Privacy policy
Privacy policy
PrizmaBooks provides accounting services to businesses. This policy explains what personal information we collect, why we collect it, and how we protect it. It covers three situations: visiting this website, using our accounting services, and receiving text messages (SMS) from us.
1. Person in charge of personal information
Saul Preza, CPA, Founder, is responsible for the protection of personal information at PrizmaBooks. For any question or request: admin@prizmabooks.ca.
2. Visiting this website
- No tracking cookies. This website uses no advertising cookies, analytics or trackers.
- Technical data. Like any website, our host (Netlify) and our font service (Google Fonts) receive technical data, such as your IP address, in order to display the page.
- Booking a call. Calls are booked through Calendly, where you provide your name, email address and anything you choose to share. We use this information only to hold the call and follow up on your request. Calendly's own privacy policy applies to data entered on its platform.
- Email and phone. Information you send us is used only to respond to you.
3. Accounting services
Information we access
When you become a client, we access your QuickBooks Online company: chart of accounts, vendors, tax codes, bank transactions, bills, journal entries, and the basic company data needed to connect. We also process the documents you send us, such as receipts, invoices and statements, through your shared OneDrive folder or by email.
How we use it
This information is used only to provide our services: classifying your transactions, preparing entries for CPA review, posting approved entries to QuickBooks Online, preparing your GST/QST returns, and other work we agree on. We never use it for advertising or marketing.
Automation and human review
We use an internal automation system (AutoBK) to prepare entries. Automated classification is preparatory only: no entry is posted to your QuickBooks Online company without review and approval by a CPA.
Service providers
Your information passes through the following providers, only to operate our services:
- Microsoft OneDrive and Outlook: secure intake of your documents.
- n8n: workflow orchestration; not used for long-term storage.
- Airtable: tracking documents, vendors and transactions pending review.
- Anthropic's Claude API: used transiently to read invoices and classify vendors, under Anthropic's data handling terms.
- QuickBooks Online (Intuit): the accounting platform where approved entries are posted.
4. Text messages (SMS)
If you agree to receive text messages, we collect your mobile number and the content of messages exchanged with your PrizmaBooks contact. This information is used only to communicate with you about your file, such as document requests, deadline reminders and updates.
We do not use your number for marketing. Your mobile number and SMS consent are not sold or shared with third parties or affiliates for marketing or promotional purposes. You can opt out at any time by replying STOP. See our SMS terms and conditions.
5. Sharing
We do not sell personal information. We share information only:
- with the service providers listed above, strictly to provide our services;
- with Intuit (QuickBooks Online), as required to connect to your company;
- where required by law or valid legal process;
- with your explicit consent.
6. Processing outside Quebec
Some of our service providers host or process data outside Quebec, including in the United States. Your information may therefore be subject to the laws of those jurisdictions.
7. Retention
We keep your information as long as needed to provide our services and meet our legal and professional obligations. Receipts and other supporting documents are kept for at least six years, as the tax authorities require. After that, they are deleted or anonymized unless the law requires longer retention.
8. Security
We apply reasonable safeguards, including access controls on the systems listed above and restricted access to credentials. Only authorized PrizmaBooks personnel can access your accounting data.
9. Your rights
You can request access to the personal information we hold about you, ask for corrections, or withdraw your consent by writing to admin@prizmabooks.ca. We respond within 30 days. You can also file a complaint with the Commission d'accès à l'information du Québec.
10. Changes
We may update this policy. Any material change will be shown by a new effective date at the top of this page.