Privacy Policy
Last updated: October 2026
Bookkeeping means handling sensitive financial information. We take that seriously. This policy explains what personal information Ledger & Order collects, why, how it’s protected, and what you can ask of us. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
Who is responsible
Ledger & Order is owned and operated by Melissa Gray in Prince Edward Island. Melissa is responsible for how personal information is handled and is the contact for any privacy question or request.
What we collect
When you visit the site. Our website host automatically records basic technical information, such as your IP address, browser type and the pages you view, to keep the site running and secure. We don’t use advertising trackers and we don’t build profiles of visitors.
When you contact us or book a call. Your name, email, phone number, and anything you choose to tell us about your business. Booking a call goes through Google Calendar, which collects the details you enter there.
When you become a client. The information needed to do the work in your engagement letter. Depending on the service, that can include:
- Business and personal contact details
- Bank, credit card and other financial statements and transactions
- Receipts, invoices and supporting documents
- Payroll and employee information
- Information needed to prepare and file tax and GST/HST returns, including Social Insurance Numbers and business numbers
How we use it
- To reply to your questions and schedule calls
- To deliver the bookkeeping, payroll, tax and project work you’ve engaged us for
- To file returns and remittances with the Canada Revenue Agency and other agencies on your behalf, with your authorization
- To send invoices and keep our own business records
- To meet legal and professional obligations
We don’t sell, rent or trade your personal information. We don’t use it for anything unrelated to working with you without asking first.
Who we share it with
Only as needed to do the work, and only with:
- Government agencies, such as the Canada Revenue Agency, when filing on your behalf
- The cloud software we use to do your books and store your documents, such as QuickBooks Online, Google Workspace and payroll software
- Other professionals you ask us to work with, such as your accountant or lawyer
- Anyone the law requires us to disclose to
Some of these providers store data on servers outside Canada, including in the United States. When that happens, your information may be subject to the laws of that country. We choose providers with strong security practices and use their privacy and security settings.
How we protect it
- Client files are kept in secure, password-protected cloud systems with two-factor authentication where available
- Access is limited to the people who need it to do your work
- We share documents through secure shared folders rather than ordinary email attachments where possible
- We review who has access when an engagement ends
No system is perfect. If a breach ever puts your information at real risk, we will tell you and report it as required by law.
How long we keep it
We keep client records for as long as needed to do the work, and then for as long as the law requires. Tax and bookkeeping records are generally kept for at least six years, in line with Canada Revenue Agency rules. After that, they are securely deleted or returned to you.
Information from enquiries that don’t become client work is deleted when it’s no longer needed.
Cookies
This site uses only the cookies needed for it to work. We don’t use advertising or tracking cookies. If we add analytics in the future, we’ll update this policy.
Your rights
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent to us using it, subject to legal and contractual limits. Withdrawing consent may mean we can no longer provide some services. To make a request, email us and we’ll respond within 30 days.
If you’re not satisfied with how we’ve handled a privacy concern, you can contact the Office of the Privacy Commissioner of Canada.
Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it last changed.
Contact
Privacy questions or requests: Melissa Gray, mgray@ledgerandorder.ca, (902) 303-2945.