Privacy
Privacy
Plain-language information about how this website works and how Rybair handles client information after an engagement begins. It is a website and service policy, not legal advice.
In short
What this means
This website is informational. It does not create an account for you, use advertising or third-party tracking. When you submit the contact form, your enquiry is sent to Rybair and logged in Rybair's Google Workspace (Google Sheets) so we can follow up. When you become a client, Rybair receives the records and access needed to do the agreed work. Those records are used only for that work, protected with reasonable safeguards, and kept as long as needed for the engagement and applicable legal and professional requirements.
What you provide through the contact form
When you submit the contact form, the details you enter (name, email, optional phone and service, your message, and how you found the site, such as the landing page and campaign source) are sent to Rybair and logged in Rybair's Google Workspace (Google Sheets) so we can respond and follow up. They are used only to reply to your enquiry and discuss possible work.
- The form has no file uploads and does not create an account.
- There is no server-side submission, database storage, or lead-tracking system.
- Sending the email is your action in your own email program, not ours.
- Do not include sensitive details such as SIN/BN, bank information, passwords, tax documents, patient records or student records.
No accounts, no analytics, no advertising
The current site has no user accounts, no sign-in, and no database. It does not run advertising, remarketing tags, or third-party analytics. Standard browser requests needed to display pages are handled by the hosting provider as part of serving the site.
Email you send to Rybair
If you send an email to [email protected], your message and contact details are handled by your email provider and Rybair's email account. Any information you choose to share in that email is governed by your relationship with Rybair and by applicable Canadian law. Keep sensitive information out of email unless a secure channel has been agreed in writing.
Links to other websites
Pages on this site may link to external websites, such as official government sources, for reference. Once you leave this site, the privacy practices of those other sites apply. Rybair does not control how third-party sites handle your information.
After engagement: information we receive from clients
To do the agreed work, Rybair receives the records and access you provide. This typically includes accounting files, bank and processor statements, payroll records, tax records, and access to the systems you authorize. We collect only what the engagement requires, and additional information is requested only when needed for a specific task.
- Accounting, bookkeeping and reporting files you share or grant access to.
- Bank, payment processor, payroll and tax records needed for reconciliation or filing.
- Access to systems such as your accounting, payroll or property-management platform, authorized in writing.
- Identity or entity details required to meet a specific obligation, shared through an agreed channel.
Why client information is used
Client information is used to perform the services in the agreed scope — for example bookkeeping, payroll, tax preparation, reporting, CRA follow-up or advisory. It is not sold, rented, or used to build marketing lists. We may use summarized, non-identifying information to improve our own processes, but we do not publish client data or identifiable details.
When information may be shared
Rybair shares client information only as needed to deliver the agreed work or as required by law.
- With you, your accountant, or another advisor you authorize in writing, for the specific work agreed.
- With a specialist or sub-contractor engaged by Rybair for part of your work, under a confidentiality obligation and only as needed.
- With a government authority or regulator when legally required, such as a valid filing, notice, or compelled-disclosure obligation.
- We do not sell client information, and we do not share it for any purpose outside the engagement unless the law requires it.
Safeguards
Rybair applies reasonable safeguards to protect client information. These include limiting access to people who need it for the work, using access controls on the systems we operate, and transmitting records through agreed channels rather than unsecured email. The specific safeguards for your engagement are set out in your written agreement, including which systems and accounts are in scope and who is responsible for them.
Retention
Client records are kept for as long as needed for the engagement and for any legal, tax, or professional record-keeping requirements that apply. After that, records are securely returned or destroyed unless you instruct otherwise or the law requires longer retention. The retention period depends on the type of record and your jurisdiction; specific terms are confirmed in your engagement agreement.
Your access and correction requests
You may ask what client information Rybair holds about you or your business and request a correction if it is inaccurate. We respond to reasonable requests in line with the engagement and applicable law. Some records may be limited by legal or professional obligations, and we will explain the reason where we can. Send access or correction requests to [email protected] with enough detail to identify the engagement.
Service providers and processors
Rybair may use third-party systems — such as accounting, payroll, cloud storage, or email platforms — to receive, store, or process client records when delivering the agreed work. These providers act under their own terms and security practices. You remain responsible for authorizing access to your own systems, and Rybair is responsible for how it uses the access and records you provide. We do not transfer client information to a provider outside the engagement without your agreement.
Privacy contact
For any privacy question, access or correction request, or concern about how client information is handled, contact Rybair at [email protected]. We aim to respond to genuine requests promptly and to explain plainly what we can and cannot do. This page is a policy statement, not a contract; the specific terms for your engagement are set out in your written agreement.
What this page does not cover
This page describes the website as it exists today and Rybair's general approach to client information. It is not legal advice and does not replace the specific terms of your engagement agreement, which govern the actual handling of your records. Where a regulated activity has its own privacy or confidentiality rules, those rules also apply.
Questions
Frequently asked questions
Does Rybair store the details I type into the contact form?
When you submit the form, your enquiry is sent to Rybair and logged in Rybair's Google Workspace (Google Sheets) for follow-up. It is used only to respond to your enquiry. Keep sensitive information out of the form.
Does this website use cookies or tracking?
The current site does not use advertising, remarketing, or third-party tracking. Standard technical requests needed to display the page are handled by the hosting provider.
Should I send sensitive documents through the contact form?
No. Do not include SIN/BN, bank details, passwords, tax, patient or student records. If a secure exchange is needed, it will be arranged separately and in writing.
What happens to an email I send to [email protected]?
It is received at [email protected] and handled under applicable Canadian law and your engagement with Rybair. Keep sensitive information out of email unless a secure channel has been agreed.
How is my information handled once I become a client?
Rybair receives only the records and access the engagement requires, uses them for the agreed work, protects them with reasonable safeguards, and shares them only as needed to deliver that work or as required by law. The specific terms are set out in your written agreement.
Who can access my client records?
Access is limited to people at Rybair who need it for the work, plus any specialist or system you authorize in writing. We do not sell client information or share it for purposes outside the engagement.
How long does Rybair keep client records?
Records are kept for as long as needed for the engagement and for any legal, tax or professional record-keeping requirements that apply, then securely returned or destroyed. The exact period depends on the record type and your jurisdiction and is confirmed in your engagement agreement.
How do I ask what information Rybair holds or request a correction?
Send a request to [email protected] with enough detail to identify the engagement. We respond to reasonable requests in line with the engagement and applicable law, and explain any limits where we can.
Questions about how this site works?
Send them to [email protected] and we will answer plainly.