Your Privacy

PRIVACY STATEMENT
Reynen Business Services Ltd.

Reynen Business Services, Ltd. (RBS) collects, uses, and discloses personal information in the possession, or under the control, of its clients to the extent required to fulfil its professional responsibilities and operate its business.

RBS is committed to maintaining privacy of personal information provided by its clients and protecting all personal information in its possession or control.

This Privacy Policy sets out the principles and procedures that RBS follows in meeting its privacy commitments to its clients and complying with the requirements of federal and provincial privacy legislation.

Principle #1:
RBS is accountable for personal information in its possession or control.

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

1. RBS 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 RBS.

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

Principle #2:
RBS identifies the purposes for which it collects personal information from clients before it is collected.

RBS collects personal information from clients and uses and discloses such information, only to provide the professional services that the client 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:
RBS obtains a client’s consent before collecting personal information from that client.

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:
RBS 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 RBS’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:
RBS uses or discloses personal information only for purposes for which it has consent, or as required by law. RBS retains personal information only as long as necessary to fulfill those purposes.

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

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 client during the course of a professional service engagement may be:

• shared with RBS’s personnel participating in such engagement

• disclosed to partners and employees within RBS to the extent required to access compliance with applicable professional standards and rules of professional conduct, and RBS’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 RBS’s files for inspection purposes.

4. RBS 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:
RBS 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 clients are encouraged to contact RBS’s engagement partner in charge of providing service to them to update their personal information.

Principle #7:
RBS 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 client 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:
RBS is open about the procedures it uses to manage personal information.

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

Principle #9:
RBS responds on a timely basis to request from clients about their personal information which RBS possesses or controls.

Individual clients of RBS 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 clients of RBS have the right to contact the engagement partner in charge of providing service to them and obtain access to personal information provided by that client.

In certain situations, however, RBS may not be able to give clients access to all their personal information. RBS will explain the reasons why access must be denied and any recourse the client may have, except where prohibited by law.

Principle #10:
Clients may challenge RBS’s compliance with its Privacy Policy.

1. RBS has policies and procedures to receive, investigate, and respond to clients’ complaints and questions relating to privacy.

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

RBS’s Privacy Officer will ensure that a complete investigation of a client complaint is undertaken and will report the results of this investigation to the client, in most cases, within 30 days.