Last updated: 21-October-2026

Solstice Partners (“Solstice Partners,” “we,” “us” or “our”) is an accounting, tax and advisory practice based in Toronto, Ontario. Solstice Partners operates under the name Solstice Partners. Handling personal and financial information is central to our work, and we take that responsibility seriously.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and the choices and rights you have. It applies to information collected through solsticepartners.ca (the “Website”), through our client services, and in our communications with you. We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and its fair information principles.

1. Accountability and Contact

We have designated a Privacy Officer who is responsible for our compliance with this policy and applicable privacy law:

Privacy Officer: Solstice Partners Email: info@solsticepartners.ca Phone: +1 647 502 6864 Mail: Solstice Partners, 215, 145 1/2 Church Street, Unit 5, Toronto, Ontario M5B 1Y4

2. Information We Collect

From website visitors and prospective clients – Name, email address, phone number, business name and the details you include when you contact us, request a consultation or subscribe to updates – Technical information collected automatically, such as IP address, browser and device type, pages viewed, referring pages and approximate location (see Section 7)

From clients, as needed to provide the services you engage us for: – Identification and contact details, including your Social Insurance Number or Business Number where required for tax filings – Financial information, such as bank and credit card statements, invoices, receipts, payroll records, investment statements and prior tax returns and assessments – Information about your spouse, dependants, employees, shareholders or other individuals where it is required for your returns or records (you are responsible for having the authority to share it with us) – Correspondence with the Canada Revenue Agency (CRA) and other government bodies

From job applicants – Résumés, cover letters, references and other information you provide in connection with an application

3. How We Collect It

We collect personal information directly from you, through forms on our Website, from documents you share with us, and through read-only connections you authorize between your financial accounts and accounting software. With your written authorization, we may also obtain information from the CRA (for example, through the CRA’s Represent a Client service) or from third parties such as your bank, lawyer or previous accountant.

4. How We Use It

We use personal information to: – Respond to enquiries, provide quotes and schedule consultations – Provide bookkeeping, payroll, tax preparation and filing, tax planning, advisory and CRA representation services – Prepare and electronically file returns and forms with the CRA and other tax authorities – Verify identity and meet our professional, legal and regulatory obligations – Invoice for our services and manage our client relationship – Improve our Website and services and understand how visitors use them – Send service updates and, with your consent, newsletters or marketing communications – Assess job applications

We will not use your personal information for a purpose not described here without first obtaining your consent, unless the law permits or requires it.

5. Consent

By contacting us, engaging our services or using our Website, you consent to the collection, use and disclosure of your personal information as described in this policy. For sensitive information, such as financial and tax records, we obtain your express consent, usually through our engagement letter and the CRA authorization forms you sign.

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may mean we can no longer provide certain services, for example, we cannot prepare a tax return without the information it requires. We will explain the consequences when you ask.

6. When We Share Information

We do not sell, rent or trade your personal information. We share it only as follows:

  • Tax and government authorities, such as the CRA and the Ontario Ministry of Finance, when we file returns, forms or correspondence on your behalf
  • Service providers who help us operate, such as cloud accounting platforms, secure document portals, email and productivity software, e-signature tools, payroll processors, payment processors and our Website host. They may use your information only to provide services to us and must protect it.
  • Professional advisors such as lawyers, insurers and auditors, under confidentiality obligations
  • Other parties you authorize, such as your lender, lawyer or financial advisor
  • As required by law, for example in response to a court order, subpoena or a lawful request from a regulator
  • In a business transaction, such as a merger or sale of our practice, to the parties involved, subject to confidentiality and to the information being used only for the purposes described here

Storage outside Canada. Some of our service providers store or process information outside Canada, including in the United States. Information held outside Canada is subject to the laws of that jurisdiction and may be accessible to its courts and authorities. We choose providers that protect information to a standard comparable to ours.

7. Cookies, Analytics and Advertising

Our Website uses cookies and similar technologies to operate properly, remember your preferences, measure traffic and measure the effectiveness of our advertising. These may include:

  • Strictly necessary cookies, required for the Website and its forms to work
  • Analytics, Google Analytics 4 to understand how visitors use the Website, using aggregated information
  • Advertising and conversion measurement: Google Ads, Meta Pixel and LinkedIn Insight Tag, to measure whether our ads lead to enquiries and to show relevant ads to people who have visited our Website

You can accept or decline non-essential cookies through our cookie banner, change your choice at any time using the “Cookie settings” link in the footer, and block or delete cookies in your browser settings. You can also opt out of personalized advertising through Google’s Ad Settings, Meta’s ad preferences and the Digital Advertising Alliance of Canada (youradchoices.ca). Declining non-essential cookies will not stop the Website from working.

8. Email Communications

We send service-related messages to clients as part of our engagement. We send newsletters and marketing emails only with your consent, in accordance with Canada’s Anti-Spam Legislation (CASL). Every marketing email includes an unsubscribe link, and we act on unsubscribe requests within 10 business days.

9. How We Protect Information

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including: – Secure, encrypted cloud platforms and client portals instead of email attachments for sensitive documents wherever possible – Multi-factor authentication and role-based access, limited to staff who need the information for their work – Confidentiality obligations for all staff and contractors – Secure disposal of records once they are no longer required

No method of transmission or storage is completely secure. If you suspect your information has been compromised, please contact us immediately.

Privacy breaches. If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you and report it to the Office of the Privacy Commissioner of Canada as required by law, and we keep a record of all breaches.

10. How Long We Keep Information

We keep personal information only as long as needed for the purposes it was collected, or as required by law or professional obligations:

  • Client files and working papers: at least 7 years after the end of the tax year or engagement they relate to. The CRA generally requires that books, records and supporting documents be kept for six years from the end of the last tax year to which they relate, and that signed electronic filing authorization forms (such as Form T183) be kept for six years.
  • Enquiries that do not become engagements: up to 24 months after our last contact
  • Job applications: up to 12 months after the position is filled, unless you ask us to keep your application on file longer
  • Website analytics data: according to the retention settings of our analytics tools, typically 14 months

After these periods, information is securely destroyed or anonymized.

11. Your Rights

You have the right to: – Access the personal information we hold about you and learn how it has been used and shared – Correct information that is inaccurate or incomplete – Withdraw consent as described in Section 5 – Unsubscribe from marketing communications at any time

To make a request, contact our Privacy Officer. We may need to verify your identity first. We will respond within 30 days, or tell you if we need more time and why, as permitted by law. In limited cases, the law allows or requires us to refuse access — for example, where information would reveal another person’s personal information or is subject to legal privilege — and we will explain our reasons.

12. Children’s Information

Our Website and services are directed to adults and businesses. We collect information about minors only when a parent or guardian provides it for a legitimate purpose, such as claiming dependants or benefits on a tax return.

13. Links to Other Websites

Our Website may link to third-party sites, including the CRA and software providers. We are not responsible for their privacy practices and encourage you to read their policies.

14. Questions and Complaints

If you have a question or concern about our privacy practices, please contact our Privacy Officer first, we will investigate and respond. If you are not satisfied, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.

15. Changes to This Policy

We may update this policy to reflect changes in our practices or in the law. The current version will always be posted on this page with its effective date. If we make significant changes, we will notify clients directly.