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Your privacy is utmost important to us!

Raj Pandher CPA Inc. (“Raj Pandher CPA”) is committed to protecting the privacy rights of its clients, employee(s) and others and has always been mindful and cautious to protect all personal information in its possession or control with due care.

Raj Pandher CPA’s privacy policy is designed in compliance with the standards set out by B.C.’s Personal Information Protection Act (PIPA) and Canada’s Personal Information, Protection and Electronic Documents Act (PIPEDA. This privacy policy relates to the collection, use and disclosure of personal information by the firm, its director and employee(s) while carrying out their professional responsibilities and conducting out their business activities.

Personal information, as defined in the BC Personal Information Protection Act (PIPA), information about an identifiable individual but does not include an individual’s name, title, business address or telephone number.

Following are ten principles that are integral to this privacy policy and can be also found in Canadian personal information protection standards mentioned above:

Principle 1 – Accountability

The director of Raj Pandher CPA Inc. (“Raj Pandher CPA”) is ultimately accountable for safeguarding personal information and responsible for ensuring compliance of its privacy policy. Other staff may be delegated to monitor compliance on a day-to-day basis.

Raj Pandher CPA is committed to protecting your personal information in its possession or control and will take the necessary steps to provide a comparable level of safeguard of that information when it is being transferred or processed by a third party.

Raj Pandher CPA has implemented policies and procedures to: safeguard personal information; receive and answer complaints and inquiries; train employee(s) about the policies and procedures; disseminate the policies and procedures to its clients.

The name and title of the person in charge of overseeing the compliance of the privacy policy will be made available upon request.

Principle 2 – Identify the Purpose of Personal Information

Client Information

Raj Pandher CPA collects personal information of its clients for the following purposes only to:

• provide professional services
• establish and maintain the strong business rapport with its new and existing clients
• understand and cater the requirements and preferences of its clients
• ensure high quality or standards of service to its clients
• meet legal and regulatory requirements.
• send out periodic news and information updates as well as invitations to events hosted or sponsored by the firm.

Every Engagement Letter from Raj Pandher CPA will always include an explanation of:

• why we require the specific information,
• what use will be made out of this, and
• who exactly will have access to this information so that its clients can feel comfortable with professional services being provided.

Personal information of the clients may also be disclosed internally to the employee(s) for purpose of determining compliance with applicable professional standards, internal policies, or in the performance of quality reviews.

Employee Information

Raj Pandher CPA collects employee(s) personal information for payroll, compliance with legal obligations, providing benefits and managing its human resources. Personal information may also be collected from individual(s) seeking employment at Raj Pandher CPA.

Personal information will only be collected that is necessary for the purposes stated, and you will be informed of why it was required, how it will be used, and with whom it may be shared. Collection may occur without knowledge or consent as permitted by law, including collection in the course of an investigation.

Principle 3 – Consent

Unless specified below, Raj Pandher CPA will always seek consent before collecting, using, or disclosing any personal information. Reasonable efforts will be made to ensure that clients understand how their personal information will be used and disclosed.

A client can either express, imply, or give their consent through an authorized representative like a lawyer. A client may rescind their consent at any time, with a few exceptions stated below.

There are a few exceptional circumstances in which Raj Pandher CPA may collect, use, or disclose personal information without the client’s knowledge or consent. These include but aren’t limited to the following:

• when such collection, use or disclosure is legally permitted or required
• when use this information in an emergency that threatens someone’s life or wellbeing.
• when such information is accessible to the public
• when a legal advice is required from a lawyer

Consent may be implied or stated verbally, in writing, or electronically. Raj Pandher CPA will take into account the private and sensitive nature of the information when deciding what form of consent to use.

By agreeing to the terms of engagement with Raj Pandher CPA, the client gives their implied consent to the collection, use and disclosure of their personal information.

A client may retract their consent at any time, barring any legal or contractual issues, and with reasonable notice. However, retraction of consent may prevent Raj Pandher CPA from rendering professional services to the client.

Principle 4 – Limiting Collection of Personal Information

Raj Pandher CPA will limit the collection of personal information to only what is reasonably necessary to provide its services or operate its business. Raj Pandher CPA shall only collect personal information through legal and fair means.

Principle 5 – Limiting Use, Disclosure & Retention of Personal Information

Use of Personal Information

Raj Pandher CPA will only use or disclose client information for the purpose specified at the time of collection. Raj Pandher CPA will not use personal information for any purpose other than those specified, unless it has obtained consent.

Raj Pandher CPA will never sell client personal information to third parties. and may, however use personal information without consent in the case of an emergency situation that could endanger someone’s life, health, or security. as otherwise permitted by law or an investigation.

Disclosure of Personal Information

Raj Pandher CPA may disclose personal information without consent under certain conditions as set by provincial and federal privacy laws. This includes but is not limited to cases where we need to comply with a subpoena, warrant or court order.

Information may also be disclosed to comply with any legal or ethical obligations required by regulatory bodies to a government institution that has requested the information, identified its lawful authority, and indicated that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal or provincial law; or suspects that the information may be related to Canadian national security or the conduct of international affairs.

Retention of Personal Information

Raj Pandher CPA will maintain a record of professional work performed by its director and employee(s) as long as necessary (for example, as required by CPA Canada and CPA BC by-laws) or expected to be necessary for the identified purposes, or as required by other legislation. This record, or “work papers”, may contain personal information and will be retained until there is no longer a legal, administrative, audit or regulatory requirement for doing so. Access to working papers is restricted as mentioned elsewhere in this policy.

Raj Pandher CPA will retain personal information about its directors, current and former employees in compliance with B.C. employment laws and standards. When personal information of the clients, director(s) and employee(s) is no longer reasonably required for legal, administrative, audit or regulatory purposes, it will be destroyed with appropriate security measures.

Raj Pandher CPA may keep some additional information to stay in touch with former employees, as well as update them about events at the firm or consider them for positions in the future. Raj Pandher CPA may retain personal information gathered from candidates seeking an employment opportunity with for 24 months in order to contact you about further job postings that might be of interest. The personal information collected from applicants during the hiring process will be kept on file if the applicant is hired, in order to establish, manage and end the employment relationship.

Principle 6 – Accuracy of Personal Information

In order to provide its clients with a professional level of service and its employee(s) with competitive benefits, Raj Pandher CPA will make reasonable efforts to ensure that personal information is accurate, complete and up-to-date as required.

Raj Pandher CPA occasionally requests its clients and employee(s) to update their personal information. If there are any changes to their personal information that may be relevant to the services Raj Pandher CPA provide, they are encouraged to inform.

It is recommended that the clients reach out to their engagement in-charge to update any personal information. If employees or candidates need to update their personal information, they should contact the HR.

Principle 7 – Safeguarding of Personal Information

The safety and security of personal information is important to Raj Pandher CPA, who will guard it by securing their physical facilities, through industry-grade security software and following well-defined internal policies.

Several security measures are put in place for the safekeeping of personal information in order to prevent its loss, theft, unauthorized access, disclosure, copying, use or modification. Personal information is securely stored in an environment that is not accessible to the public. Electronic information is also kept safe in a secure environment.

Personal information is stored in secure environments that are not available to the public. Electronic information is maintained in a secure environment.

Raj Pandher CPA will protect personal information disclosed to third parties by contractual agreements in consistency with this privacy policy to stipulate the confidentiality of the information and the purposes for which it is to be used.

These third-party processors are prohibited from using personal information, except for the specific purpose(s) for which we supply it to them.

Principle 8 – Openness or Availability of Policy and Procedures

The most recent version of Raj Pandher CPA’s privacy policy can be found on its website. Upon request, additional information and details about the privacy policy may be provided to clients.

Principle 9 – Access to Personal Information

Clients may request to access their personal information that Raj Pandher CPA has on file by contacting their engagement in-charge. If requested, Raj Pandher CPA will inform the client what personal information is being stored and used for, as well as to whom it has been disclosed (if applicable). This information will be easy to understand and provided to the client for free or at a low cost, depending on the type and amount of requested information.

Raj Pandher CPA will provide the requested information within 30 days, or provide an extension notice in writing where more time is needed. If the information provided is inaccurate and/or incomplete. it will be amended as required.

Employees can contact the HR to review and obtain copies of their personal information that is on record.

Principle 10 – Challenging Compliance

Raj Pandher CPA will maintain a prompt and thorough response to address any complaints or questions from clients. Raj Pandher CPA will notify its clients of the procedures available for complaints and make a sincere effort to investigate and resolve all issues brought to its attention.

If there are any questions or concerns about this Policy, please contact the in-charge of privacy matters via email at info@rajpandhercpa.com and will investigate all complaints and, in most cases, report the findings to the individual within 30 days.