Privacy & Data Policy

Effective date: October 28, 2026

This policy explains how Aerius Bookkeeping protects the information you share with us through our website, checkout and client portal. It forms part of our Subscription Terms of Service.

Quick answers

Do you sell my information? No. Never.

Do you connect to my bank? No. We never ask for banking logins. You upload your statements yourself.

Do you store my credit card? No. Payments are handled by a secure payment processor. We never see or store full card numbers.

Is my data used to train AI? No. Our providers are not permitted to train their models on your information.

Where is my data stored? With secure cloud providers in the United States. See section 5.

Can other clients see my files? No. Each client can only access their own account.

Can I see or correct what you hold? Yes. Email us and we will respond within 30 days.

1. Purpose and scope

This policy applies to Aerius Bookkeeping ("Aerius", "we", "us"), a Canadian bookkeeping business based in Ontario, and to everyone who uses our website, checkout or client portal. Our services are for businesses only. If this policy and our Subscription Terms of Service conflict, the Terms govern.

2. Confidentiality

"Client Information" means any information you or your authorized users give us, including account and contact details, billing details, statements, receipts, transaction notes and reports we prepare for you. We use Client Information only to provide our services, run your account, meet legal obligations and keep our systems secure. We never sell it or use it for advertising.

Our services are built for financial records, not health records. Please do not upload patient charts, clinical notes, Social Insurance Numbers, banking passwords or full card numbers. If a patient's name appears incidentally on a statement, we use it only to record the transaction and protect it like all other Client Information.

3. Use of technology, including AI

We may use automated tools, including artificial intelligence, to help process records and prepare your bookkeeping. When we do:

Client Information is used only to provide your services
Our providers are bound by confidentiality and may not train their models on your information
Your bookkeeping is reviewed by Aerius before it is released to you

4. Service providers

We work with a small number of trusted providers that help us operate, in these categories:

Hosting and secure data storage
Payment processing
Email delivery
Business software, including automation tools

Each provider receives only what it needs, is bound by contract to protect it, and may use it only to provide services to us. A list of our providers is available on request.

We may also disclose information where the law requires it, to prevent fraud or protect our rights, or as part of a sale or reorganization of our business where the buyer agrees to protect it under this policy.

5. Where your information is stored

Your information is stored with secure cloud providers in the United States. Information held outside Canada is subject to the laws of that country and may be accessible to its courts and authorities.

Quebec clients: we assess the protection given to information transferred outside Quebec, as Quebec law requires.

6. Security

We protect Client Information with administrative, technical and physical safeguards suited to its sensitivity, including encryption, access controls and secure authentication. Each client can access only their own account. You are responsible for keeping your own passwords and devices secure.

If a breach of our safeguards creates a real risk of significant harm, we will notify the affected individuals and the Office of the Privacy Commissioner of Canada as soon as feasible, as the law requires.

7. Retention

We keep Client Information while you are a client and for seven years after your subscription ends, in line with Canada Revenue Agency record-keeping periods. After that, we securely delete or anonymize it. Please keep your own copies of your records and download your reports before your subscription ends.

8. Your rights

You may ask to access the personal information we hold about you, ask us to correct it, or withdraw consent to uses not needed to provide our services. We respond within 30 days. Some information must be kept to meet legal or tax obligations, and withdrawing consent to information we need may mean we cannot continue the service.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner.

9. Compliance

We follow the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. Our Privacy Officer is accountable for this policy, including information handled by our service providers.

10. Changes to this policy

We will post updates here with a new effective date and notify active clients of any material change by email.

11. Contact

Privacy Officer, Aerius Bookkeeping

Milton, Ontario

[email protected]