Privacy Policy

The roles we play

For our own business and professional work: for our website visitors, prospective clients, client accounts, and the tax and advisory engagements we deliver, Bibeka is the organization accountable for the personal information involved. This includes the personal and financial information of clients, their owners, and their personnel that we hold to provide tax and advisory services.

When we deliver a service on a client's behalf: in some engagements we process personal information on behalf of a client (for example, handling inbound calls or messages, running automation, or analysing a client's customer data). For that information, the client is the accountable organization and we act as its service provider, handling the information only to deliver the service. Questions about how a particular client uses that information should be directed to that client.

When we gather business intelligence: in some engagements, on a client's instructions and for the client's legitimate business purposes, we gather and analyse information, which may include personal information about third parties such as market participants or sources of risk, from public, licensed, or otherwise lawfully available sources. We do this only for legitimate business purposes and using lawful sources.

What we collect

From clients and prospects: business contact and account details, and the business and financial information needed for an engagement. For tax and accounting engagements: the personal and financial information needed to prepare and file returns and provide advice, which may include identifiers, income, account, and filing information for the business, its owners, and relevant individuals. When delivering a service on a client's behalf: the personal information involved in that service, which may include names, contact details, call audio and recordings, transcripts, and enquiry details. In intelligence engagements: information drawn from public or licensed sources relevant to the engagement. From website visitors: basic technical and usage information.

Why we collect it

To provide our tax, strategy, advisory, and applied-intelligence services, to deliver services on a client's behalf, to operate and secure our work, and to run our business.

Tax filings and authorities

To deliver tax services, we disclose information as required to tax authorities, including the Canada Revenue Agency and the United States Internal Revenue Service, and we may use specialist tax and accounting software and service providers. Some of these are located outside Canada, including in the United States. Where we prepare cross-border filings, delivering the service necessarily involves transferring information to the relevant authority and its jurisdiction.

Call recording and AI interaction

Where an engagement includes an inbound-call or messaging service, calls may be recorded and may be answered by an automated or AI system. Notification and consent for recording and AI interaction are provided as part of the call experience, consistent with applicable requirements.

Service providers

We share personal information with the third-party service providers needed to operate our services, for example providers of tax and accounting software, telephony and messaging, speech processing, analytics, and data storage. Some of these providers are located outside Canada (see below). We require them to protect personal information consistent with this policy. Our clients may request the current list of these providers, which we provide on a confidential basis.

Storage outside Canada

Some of our service providers, and some tax authorities we file with, store or process information outside Canada, including in the United States. While outside Canada, information may be accessible to courts and authorities of that jurisdiction. We use contractual and other means to maintain comparable protection where it is within our control.

Safeguards and retention

We use reasonable safeguards appropriate to the sensitivity of the information, including the sensitive personal and financial information involved in tax work. We retain information only as long as needed for the purposes above or as required by law, including the record-retention periods required by Canadian and US tax rules.

Your rights

You may request access to, or correction of, the personal information we hold about you, subject to legal limits. For information we handle on a client's behalf, we will direct your request to that client where appropriate.

Contact and complaints

Privacy Officer: Jasneet Singh, Founder & Managing Adviser, Jasneet@Bibeka.ca. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada, or, for Alberta matters, the Office of the Information and Privacy Commissioner of Alberta.

Changes

We may update this policy from time to time and will post the updated version here with a new effective date.