Privacy Policy
Last updated: March 18, 2026
Castle Bookkeeping ("we", "us", "our") operates the website bookwithcastle.com and provides bookkeeping, tax preparation, payroll, and related financial services. This Privacy Policy explains how we collect, use, and protect your personal information.
1. Information We Collect
Information You Provide
- Contact information: name, email address, phone number, mailing address
- Business information: business name, type, revenue, number of employees
- Financial records: bank statements, receipts, invoices, tax documents provided for bookkeeping services
- Communication records: emails, text messages, phone call records related to service delivery
Information Collected Automatically
- Website usage: pages visited, time on site, referral source, browser type, device information
- Cookies: we use cookies and similar technologies for analytics and advertising (see Section 5)
- IP address: collected for security and analytics purposes
2. How We Use Your Information
- To provide bookkeeping, tax, payroll, and advisory services
- To communicate with you about your account and services
- To send appointment reminders and service updates
- To process payments and invoices
- To comply with CRA and other regulatory requirements
- To improve our website and services
- To run advertising campaigns (Google Ads, Facebook/Meta Ads) and measure their effectiveness
3. How We Share Your Information
We do not sell your personal information. We may share your information with:
- Service providers: QuickBooks Online (QBO), Xero, payment processors, and cloud hosting providers who assist in delivering our services
- Government authorities: CRA, provincial tax authorities, as required by law
- Advertising platforms: Google and Meta/Facebook receive anonymized conversion data to optimize ad campaigns
- Professional advisors: your accountant or CPA, with your authorization
4. Data Security
We protect your information using:
- Encrypted cloud-based platforms (QuickBooks Online, Xero)
- Secure document upload portals
- Two-factor authentication on all accounts
- Regular security audits and access reviews
- Staff confidentiality agreements
While we take reasonable measures to protect your data, no method of electronic transmission or storage is 100% secure.
5. Cookies & Tracking
Our website uses:
- Essential cookies: required for site functionality
- Analytics cookies: Google Analytics to understand how visitors use our site
- Advertising cookies: Google Ads and Meta/Facebook Pixel to measure ad performance and serve relevant ads
You can disable cookies in your browser settings. Disabling cookies may affect site functionality.
6. Your Rights
Under Canadian privacy law (PIPEDA), you have the right to:
- Access your personal information we hold
- Request correction of inaccurate information
- Withdraw consent for certain uses of your information
- Request deletion of your personal information (subject to legal retention requirements)
To exercise these rights, contact us at info@bookwithcastle.com or call (587) 872-0602.
7. Data Retention
We retain your financial records for a minimum of 7 years as required by CRA. Contact and communication records are retained for the duration of our business relationship plus 2 years. You may request deletion of non-legally-required data at any time.
8. Children's Privacy
Our services are not directed to individuals under 18. We do not knowingly collect information from children.
9. Changes to This Policy
We may update this policy from time to time. We will notify you of material changes by email or by posting a notice on our website.
Terms of Service
Last updated: March 18, 2026
1. Services
Castle Bookkeeping provides bookkeeping, tax preparation, payroll processing, GST/HST filing, and related financial services to small businesses and individuals in Calgary, Alberta, and across Canada.
2. Engagement & Pricing
- All services are provided on a month-to-month basis unless otherwise agreed
- Pricing is flat-fee and agreed upon before services begin
- Either party may terminate with 30 days' written notice
- Payment is due monthly by the date specified in your service agreement
3. Your Responsibilities
- Provide accurate and complete financial records and information
- Respond to information requests in a timely manner
- Review and approve financial statements and tax returns before filing
- Maintain your own backup copies of important documents
4. Our Responsibilities
- Perform services with reasonable care and professional standards
- Maintain confidentiality of your financial information
- Meet agreed-upon deadlines for filings and reports
- Communicate proactively about any issues affecting your account
5. Limitation of Liability
Castle Bookkeeping's liability for any claim arising from our services is limited to the fees paid for the specific service giving rise to the claim. We are not liable for penalties, interest, or losses resulting from information you provided that was incomplete, inaccurate, or untimely.
6. Dispute Resolution
Any disputes will be resolved through good-faith negotiation. If unresolved, disputes will be submitted to mediation in Calgary, Alberta, governed by the laws of the Province of Alberta.
7. Website Use
- The information on our website is for general informational purposes and does not constitute financial or tax advice
- Blog content is educational and may not reflect your specific situation
- You use our website at your own risk