Last Updated: June 1, 2022
Effective Date: July 1, 2022
Xero Software (Canada) Ltd. (“TaxCycle”/“we”/“us”/“our”) is committed to protecting your privacy. We make the websites www.taxcycle.com, www.taxfolder.com and www.protaxcommunity.com and any subdomains of the foregoing (the “Website”) as well as professional tax preparation software and related cloud services for accountants and bookkeepers for users in North America (the “Services”). As you use our Services, we want you to be clear how we are using information and the ways in which we protect your privacy.
Your privacy matters to us so please take the time to familiarize yourself with our policies, and if you have any questions please contact us at email@example.com.
Please note that the Website and the Services are intended for business use and not for use by minors. We do not knowingly collect personal information from children. If you are a minor in your jurisdiction, please do not: use or provide any information on this Website or on or through any of its features; use any of the interactive or public comment features of this Website; or provide any information about yourself to us, including your name, address, telephone number or email address. If we learn we have collected or received personal information from a minor, we will delete that information.
This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy notice of every website you visit.
Personal data or personal information has the specific meaning given by the applicable legislation. Generally, it means any information relating to an identifiable person who can be directly or indirectly identified. It does not include data which is not related to an identifiable person (anonymized data).
We may collect, use, store and transfer different kinds of personal information which we have grouped together as follows:
We may in certain instances receive tax return files from you that contain additional kinds of personal information about your clients. These files are sent to us with your permission where you subscribe to use cloud-hosted, web-based products offered by TaxCycle. We access and use such files in providing services to you, including to assist in diagnosing software issues.
If you fail to provide personal information
Where we need to collect personal information by law, or under the terms of a contract we have with you and you fail to provide that information when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our Services). In this case, we may have to cancel a Service you have with us, but we will notify you if this is the case at the time.
We use different methods to collect data from and about you, including through:
We strive to provide you with choices regarding certain personal information uses, particularly around marketing and advertising. You may elect to opt out of receiving any further marketing or advertising emails from us through the mechanism provided in those emails.
You can ask us to stop sending you marketing messages at any time by contacting us. Where you opt out of receiving these marketing messages, this will not generally apply to communications required to provide the Services or the use of personal information provided to us as a result of a service purchase, service experience or other transactions.
Your IP address is reported by your web browser whenever you visit a page on the Website. This information is recorded together with your registration information on our databases.
We may have to share your personal information with the following parties set out below for the purposes described in section 4, above.
We require all third parties to respect the privacy and security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.
We use commercially reasonable efforts to store and maintain your Personal Information in a secure environment. We have implemented procedures designed to limit the dissemination of your Personal Information to only such designated staff as are reasonably necessary to carry out the stated purposes we have communicated to you. You are also responsible for helping to protect the security of your Personal Information. For instance, never give out your password, and remember to log out of your account and close your browser window when you have finished using the Website, so that other people using the same computer will not have access to your Personal Information.
We will only retain personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of performing a contract with you and for satisfying any legal, audit, accounting, or reporting requirements or obligations which apply to us.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymize your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
You have the right to access the Personal Information we hold about you in order to verify the Personal Information we have collected in respect to you and to have a general account of our uses of that information. Upon receipt of your written request, we will provide you with a copy of your Personal Information although in certain limited circumstances, we may not be able to make all relevant information available to you such as where that information also pertains to another user. We will endeavour to deal with all requests for access and modifications in a timely manner.
We will make every reasonable effort to keep your Personal Information accurate and up to date. As appropriate, this amended Personal Information will be transmitted to those parties to which we are permitted to disclose your information. Having accurate Personal Information about you enables us to give you the best possible service.
You can help by keeping us informed of any changes, such as a change of address or telephone number. If you would like to access your information, if you have any questions, comments or suggestions, or if you find any errors in our information about you, please contact us by one of the methods set out below:
Our full details are
TaxCycle from Xero
Email address: firstname.lastname@example.org
Postal address: TaxCycle from Xero, 800 – 1333 8 ST SW, Calgary, AB, T2R 1M6
Telephone number: 1-888-841-3040
If you have a complaint concerning our compliance with applicable privacy laws, we will investigate your complaint and if it is justified, we will take appropriate measures. You may also have the right to make a complaint at any time to your local supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the regulator so please contact us at email@example.com in the first instance.