Privacy Policy

Ironbooks Financial Ltd. ("Ironbooks," "we," "our," or "us") is a professional bookkeeping and financial reporting firm based in Saskatoon, Saskatchewan, Canada. We are committed to protecting the privacy of our clients and website visitors in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), The Freedom of Information and Protection of Privacy Act (Saskatchewan), and other applicable privacy legislation.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights regarding that information. It applies to all services provided by Ironbooks, including our bookkeeping services, financial reporting, Ironbooks software and dashboards, AI-powered tools and summaries, and our website at ironbooks.com.

We collect and process the following categories of information in connection with our services:

We use the information we collect for the following purposes:

• To provide professional bookkeeping, reconciliation, and financial reporting services
• To generate monthly financial statements, summaries, and reports (including AI-generated outputs)
• To process payments and manage your billing account
• To communicate with you about your account, deliverables, and service updates
• To onboard you and provide access to the Ironbooks software, dashboards, and tools
• To operate, maintain, and improve our internal systems, software, and AI models
• To create aggregated, anonymized, or de-identified data for internal analytics, benchmarking, and product development (this data does not identify you or any individual)
• To comply with legal and regulatory obligations
• To enforce our agreements, including our Client Engagement Agreement

Ironbooks uses artificial intelligence tools to generate financial summaries, insights, and dashboard analytics for clients. These AI-generated outputs are provided as supplementary tools to support your understanding of your financial data and are subject to periodic human review.

Your Client Data may be processed by AI systems solely to deliver these features. We do not sell or share your financial data with third-party AI providers for their own purposes.

We do not sell your personal information. We may share your information in the following limited circumstances:

We retain your personal information and Client Data for as long as your account is active, or as needed to provide you with our services. After termination or expiration of your engagement:

• We will provide you with any final deliverables completed as of the termination date.
• We may retain records as required by applicable tax, accounting, and legal obligations (typically a minimum of seven years for financial records in Canada).
• Aggregated or de-identified data that does not identify you may be retained indefinitely for analytics and product improvement.

When personal information is no longer required, we will securely delete or anonymize it.

Ironbooks maintains reasonable administrative, technical, and physical safeguards designed to protect your personal information and Client Data from unauthorized access, disclosure, alteration, or destruction. These safeguards include:

• Encrypted data transmission (TLS/SSL) for all web-based communications
• Access controls limiting employee and contractor access to Client Data on a need-to-know basis
• Secure cloud infrastructure with reputable hosting providers
• Regular review of security practices and incident response procedures

While we take commercially reasonable measures to protect your data, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

In the event of a data breach involving unauthorized access to your personal information, we will notify you within a reasonable timeframe and in accordance with applicable law, including PIPEDA's breach notification requirements.

Under PIPEDA and applicable Canadian privacy law, you have the following rights:

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days, as required by PIPEDA.

If you are a client based in the United States, your personal information is stored and processed in Canada. By engaging Ironbooks, you consent to the transfer, storage, and processing of your data in Canada. Canadian privacy law, including PIPEDA, provides robust protections for personal information that are comparable to or exceed many U.S. state-level privacy frameworks.

If you are a resident of a U.S. state with specific consumer privacy rights (e.g., California, Colorado, Virginia, Connecticut), you may have additional rights under those laws, including the right to know what personal information is collected, the right to delete personal information, and the right to opt out of the sale of personal information. Ironbooks does not sell personal information. To exercise any applicable state-level rights, contact us at [email protected].

Our website and software may use cookies and similar tracking technologies to improve your experience, analyze usage patterns, and support our services. Types of cookies we may use include:

• Essential Cookies: Required for the website and software to function properly (e.g., authentication, session management).
• Analytics Cookies: Used to understand how visitors interact with our website and to improve performance.

You can manage or disable cookies through your browser settings. Disabling certain cookies may affect your ability to use our software or access parts of our website.

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a notice on our website. The "Effective Date" at the top of this policy indicates when it was last revised. Your continued use of our services after any changes constitutes your acceptance of the updated policy.

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or have a complaint about how we handle your personal information, please contact us: