd.)

S. McInnes & Associates Ltd. (S. McInnes) (formerly Reynen Business Services, Ltd. (RBS) collects, uses, and discloses personal information in the possession, or under the control, of its customers to the extent required to fulfill its professional responsibilities and operate its business.

S. McInnes & Associates Ltd. is committed to maintaining privacy of personal information provided by its customers and protecting all personal information in its possession or control.

This Privacy Policy sets out the principles and procedures that S. McInnes & Associates Ltd. follows in meeting its privacy commitments to its customers and complying with the requirements of federal and provincial privacy legislation.


Principle #1:
S. McInnes & Associates Ltd.  is accountable for personal information in its possession or control.

S. McInnes & Associates Ltd.  is accountable for all personal information in its possession or control. This includes any personal information that S. McInnes & Associates Ltd. received directly from customers who are individuals, or indirectly, through customers that are organizations (e. g., corporations, government entities, not-for-profit organizations).

1.  S. McInnes & Associates Ltd. has:

• established and put into effect policies and procedures aimed at properly protecting personal information

• educated its partners and employees regarding its privacy policy and their role and responsibilities in keeping personal information private

• appointed its Privacy Officer to oversee privacy issues at S. McInnes & Associates Ltd.

2.  If you have any questions about S. McInnes & Associates Ltd. ’s privacy policies and practices, contact S. McInnes & Associates Ltd. ’s Privacy Officer by e-mail, phone or mail.


Principle #2:
S. McInnes & Associates Ltd.  identifies the purposes for which it collects personal information from customers before it is collected.

S. McInnes & Associates Ltd. collects personal information from customers and uses and discloses such information, only to provide the professional services that the customer has requested. The types of information that may be collected for this engagement, and the purposes for which it is collected, are set out in under Principles 3 and 4 of this privacy statement.


Principle #3:
S. McInnes & Associates Ltd.  obtains a customer’s consent before collecting personal information from that customer.

The engagement letter to which this privacy statement would be attached sets out your responsibility to obtain any consents required under applicable privacy legislation, for collection, use and disclosure to us of personal information. By signing the engagement letter, you are formally acknowledging this responsibility.

Such personal information could include:

  1. home addresses
  2. home telephone numbers
  3. personal identification numbers (e. g., social insurance numbers, credit card numbers)
  4. financial information (credit ratings, payroll information, personal indebtedness)
  5. personnel information (e. g., employment history, references to criminal records)

Principle #4:
S. McInnes & Associates Ltd.  collects only that personal information required to perform its professional services and operate its business, and such information is collected by fair and lawful mean.

The partners and staff involved in this engagement need access to some or all of the types of personal information, noted under principle 3 above, to obtain information to support S. McInnes & Associates Ltd. ’s preparation of a persons income tax or compilation of a company’s financial statement.

Such personal information will be a significant component of various transactions and events affecting the financial statements and tax returns..


Principle #5:
S. McInnes & Associates Ltd.  uses or discloses personal information only for purposes for which it has consent, or as required by law. S. McInnes & Associates Ltd.  retains personal information only as long as necessary to fulfill those purposes.

1. As required by professional standards, rules of professional conduct and regulation, S. McInnes & Associates Ltd. documents the work it performs in records, commonly called working paper files. Such files may include personal information obtained from a customer.

2. Working paper files and other files containing, for example, copies of personal tax returns are retained for the time period required by law and regulation.

3. The personal information collected from a customer during the course of a professional service engagement may be:

• shared withS. McInnes & Associates Ltd. ’s personnel participating in such engagement

• disclosed to partners and employees within S. McInnes & Associates Ltd.  to the extent required to access compliance with applicable professional standards and rules of professional conduct, and S. McInnes & Associates Ltd. ’s policies, including providing quality control reviews of work performed

• provided to external professional practice inspectors (e. g., representatives of the Canadian Public Accountability Board,), who by law, professional regulation, or contract have the right of access to S. McInnes & Associates Ltd. ’s files for inspection purposes.

4. S. McInnes & Associates Ltd.  regularly and systematically destroys, erases, or makes anonymous personal information no longer required to fulfill the identified collection purposes, and no longer required by laws and regulations.


Principle #6:
S. McInnes & Associates Ltd.  endeavors to keep accurate, complete, and up-to-date, personal information in its possession or control, to the extent required to meet the purposes for which it was collected.

Individual customers are encouraged to contact S. McInnes & Associates Ltd. ’s engagement partner in charge of providing service to them to update their personal information.


Principle #7:
S. McInnes & Associates Ltd.  protects the privacy of personal information in its possession or control by using security safeguards appropriate to the sensitivity of the information.

1. Physical security, including restricted access, alarmed building access, is maintained over personal information stored in hard copy form. Partners and employees are authorized to access personal information based on customer assignment and quality control responsibilities.

2. Authentication is used to prevent unauthorized access to personal information stored electronically. Encryption is used to prevent unauthorized access to personal tax information received or sent over the Internet. General email and fax are not secure and will require a release by you to supply this information to yourself or others (such as bankers, financial advisors etc)by these means.


Principle #8:
S. McInnes & Associates Ltd.  is open about the procedures it uses to manage personal information.

Up-to-date information on S. McInnes & Associates Ltd. ’s privacy policy can be obtained by contacting S. McInnes & Associates Ltd. ’s Privacy Officer
(see contact information under principal 1).


Principle #9:
S. McInnes & Associates Ltd.  responds on a timely basis to request from customers about their personal information which S. McInnes & Associates Ltd. possesses or controls.

Individual customers of S. McInnes & Associates Ltd. have the right to contact the engagement partner in charge of providing service to them and obtain access to their personal information.

Similarly, authorized officers or employees of organizations that are customers of S. McInnes & Associates Ltd.  have the right to contact the engagement partner in charge of providing service to them and obtain access to personal information provided by that customer.

In certain situations, however, S. McInnes & Associates Ltd. may not be able to give customers access to all their personal information. S. McInnes & Associates Ltd. will explain the reasons why access must be denied and any recourse the customer may have, except where prohibited by law.


Principle #10:
Customers may challenge S. McInnes & Associates Ltd. ’s compliance with its Privacy Policy.

1. S. McInnes & Associates Ltd. has policies and procedures to receive, investigate, and respond to customers’ complaints and questions relating to privacy.

2. To challenge S. McInnes & Associates Ltd. ’s compliance with its Privacy Policy, customers are asked to provide an e-mail message or letter to S. McInnes & Associates Ltd.’s Privacy Officer (see contact information under principal 1 above).

S. McInnes & Associates Ltd.’s Privacy Officer will ensure that a complete investigation of a customer complaint is undertaken and will report the results of this investigation to the customer, in most cases, within 30 days.

Part of your business… part of your team…