Privacy Policy

Last Updated: July 02, 2026

1. Introduction

AIMS Group (Accounting Information and Management Solutions) Inc. operating as AIMS Group (“we,” “us,” “our”) is committed to protecting the privacy and confidentiality of personal information entrusted to us by our clients, prospective clients, website visitors, and other individuals with whom we interact. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard personal information in the course of our professional accounting and taxation practice and through our website.

We operate in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. As a registered income tax representative with Canada Revenue Agency, we are also subject to the CRA’s Rules of Professional Conduct, which impose strict obligations of confidentiality regarding client information.

2. What Is Personal Information?

“Personal information” means information about an identifiable individual and/or entity. This includes, but is not limited to:

• Details about you and your background, including your name, address, contact information, date of birth, SIN number, occupation, martial status, family information and other identification
• Details about your business/ browsing activities
• Financial and tax information (e.g., income, assets, deductions, banking details)
• Employment and compensation details
• Details about your records that reflect your dealing with and through us
• Details about your preferences and activities
• Records of communications with us
• Other details required to provide you with requested services

Business contact information (such as name, title, and business address or phone number used solely for business purposes) may be excluded from some privacy law requirements.

3. What Personal Information We Collect

The personal information we collect depends on the services we provide and our interactions with you. It may include:

a) Client and Engagement Information

• Contact details (name, address, email, phone number)
• Identification information for “Know Your Client” and anti-money laundering purposes where required
• Financial records, tax slips, payroll records, investment and banking information, accounting records, invoices, receipts, and other documents you or third parties provide to us
• Information about your business, ownership structures, and related parties

b) Website and Communication Information

• Information you submit via contact forms, email, phone, or other communication channels
• Technical information from your use of our website, such as IP address, browser type, device information, and pages visited

c) Recruitment Information

• Résumés, cover letters, references, employment history, and other information provided in connection with job applications

4. How We Collect Personal Information

We generally collect personal information directly from you, but may also receive it from:

• Your authorized representatives (e.g., legal counsel, financial advisors)
• Government authorities (e.g., Canada Revenue Agency)
• Financial institutions and other third parties, with your consent or as permitted or required by law
• Public registers and business information providers
• Credit report agencies
• Organizations with whom you make arrangements, other service providers or agents, including private lenders, financers etc.
• Your interactions with us, including in person, over the phone, on your mobile device, through email, or the internet i.e. recorded calls/ emails etc.
• References and other information you have provided
• Records that reflect your dealings with and through us
• Automatically when you visit our website through cookies and similar technologies

Where you provide information about another individual (for example, an employee or director), you are responsible for ensuring you have authority to share that information and that the individual has been informed about our use of it.

5. Purposes for Collecting, Using, and Disclosing Personal Information

We collect, use, and disclose personal information for the following purposes:

a) Providing Professional Services

• To provide accounting, tax, tax audit/ appeals, payroll, bookkeeping, immigration with association with registered representatives, finance, advisory, and related services
• To analyze information, prepare financial statements, tax returns, and other deliverables
• To communicate with you about your engagement and our services

b) Client Onboarding and Relationship Management

• To verify identity and conduct due diligence where required
• To open, maintain, administer, and manage our client relationships
• To respond to inquiries and provide client support

c) Regulatory and Legal Compliance

• To comply with applicable laws, regulations, professional standards, and regulatory requirements
• To cooperate with lawful requests from regulatory authorities, courts, law enforcement, or professional practice inspectors
• To comply with tax legislation and anti-money laundering obligations

d) Operating and Improving Our Business

• To manage internal operations, IT systems, and security
• To monitor and improve our website
• To conduct internal analytics (in aggregated or de-identified form where feasible)

e) Marketing (with your consent where required)

• To market our services in accordance with Canada’s Anti-Spam Legislation (CASL)

Limitation: We will limit the collection and use of information to what we require in order to serve you as our client and to administer our business, including to:

• Verify your identity
• Evaluate, record, and process your applications, tax returns, accounts, transactions, reports and other provided services
• Help protect you and us against fraud and error
• Help manage and assess our risks, operations and relationship with you
• Provide you with ongoing service and information related to the services, accounts you hold with us
• Comply with applicable laws and requirements of regulators
• Analyze your needs and activities to help us serve you better and develop new services

6. Consent

We generally collect, use, and disclose personal information with meaningful consent. By providing us with your personal information, you consent to its collection, use, and disclosure in accordance with this Privacy Policy.

We may assume your consent in cases where you volunteer information for an obvious purpose. We ask for your express consent for some purposes and may not be able to provide certain services if you are unwilling to provide consent.

We may collect, use, or disclose personal information without consent only where authorized or required by law—for example, for fraud detection, compliance activities, or in emergencies that threaten life, health, or safety.

You may withdraw your consent at any time by contacting our Privacy Officer, subject to legal and contractual restrictions. Withdrawal of consent may affect our ability to provide certain services.

7. Disclosure and Sharing of Personal Information

We do not sell, trade, or rent your personal information. We may share information only in the following limited circumstances:

• With your consent: When you authorize us to file returns or communicate with the CRA on your behalf
• Legal obligations: When required by law, court order, or regulatory authority
• Professional requirements: With regulatory bodies as required by professional standards. To meet requests for information from regulators, including self-regulatory organizations of which we are a member or participant, or to satisfy legal and regulatory requirements applicable to us
• Service providers: To agents and other organizations that perform services for you or for us or on our behalf i.e. employees/ sub-contractors working from home, third-party bookkeeping service providers etc. With carefully vetted third-party service providers and contractors who assist our operations (under strict confidentiality agreements)
• Business transfer: In the event of a merger, acquisition, or sale of assets (with continued confidentiality protection)
• In the Event of Death: On the death of a client with us, the right of information, we may release it to your estate representative/ or a family member on file of the deceased
• Debt Recoveries: To help us collect a debt or enforce an obligation owed to us by you
• Other: To payment card networks in order to operate or administer the payments that supports the services or accounts you have with us. To manage your total relationship with AIMS Group, and where permitted by law

We ensure that any third parties with whom we share personal information adhere to appropriate privacy and service standards.

Note on cross-border data transfers: Some personal/ entity information may be processed or stored including bookkeeping activities outside of Canada, including through cloud-based services. We take all reasonable steps to ensure that data protection measures align with Canadian privacy laws, our professional obligations, and foreign applicable laws regarding the processing of personal information. Please note that the personal information may be accessible to law enforcement agencies, national security authorities, courts and our foreign agencies.

8. Security Safeguards

We employ appropriate technical, physical, and administrative safeguards to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encryption of electronic data in transit and at rest using industry-standard protocols
• Secure physical storage in locked facilities with restricted access
• Access restricted to authorized personnel only
• Secure communications using encrypted email and secure client portals
• Regular security assessments and updates
• Staff training on privacy and data protection obligations

9. Retention of Personal Information

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal, regulatory, and professional obligations. For tax and financial records, we typically retain information for a minimum of seven years as required by Canadian tax law. When no longer required, personal information is securely destroyed or anonymized.

10. Additional Collections, Uses and Disclosures:

Social Insurance Number (SIN) - If requesting services that may generate interest, we will ask for your SIN for revenue reporting purposes and for required services. This is required by the Income Tax Act (Canada). If we ask for your SIN for other services, it is your option to provide it. When you provide us with your SIN, we may also use it as an aid to identify you and to keep your Information separate from that of other customers with a similar name, including through the credit granting process. You may choose not to have us use your SIN as an aid to identify you with credit reporting agencies.

Fraud - In order to prevent, fraud, criminal activity, protect our assets and interests, assist us with any internal or external investigation into potentially illegal or suspicious activity or manage, defend or settle any actual or potential loss in connection with the foregoing, we may collect from, use and disclose your Information to any person or organization, fraud prevention agency, regulatory or government body, the operator of any database or registry used to check information provided against existing information, or other insurance companies or financial or lending institutions.

Telephone and Internet discussions - When speaking with one of our employees over the phone, internet, or messaging with us through social media, we may monitor and/or record our discussions for our mutual protection, to enhance customer service and to confirm our discussions with you.

Our Commitment to your Privacy - AIMS Group is committed to protecting your privacy and ensuring that your business and information is completely secure.

If you have any questions or problems with any aspect of our privacy policy, please contact us.

Security of your Personal Information - To maintain the security of your information, we use the secure and strict privacy policy with employees/ outside contractors.

Once the information is in our system, it is accessible to authorized AIMS Group personnel and authorized workers only. We strictly enforce our privacy policies with our employees and any breach of this policy will result in termination and the pressing of criminal charges where there are grounds.

11. Accuracy

We make every reasonable effort to ensure that personal information is accurate and complete. We rely on individuals to notify us if there is a change to their personal information that may affect their relationship with our firm.

12. Access and Correction

You have the right to access your personal information held by us and request corrections if you believe the information is inaccurate. To request access or make corrections, please contact our Privacy Officer in writing. We will respond in accordance with applicable legal requirements.

13. Complaints

If you have concerns about how we handle your personal information, please contact our Privacy Officer. We will investigate your complaint and respond promptly. You also have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe your rights have been violated.

14. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience. We use necessary cookies for site functionality and may use optional analytics cookies to understand usage and improve content. You can manage cookie preferences through your browser settings.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The most recent version will be available on our website. Any updates will take effect upon posting.

16. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Privacy Officer
Ranveet Singh at

AIMS Group

6-670 Rexdale Blvd, Etobicoke ON Canada, M9W 0B5
Email: ranveet.sidhu@aimsgroup.ca

Phone: (416) 901-6002