Privacy Policy
Whira Tax Advisory Last Updated: April 28, 2026 Effective Date: April 28, 2026
1. Introduction and Commitment to Privacy
Whira Tax Advisory (“Whira Tax Advisory,” “we,” “us,” or “our”) is a CPA-led tax and accounting firm located at 2233 Argentia Road, Suite 302, Mississauga, Ontario, L5N 2X7. We provide personal tax filing, small business tax filing, corporate tax filing, bookkeeping and financial reporting, non-resident tax filing, and business formation services to individuals and businesses across Canada.
We are committed to protecting the privacy and confidentiality of all personal and financial information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and protect your information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s applicable privacy legislation, the Income Tax Act (Canada), and professional standards set out by CPA Ontario and CPA Canada.
By engaging our services, visiting our website at whirataxadvisory.com, or submitting any information through our client portal or contact forms, you acknowledge that you have read, understood, and consent to the practices described in this Privacy Policy.
If you do not agree with the terms of this Privacy Policy, please refrain from using our website or services and contact us to discuss your concerns.
2. Scope of This Policy
This Privacy Policy applies to:
- All personal information collected through our website (whirataxadvisory.com), including contact forms and newsletter subscriptions
- All personal and financial information collected through our secure client portal during the onboarding and tax preparation process
- Information collected via telephone, email, video call, or any other communication channel
- Information pertaining to individuals, sole proprietors, corporations, and non-residents who engage Whira Tax Advisory for any service
This policy applies to current clients, former clients, prospective clients, and website visitors.
3. Legal Authority to Collect Information
As a professional tax advisory and accounting firm, Whira Tax Advisory collects certain personal and financial information pursuant to, and as required by, the following:
Income Tax Act (R.S.C., 1985, c. 1 (5th Supp.)) — requires the collection and retention of specific taxpayer information for the preparation and filing of T1, T2, and other CRA-mandated returns
Excise Tax Act (R.S.C., 1985, c. E-15) — for GST/HST registration, reporting, and remittance obligations
Canada Revenue Agency (CRA) regulatory requirements for authorized representatives
PIPEDA and applicable provincial legislation governing private-sector privacy
CPA Ontario Rules of Professional Conduct requiring confidentiality of client information
Anti-Money Laundering and Terrorist Financing obligations under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA), which may require identity verification
Our legal bases for processing your personal information include: (a) fulfillment of a contract for professional services; (b) compliance with legal obligations; (c) your express consent; and (d) legitimate professional interests in delivering accurate and compliant tax services.
4. Information We Collect
4.1 Personal Identification Information
Full legal name, date of birth, and government-issued ID details
Social Insurance Number (SIN) or Individual Tax Number (ITN)
Business Number (BN) and CRA program account numbers
Citizenship and residency status (including non-resident status for applicable clients)
Marital status and dependant information (where relevant to tax filings)
Contact information: mailing address, email address, telephone number
4.2 Financial and Tax Information
Employment income, T4, T5, T3, and all other CRA income slips
Self-employment and business income records
Corporate financial statements: balance sheets, profit and loss statements, general ledgers
Investment income, capital gains and losses, and RRSP/TFSA contribution details
Rental income, property details, and associated expenses
Foreign income and assets (including T1135 disclosure requirements)
GST/HST records, invoices, and remittance history
Payroll records and T4 summaries
Bank and credit card statements submitted for bookkeeping purposes
Expense receipts, invoices, and supporting documentation
Prior-year tax returns, Notices of Assessment (NOA), and CRA correspondence
Capital cost allowance schedules and depreciation records
Loan, mortgage, and financing statements
Shareholder information, corporate minute books (where applicable)
4.3 Non-Resident Client Information
Passport or proof of non-resident status
NR4 slips, NR6 forms, and withholding tax records
Canadian property records and rental income documentation
Treaty country of residence for applicable tax treaty claims
4.4 Website and Technical Information
IP address, browser type, and operating system
Pages visited, duration of visit, and referring URLs
Cookie data and session identifiers (see Section 13 for Cookie Policy)
Information submitted through contact forms or the consultation scheduling tool
4.5 Communications
Records of email correspondence, telephone communications, and video consultations
Messages submitted through our website contact form
Notes from consultations relevant to your tax matter
5. How We Use Your Information
We use the personal and financial information we collect strictly for the following purposes:
5.1 Service Delivery
Preparing, reviewing, and electronically filing T1 personal income tax returns, T2 corporate income tax returns, and all associated schedules and forms
Preparing and filing GST/HST returns and installment remittances
Providing bookkeeping services, financial reporting, and reconciliation
Assisting with business registration, incorporation, and CRA account setup
Preparing non-resident returns, Section 216 elections, and withholding tax filings
Responding to CRA correspondence, notices of reassessment, and audit inquiries on your behalf
5.2 Professional Obligations
Verifying your identity as required under PCMLTFA and CPA professional standards
Maintaining accurate and complete engagement files as required by CPA Ontario
Calculating and managing tax installment obligations and payment schedules
Identifying tax-saving opportunities, eligible deductions, and applicable credits
5.3 Communication and Account Management
Communicating with you about your file, outstanding documents, and filing status
Sending tax deadline reminders and relevant regulatory updates
Responding to your inquiries submitted through our website or contact channels
5.4 Marketing and Insights (With Consent)
Sending our newsletter and market insights to subscribers who have opted in
Notifying you of relevant service updates or new offerings at Whira Tax Advisory
You may unsubscribe from marketing communications at any time (see Section 11)
5.5 Legal and Regulatory Compliance
Retaining records as required by CRA regulations, PIPEDA, and CPA Ontario
Cooperating with lawful orders, court processes, or regulatory investigations
Defending or asserting our professional rights in the event of a dispute
We do not use your personal or financial information for any automated decision-making or profiling that produces legal or significant effects without your knowledge.
6. Disclosure of Your Information
Whira Tax Advisory does not sell, rent, or trade your personal information. We may share your information only in the following limited and specific circumstances:
6.1 Canada Revenue Agency (CRA)
We transmit your tax information directly to the CRA via EFILE/NETFILE as authorized under your signed T183 (for T1) or T183CORP (for T2) authorization form. We communicate with the CRA as your authorized representative only with your explicit written consent on file.
6.2 Service Providers and Technology Partners
We engage carefully selected third-party service providers to support our operations. These may include:
Cloud-based tax preparation software providers (e.g., TaxCycle, ProFile, or similar CRA-certified tax software)
Secure client portal and document management providers
Cloud accounting platforms (e.g., QuickBooks Online, Wave, Xero) used for bookkeeping services
Encrypted email and communication services
Payment processing providers for our professional service fees
Website hosting and IT support providers
All third-party service providers are contractually bound to use your information solely for the purpose of providing services to Whira Tax Advisory, to maintain appropriate security safeguards, and to refrain from any unauthorized disclosure or use of your data. We do not authorize any service provider to use your information for their own purposes.
Where our service providers may be located outside Canada, we ensure that comparable privacy protections are in place, consistent with PIPEDA’s accountability standards for cross-border transfers.
6.3 Legal and Regulatory Disclosure
We may disclose your information without your consent where required by law, including:
In response to a valid court order, subpoena, or search warrant
To comply with mandatory reporting obligations under the PCMLTFA (suspicious transaction reporting to FINTRAC)
To respond to a lawful government or regulatory authority request
Where disclosure is necessary to prevent, detect, or respond to fraud or criminal activity
In the event of a legally compelled disclosure, we will notify you to the extent permitted by law.
6.4 CPA Ontario and Professional Oversight Bodies
In the event of a quality review, disciplinary proceeding, or regulatory inspection by CPA Ontario or CPA Canada, your engagement file may be subject to review by professional oversight personnel who are bound by strict confidentiality obligations.
6.5 Business Continuity
In the event that Whira Tax Advisory undergoes a significant change such as a merger, acquisition, or succession of the professional practice, your information may be transferred to a successor professional or firm subject to the same or equivalent privacy obligations and professional standards of confidentiality.
7. Confidentiality Obligations of Our Team
All personnel at Whira Tax Advisory — including CPA professionals, staff, contractors, and any authorized agents — are subject to strict confidentiality obligations as a condition of their engagement. This includes obligations under CPA Ontario’s Rules of Professional Conduct, contractual confidentiality agreements, and the professional duty to protect client information.
Access to your personal and financial information is restricted on a need-to-know basis and is limited to individuals directly involved in providing your services.
8. Data Retention
We retain personal and financial information in accordance with applicable legal and professional requirements:
CRA-required retention: The Income Tax Act generally requires that books and records supporting filed tax returns be retained for a minimum of six (6) years from the end of the last tax year to which they relate. For corporate records, this obligation may extend throughout the life of the corporation and beyond.
CPA Ontario engagement files: Professional standards require that we retain client engagement files for a minimum of seven (7) years after the completion of an engagement.
Bookkeeping records: Financial records and supporting documentation are retained for a minimum of six (6) years from the date of the relevant transaction.
Website data: Technical data such as IP addresses and session logs are retained for a reasonable period consistent with security and analytics purposes.
When personal information is no longer required for its stated purpose and is no longer subject to a legal retention requirement, we securely destroy or anonymize it in a manner that prevents unauthorized reconstruction or access.
9. Security of Your Information
Whira Tax Advisory takes the security of your personal and financial information seriously. We implement industry-standard administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold. These measures include:
Encrypted data transmission: All information transmitted between you and our client portal uses Transport Layer Security (TLS/HTTPS) encryption
Secure client portal: Document collection and exchange is conducted through a password-protected, encrypted client portal
Electronic filing security: Tax returns are transmitted to the CRA using CRA-certified EFILE/NETFILE software through secure and encrypted channels
Access controls: Access to client files is restricted to authorized personnel through role-based access controls and unique user credentials
Secure email practices: We use encrypted email communication where practicable for the transmission of sensitive financial documents
Device security: Devices used to access client data are protected by strong passwords, encryption, and current security software
Staff training: All personnel receive training on privacy obligations, data handling procedures, and information security
Incident response: We maintain a data breach response plan consistent with PIPEDA’s mandatory breach notification requirements
Despite these safeguards, no method of electronic transmission or storage is entirely secure. While we take all reasonable steps to protect your information, we cannot guarantee absolute security against all potential threats. We encourage you to use strong passwords for your client portal account and to report any suspected unauthorized access immediately.
10. Privacy Breach Notification
In the event of a security breach involving your personal information that creates a real risk of significant harm, Whira Tax Advisory will:
Notify you directly as soon as reasonably practicable, as required under PIPEDA’s mandatory breach notification provisions
Report the breach to the Office of the Privacy Commissioner of Canada (OPC)
Maintain a record of all breaches as required by PIPEDA
Take immediate steps to contain and remediate the breach
Notification to you will include the nature of the breach, the information involved, the potential harm, and the steps we are taking to respond.
11. Your Privacy Rights
Under PIPEDA and applicable privacy legislation, you have the following rights with respect to your personal information:
11.1 Right of Access
You have the right to request access to the personal information we hold about you. We will respond to access requests within 30 days of receipt, or advise you if an extension is required and the reason for it, as permitted under PIPEDA.
11.2 Right to Correction
If you believe that personal information we hold about you is inaccurate, incomplete, or outdated, you have the right to request a correction. We will amend the record as appropriate, or note your disagreement where we decline to make the requested amendment.
11.3 Right to Withdraw Consent
You may withdraw your consent to our collection and use of your personal information at any time, subject to legal and contractual restrictions. Please note that withdrawing consent may affect our ability to provide you with professional services and may result in the termination of our engagement.
11.4 Right to Unsubscribe from Marketing
You may opt out of marketing communications (such as our newsletter and market insights emails) at any time by clicking the “unsubscribe” link in any marketing email, or by contacting us directly. Opting out of marketing communications will not affect transactional communications related to your active file.
11.5 Right to Lodge a Complaint
If you have concerns about how we have handled your personal information, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada 30 Victoria Street, Gatineau, Quebec K1A 1H3 Toll-free: 1-800-282-1376 Website: www.priv.gc.ca
We encourage you to contact us first so that we have the opportunity to address your concern directly (see Section 15).
12. Cross-Border Data Transfers
Whira Tax Advisory is a Canadian firm and primarily stores and processes client data within Canada. However, certain cloud-based software platforms and service providers used in our operations may process or store data on servers located outside of Canada (including the United States). In such cases, your information may be subject to the laws of the jurisdiction in which it is stored or processed.
We take reasonable steps to ensure that any cross-border transfer of your personal information is subject to contractual protections that provide a comparable level of protection to that afforded under PIPEDA. By using our services, you acknowledge that your information may be transferred to and processed in other jurisdictions in accordance with this policy.
13. Cookie Policy
Our website (whirataxadvisory.com) may use cookies and similar tracking technologies to enhance your browsing experience and analyze website traffic.
Types of Cookies We May Use
Essential cookies: Required for the proper functioning of our website, including session management and security. These cannot be disabled without impairing website functionality.
Analytics cookies: Used to understand how visitors interact with our website (e.g., pages visited, time on site). This data is aggregated and used to improve our website. Where we use third-party analytics tools, we ensure that personal identifiers are minimized.
Preference cookies: Used to remember your settings and preferences to improve your experience on return visits.
Managing Cookies
You can control and delete cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website. For more information on managing cookies, visit www.aboutcookies.org.
We do not use cookies to track your activity across third-party websites, build advertising profiles, or share your data with advertisers.
14. Children’s Privacy
Our services are directed to adults and are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors without the consent of a parent or legal guardian. If you are a parent or guardian and believe that your minor child has submitted personal information to us without your consent, please contact us and we will take prompt steps to remove that information from our records.
In the case of returns filed for minor dependants (e.g., a child’s T1 return), information is collected with the authority of the parent or legal guardian responsible for the minor’s tax affairs.
15. Contact Our Privacy Officer
Whira Tax Advisory has designated a Privacy Officer responsible for overseeing compliance with this Privacy Policy and applicable privacy legislation. If you have any questions, concerns, or requests related to your privacy or this policy, please contact us:
Privacy Officer — Whira Tax Advisory 2233 Argentia Road, Suite 302 Mississauga, Ontario, L5N 2X7
Email: contact@whirataxadvisory.com Telephone: +1 (647) 375-5755
We will acknowledge receipt of your inquiry promptly and provide a substantive response within 30 days, or advise you of any extension where required.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, applicable legislation, or professional standards. When we make material changes, we will:
Update the “Last Updated” date at the top of this policy
Post the revised policy on our website
Notify active clients by email where the changes materially affect how we handle their personal information
Your continued use of our website or services following the posting of a revised Privacy Policy constitutes your acceptance of the changes. We encourage you to review this page periodically.
17. Governing Law
This Privacy Policy is governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, including PIPEDA. Any dispute arising out of or in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of Ontario.
© 2026 Whira Tax Advisory. All rights reserved.
Whira Tax Advisory is a CPA-led professional tax and accounting firm. This Privacy Policy does not constitute legal advice. Clients seeking legal advice regarding privacy matters are encouraged to consult qualified legal counsel.
