Privacy Policy

1. Introduction

At TaxFormWise, protecting your personal data and privacy is our highest priority. This Privacy Policy transparently informs you about what data we collect, how we process it, and what control you have over your information, particularly in connection with our tax services and client representation.

Our data processing practices comply with applicable Canadian data protection laws and the European General Data Protection Regulation (GDPR), where applicable to our activities in providing tax services to our valued clients and compliance optimization seekers.

2. Collection and Processing of Personal Data

The collection and processing of your data is strictly limited to providing, conducting, and personalizing our tax services and client representation. This includes:

2.1. Data you actively provide to us:

  • Registration information such as name, email address, phone number, and relevant tax interests for tax service personalization
  • Payment information for tax services and premium consultation access
  • Tax preferences and compliance interests necessary for personalized tax assistance
  • Contact information and personal preferences for tax updates delivery

2.2. Automatically collected data:

  • Technical information such as IP address, device type, and browser version when using our website
  • Service history and tax engagement records for tax services
  • Communication preferences to optimize our tax service delivery

2.3. Cookies and Tracking Technologies: We use necessary cookies and, with your consent, analytics cookies to continuously improve our services. You can adjust your cookie settings in your browser at any time or use our website without optional cookies.

3. Purpose of Data Processing

We process your personal data for the following purposes:

  • Tax Services – For organizing and providing personalized tax assistance, consultation services, and specialized representation
  • Client Management – For managing tax cases, appointments, payments, and sending relevant tax updates
  • Tax Assistance – To help the appropriateness of suggested tax services and create tailored recommendations
  • Quality Assurance – For continuous improvement of our tax services and content delivery

4. Legal Basis for Processing

Our data processing is based on the following legal grounds:

  • Contractual fulfillment in providing tax services and managing client data (Art. 6(1)(b) GDPR)
  • Legitimate interest in improving our tax offerings and optimizing our services (Art. 6(1)(f) GDPR)
  • Compliance with legal obligations, particularly in tax and financial regulations (Art. 6(1)(c) GDPR)
  • Your explicit consent for collecting certain preference data and for marketing measures (Art. 6(1)(a) GDPR)

5. Data Sharing with Third Parties

Your data is only shared with third parties in the following cases:

  • Payment Service Providers – For secure processing of payments for tax services
  • IT Service Providers – For operating our tax management system and website under data processing agreements
  • Tax Partners – When necessary for coordinating tax services, with strict confidentiality
  • Legal Advisors – For complex tax arrangements and legal compliance

We will never share your data with uninvolved third parties for advertising purposes and always maintain the highest level of confidentiality.

6. Data Security

To protect your data, we implement advanced security measures, including encrypted data transmission, secure storage, and strict access controls for our staff. We pay special attention to protecting client information and personal data requiring the highest confidentiality.

Physical documents containing personal data are stored in secure facilities and safely destroyed after legal retention periods expire. Our facilities are equipped with modern security systems.

7. Data Storage Duration and Deletion

Your data is stored only as long as necessary for the stated purposes:

  • Contact and contract data are stored for the duration of the tax service relationship plus legal retention periods.
  • Tax preferences and requirements are kept for up to 5 years after the last activity.
  • Tax-related documents are stored according to Canadian law for up to 10 years after the end of tax services.

You have the right to request early deletion of your data unless prevented by legal retention requirements.

8. Your Rights

As a client or user, you have the following rights:

  • Information about your stored personal data
  • Correction of incorrect or incomplete data
  • Deletion of your data under legally specified conditions
  • Restriction of processing under certain circumstances
  • Data portability in a structured, common format
  • Objection to processing based on legitimate interest

To exercise these rights, please contact us via email at privacy@taxformwise.com or through our contact form.

9. GDPR-specific Provisions

As a Canadian company serving clients from the EU, we follow the principles of the General Data Protection Regulation (GDPR) and guarantee the following rights:

  • Cross-border Data Transfers – When transferring data outside the EU/EEA, we help appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions.
  • Data Protection Officer – Our Data Protection Officer is available for inquiries regarding the processing of your personal data at privacy@taxformwise.com.
  • Right to Complain – You have the right to lodge a complaint with a data protection supervisory authority, particularly in the EU member state of your residence, workplace, or place of alleged infringement.
  • Data Minimization – We only collect data necessary for the stated purposes and store it only as long as required and legally prescribed.

For EU citizens using our tax services, additional special protection measures apply under GDPR, including extended information obligations and stricter consent requirements.

10. Changes to the Privacy Policy

We reserve the right to update this Privacy Policy as needed to accommodate legal requirements or organizational changes. The current version will always be published on our website and communicated to our subscribers.

For significant changes, we will inform our clients and users via email or through notices on our platform.

If you have questions about data protection, we are available at any time through our contact form, by phone, or via email. Protecting your data is not just a legal obligation for us but an essential part of our professionalism and respect for our clients and users in the dynamic field of tax services.