Privacy Policy

1. Data Protection at TaxNovaWay

At TaxNovaWay, the protection of your personal data is fundamental to our professional ethics and our obligations as a tax optimization services provider. This Privacy Policy describes our comprehensive approach to data protection, details the information we collect, how we process it and your rights under applicable regulations. As tax planning consulting specialists, we understand the critical importance of data protection and implement the highest standards of security and confidentiality.

Our privacy practices comply with the General Data Protection Regulation (GDPR), the Personal Data Protection Act (PDPA) and other relevant regulations applicable to digital service providers in Canada.

2. Controller Information and Contact Details

The controller of personal data processing in connection with our digital services is:

TaxNovaWay
1234 Bay Street, Suite 500
Toronto, ON M5R 2A5
Canada

Email: privacy@taxnovaway.com
Phone: +1 958 375 9204
Business Number (BN): 395028490

3. Categories of Personal Data Processed

  • Client identification and contact data (name, address, email, phone number)
  • Organizational and professional information (company size, professional status, compliance needs)
  • Tax records details and work process specific information
  • Documentation and correspondence records
  • Service engagement and billing details
  • Payment and billing information
  • Communication records and tax correspondence

4. Purposes of Data Processing

  • Provision of tax optimization services and consultations
  • Client relationship management and service execution
  • Tax records processing and work process management
  • Communication with clients and support services
  • Billing and accounting purposes
  • Tax updates and service information (with consent)
  • Quality assurance and service improvement

5. Legal Basis for Processing

We process personal data on the basis of the following legal grounds:

  • Performance of tax optimization service contracts (Article 6(1)(b) GDPR)
  • Compliance with legal obligations (Article 6(1)(c) GDPR)
  • Legitimate interests in providing tax optimization services (Article 6(1)(f) GDPR)
  • Your explicit consent, where applicable (Article 6(1)(a) GDPR)

We also comply with additional requirements of Canada law, including the PDPA.

6. Professional Confidentiality and Data Protection

As tax professionals specialized in business optimization, we maintain strict confidentiality standards:

  • Protection of tax advisor-client privilege for all tax communications
  • Strictly controlled access and data separation measures
  • Regular security audits and compliance assessments
  • Encrypted communication channels for sensitive information
  • Secure document management systems
  • Staff training on confidentiality and data protection

7. Technical and Organizational Security Measures

We implement state-of-the-art security measures to protect your data:

  • End-to-end encryption for data transfer
  • Multi-factor authentication systems
  • Regular security updates and penetration testing
  • Secure data centers in Canada
  • Comprehensive backup and disaster recovery plans
  • Physical security measures for offices and IT infrastructure

8. Data Retention and Deletion

We retain personal data only as long as necessary for our services or as required by law:

  • Tax records: 7 years after case closure
  • Client documentation: duration of engagement plus 5 years
  • Communication records: 3 years after last contact
  • Billing information: 10 years (legal requirement)

9. Your Data Protection Rights

Under GDPR and PDPA, you have the following rights:

  • Right of access to your personal data
  • Right to rectification of inaccurate data
  • Right to erasure ("right to be forgotten")
  • Right to restriction of processing
  • Right to data portability
  • Right to object to processing
  • Right to withdraw consent
  • Right to lodge a complaint with supervisory authorities

10. International Data Transfers

For international data transfers, we use appropriate protection measures:

  • EU Standard Contractual Clauses
  • Canada-specific data transfer agreements
  • Data processing agreements with service providers
  • Regular assessment of transfer mechanisms

11. Cookie Policy

Our website uses cookies to improve your user experience and ensure the proper functioning of our services. Cookies are small text files stored in your browser when you visit our website.

11.1. Types of Cookies We Use

  • Essential cookies: These cookies are necessary for the basic functioning of the website and enable the use of its functions. Without them, some services would not be available.
  • Performance cookies: These cookies collect information about how visitors use the website, for example which pages are most visited. The data is used exclusively to improve the website's functioning.
  • Functional cookies: These cookies allow the website to remember your choices (such as language or region) and provide enhanced and more personalized functions.

11.2. Cookie Management

You can accept or refuse cookies via the cookie notification that appears on your first visit to the site. You can change your settings at any time in your browser settings. However, we inform you that disabling cookies may affect the functionality of our website.

11.3. Third-Party Cookies

In certain specific cases, we also use cookies provided by trusted third parties. These services may include analytical services that help us understand and improve website usage.

For more information about cookie usage, you can contact us at: privacy@taxnovaway.com

12. Privacy Policy Updates

We regularly review and update this Privacy Policy to reflect changes in our practices and legal requirements. The current version is available on our website.

Significant changes will be communicated directly to affected clients and via our website.

Last updated: January 2025