Privacy & Content Policy

This policy applies to the TaxLedger website and Service, including the questionnaire, document upload, your multi-year tax file, and the tools we provide to accounting firms working with their clients through the Service. It covers both personal information (data about you) and your content (documents and answers you provide).

We collect only what the Service needs to work:

• Account information — your name, email address, and province.
• Documents you upload — for example, a Notice of Assessment or T1 return, and the tax data we extract from them (income lines, credits, deductions, carry-forward balances).
• Answers you provide — questionnaire responses and answers to follow-up questions about your tax situation.
• Consent records — a log of the permissions you grant or withdraw (for example, sharing with a firm), so both you and we can see exactly what was agreed and when.
• Usage data — first-party product analytics (like which step of onboarding was reached). Events are linked to your account or an anonymous identifier so we can measure product flows; they are never enriched with advertising data or tied to advertising profiles.

We use your information to:

• run your analysis — extract data from your documents, build your multi-year tax file, and surface potential tax opportunities with estimates and deadlines;
• keep your tax file current across years, so past uploads keep working for you as new tax years and new rules arrive;
• connect you with a tax professional or firm — only where you have given explicit consent;
• operate, secure, and improve the Service, including improving our document extraction and analysis systems;
• communicate with you about your account, your findings, and material changes;
• meet our legal obligations.

We never sell your personal information, and we do not use your tax documents for advertising. Your documents are processed within our own infrastructure and are not used to train third-party AI models.

We retain your account information, uploaded documents, and extracted tax data for as long as your account is active. By using the Service, you consent to this retention. We keep your data by default rather than deleting it after each analysis, because retention is core to what the Service does: the Canada Revenue Agency generally allows adjustments up to ten years back, so your historical documents and extracted data stay valuable for future analyses, new findings under changed rules, and work you may later do with a tax professional. Deleting your data after each session would break your multi-year tax file.

If you ask us to delete your data or close your account (see Your rights and choices), we will delete or anonymize your personal information within 30 days, except where we are legally required to keep certain records (for example, consent logs or fraud investigations), in which case we keep only what is required, only for as long as required. Residual copies may persist in encrypted backups for up to 90 days before being purged on our regular backup cycle.

If your account stays inactive for an extended period, we may contact you at your account email and, after reasonable notice, delete or anonymize your data rather than keep it indefinitely.

We may retain de-identified and aggregated data — data that can no longer reasonably identify you — indefinitely, to improve the Service and understand how it is used.

Your data is visible only to:

• You. Your tax file belongs to you.
• A tax professional or firm you approve. Firms can see or request your data only after you give explicit consent, which you can review and withdraw in Settings. Withdrawing consent stops future access. Copies a firm already received while your consent was active are held by that firm under its own professional and legal obligations — contact the firm directly about those.
• Service providers who host and operate our infrastructure under contractual confidentiality and security obligations. They process data on our instructions only.
• Authorities, where the law requires it — for example, a valid court order. We disclose only what we are legally compelled to.

If we are ever involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction; this policy (or one at least as protective) will continue to apply, and we will notify you of any material change.

Your documents and tax data are hosted on infrastructure located in Canada. If any supporting service processes data outside Canada, we require contractual protections consistent with this policy and Canadian privacy law.

We protect your data with encryption in transit and at rest, per-user access controls enforced at the database layer (a firm or another user cannot read your rows without a recorded consent), and the principle of least access for our own staff and systems. No system is perfectly secure — if we learn of a breach affecting your personal information, we will notify you and the Office of the Privacy Commissioner of Canada as required by law.

You can, at any time:

• Access and correct your information — most of it is visible directly in your tax file and Settings;
• Withdraw consent — including a firm's access to your data — from Settings;
• Request deletion of your documents, your extracted data, or your entire account by emailing privacy@taxledger.ca;
• Complain — we'd like the chance to resolve concerns first, but you always have the right to contact the Office of the Privacy Commissioner of Canada.

Note that deleting your data is permanent: we cannot reconstruct your multi-year tax file afterwards, and any findings that depended on deleted documents will disappear.

We use essential cookies to keep you signed in and secure. Our product analytics are first-party and designed to contain no personal information — we count steps and outcomes (for example, “questionnaire completed”), not identities. We do not use third-party advertising trackers.

The Service exists to analyze your own tax documents (or those of someone who has authorized you to act for them). You must not upload:

• documents belonging to another person without their authorization;
• forged, altered, or fraudulent documents;
• malicious files, or content that is unlawful or infringes someone's rights.

We may remove content that breaks these rules and may suspend accounts that do. The licence you grant us to store and process your content is set out in the Terms & Conditions — you keep ownership; we get the permissions needed to run and improve the Service and to retain your data as described in this policy.

The Service is for adults. We do not knowingly collect personal information from anyone under 18; if you believe a minor has provided us data, contact us and we will delete it.

We may update this policy from time to time. If a change is material — especially a change to what we collect, how long we keep it, or who can see it — we will give reasonable notice in the Service before it takes effect. The “Last updated” date at the top always reflects the current version.

Privacy questions, access requests, corrections, and deletion requests all go to privacy@taxledger.ca. We respond to access and deletion requests within 30 days.