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Privacy Policy

Effective June 6, 2008 and updated to January 15, 2014

At William Molson, CPA, CA (“WMCA”), we are committed to protecting the privacy and confidentiality of the personal information of our clients (individually, the “Client” and collectively, the “Clients”.)

We have a professional obligation to maintain in confidence information we receive within a client relationship. Rule 208 “Confidentiality of Information” of the Rules of Professional Conduct of the Chartered Professional Accountants of Ontario is attached. The purpose of this Privacy Policy is to advise you as to why we ask for personal information, how we use it, what safeguards we employ, and how to contact us with privacy-related questions.

What Is Personal Information? In this Privacy Policy, “Personal Information” means information that specifically identifies a Client as an individual and is provided to, or collected by, WMCA and its staff. Personal Information however, does not include your name, business title or business contact information in your capacity as an employee. For greater clarity, information regarding donors and directors obtained in the course of carrying out engagement responsibilities is considered to be Personal Information.

Why WMCA Collects Personal Information WMCA collects and uses Personal Information for the following purposes:

  • Providing professional services and products to the Client;
  • Advising Clients of the professional services provided by WMCA, as well as, ongoing developments in accounting and taxation.
  • Administration, billing, accounting and collection issues related to a Client’s account with WMCA;
  • Compliance with all municipal, provincial, federal and other applicable laws; and
  • Such other specific purposes which are communicated to the Client by an employee or proprietor/partner of WMCA before collection of such Personal Information.

Except when otherwise permitted by law, we will only use a Client’s Personal Information for the purposes identified to the Client. When Personal Information is to be used for a purpose not identified, we will take all reasonable steps to ensure that new purpose is identified prior to use.

How Do We Collect Personal Information? Wherever possible we collect your personal information directly from you, at the start of a retainer and in the course of our engagement or service. Sometime we may obtain information about you from other sources, for example, from: • a Client’s insurance company;

  • a Client’s real estate agent in a property transaction;
  • from a government agency or registry;
  • A Client’s employer, at the Client’s request; and
  • A Client’s banker, financial advisor or other professional.

Consent Your provision of Personal Information to WMCA means that you agree and consent that WMCA can collect, use and disclose your Personal Information in compliance with this Privacy Policy. WMCA will not collect, use or disclose a Client’s Personal Information without the Client’s requisite consent, except in certain extraordinary circumstances. Such extraordinary circumstances shall include without limitation, when legal, medical or security reasons make it impossible or impractical to obtain consent or where it is otherwise in the best interests of the Client. The most common method we use to obtain a Client’s consent is by way of the Client’s oral consent as confirmed by a retainer letter or, where applicable, by Client intake questionnaire. Where practicable, we may also obtain a Client’s consent through oral communications. You may also consent by implied means such as when you have previously provided Personal Information to us and continue to use our services on other matters or where you provide us with your personal telephone number so that we can contact you at home or place of work.

Our Clients may withdraw their consent by written notice to us at any time, subject to any legal or contractual restrictions and reasonable notice. A Client’s refusal to provide, or subsequent withdrawal of, his or her consent may affect WMCA’s ability to provide the Client with professional services. A member of WMCA will inform the Client of the implications of such withdrawal. To withdraw consent, a Client should contact the Chief Privacy Officer in writing at:

William Molson CPA, CA 2335 Queen Street East Toronto, Ontario, M4E 1H1 Attn: Privacy Officer Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Use and Disclosure of Personal Information We will use a Client’s Personal Information to provide professional advice and services to the Client, to administer our database, to include Clients in direct marketing activities and for the other uses described above under the heading “Why WMCA Collects Personal Information". Under certain circumstances, WMCA will disclose a Client’s personal information to third parties. Specifically, Personal Information may be used, shared and disclosed to, from, or with, experts retained on a Client’s behalf, as well as such other third parties as are necessary to facilitate the engagement for which the Client has retained our office and provided its consent. Under certain circumstances WMCA may disclose Personal Information where:

  • required or authorized by law to do so, for example to a tax authority;
  • a Client has consented to the disclosure;
  • when the professional services WMCA is providing to a Client requires us to give Personal Information about a Client to a third party (for example, to a lender in a real estate mortgage transaction) the Client’s consent will be implied, unless the Client tells us otherwise;
  • where it is necessary to establish or collect fees;
  • if WMCA engages a third party to provide administrative or support services to us (such as computer back-up services, shredding or archival file storage) and the third party is bound by our Privacy Policy;
  • if we retain other professional firms on behalf of a Client; or
  • if the information is already publicly known.

Limiting collection and retention of Personal Information WMCA limits the collection of a Client’s Personal Information to that which is necessary for the purposes identified in this Privacy Policy as same may be amended from time to time, or for any additional purpose identified to the Client before the collection of the Personal Information. As well, Personal Information is not used or disclosed for purposes other than those for which it was originally collected, except with the consent of the Client or as otherwise permitted by law. WMCA will retain Personal Information only for so long as it is needed to fulfill the purposes for which it was obtained and to meet our professional requirements as set out by the Canadian Institute of Chartered Accountants and/or any other legal requirement, statutory or otherwise, from time to time.

Accuracy WMCA strives to ensure that a Client’s Personal Information is as accurate, complete, and up-to-date as is necessary for the purposes for which it is used.

Safeguards WMCA endeavours to maintain adequate safeguards to protect against loss, theft, unauthorized access, disclosure, copying, use or modification of Clients’ Personal Information in the care of the WMCA.

Accountability, Openness and Client Access WMCA is responsible for the Personal Information under its control and has appointed a Chief Privacy Officer to oversee our efforts to comply in all material respects with applicable privacy legislation and the terms of this Privacy Policy. The Chief Privacy Officer and those designated by the Chief Privacy Officer address and investigate questions or concerns regarding a Client’s Personal Information.

To reach the Chief Privacy Officer or a member the Privacy Team, please call 416-930-1651 or e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it. . A copy of this Privacy Policy and any future updates or amendments is available at www.molsonca.com. WMCA will provide a Client access to their Personal Information. The Client may correct or amend any inaccuracies in the Client’s Personal Information. WMCA has the right to refuse a request for access to Personal Information if:

  • Granting access would reveal confidential commercial information;
  • Doing so would reasonably be expected to threaten the life or security of another individual;
  • The information was collected for purposes related to the detection and prevention of fraud;
  • The information would likely reveal personal information about another individual;
  • The request is vexation or frivolous;
  • The information would prejudice negotiation with you; or
  • To protect our firm’s rights and property.

Challenging Compliance Clients are encouraged to discuss any privacy issues with an accountant handling their file, the Partners, or the Chief Privacy Officer.

Changes To This Privacy Policy WMCA will from time to time review and revisit privacy practices and this Privacy Policy. In the event of any material amendment, an appropriate notice will be posted on WMCA’s Web site. All Clients are encouraged to contact WMCA to establish if any updates have been made to this Privacy Policy, which can be ascertained by the date listed at the top of this Privacy Policy. All updates and amendments to this Privacy Policy can be found at www.molsonca.com.

WMCA Web site Our Web site may contain links to other sites, which are not governed by this Privacy Policy. On our Web site, like most other commercial Web sites, we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties, but these statistics do not include any identifiable personal information.

Communicating With Us We recognize that convenience and quick access to advice must be balanced with security needs. We use many different means to communicate with clients, some of which are more convenient such as e-mail. The use of email does not guarantee privacy; messages can be subject to interception and translation. If you do not wish us to communicate with you by e-mail, please speak with the Privacy Officer about alternative arrangements.

I, _________________________________, have read the policy as provided to me by William Molson CPA, CA and I am in agreement with the policy.

 

_____________________________________________

Client Signature

 

_____________________________________________

Corporate Name (where applicable)

 

____________________________________

Date

 

Excerpt from the Rules of Professional Conduct of the Chartered Professional Accountants of Ontario

208 Confidentiality of information

.1 A member, student or firm shall not disclose any confidential information concerning the affairs of any client, former client, employer or former employer except:

(a) when properly acting in the course of carrying out professional duties;

(b) when such information should properly be disclosed for purposes of Rule 211 or Rule 302;

(c) when such information is required to be disclosed by order of lawful authority or, in the proper exercise of their duties, by the Council, the professional conduct committee or any subcommittee thereof, the discipline committee, the appeal committee, or the practice inspection committee;

(d) when justified in order to defend the member, student or firm or any associates or employees of the member, student or firm, as the case may be, against any lawsuit or other legal proceeding or against alleged professional misconduct or in any legal proceeding for recovery of unpaid professional fees and disbursements, but only to the extent necessary for such purpose; or

(e) when the client, former client, employer or former employer, as the case may be, has consented to such disclosure.

.2 A member, student or firm shall not use confidential information of any client, former client, employer or former employer, as the case may be, obtained in the course of professional work for such client or employer

(a) for the advantage of the member, student or firm,

(b) for the advantage of a third party, or

(c) to the disadvantage of such client or employer without the knowledge and consent of the client, former client, employer or former employer.

.3 A member or firm engaged to perform a particular service may contract for the services of a person not employed by the member or firm to assist in the performance of that service, provided the member or firm first obtains the written agreement of that person to carefully and faithfully preserve the confidentiality of any information acquired for the purposes of the engagement and not to make use of such information other than as shall be required in the performance of such services.