Privacy Policy

RNN Financial (“we”, “us”) provides bookkeeping, tax, advisory and mortgage services from 7676 Woodbine Ave #100, Markham, Ontario L3R 2N2. Mortgage services are provided through Northwood Mortgage Ltd. (Licence #10349), with Mortgage Agent Licence #M20000545 (FSRA). This policy explains what personal information we collect, why, and the choices you have. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario law.

What we collect

• Account details: your name, date of birth, mobile phone and email address, which you give us when you create a client portal account or edit your profile.
• Service information: documents and details you upload or tell us about so we can do your work, such as tax slips, notices of assessment, pay stubs, bank statements, identification and mortgage application documents.
• Requests and messages: what you tell us when you book a consultation or contact us.
• Basic technical data: like most websites, our hosting and security systems may log your IP address, browser type and the pages you visit.

Why we use it

• To create and secure your portal account, and to confirm who you are when you sign in.
• To provide the services you ask for, including preparing returns and books, advising you, and arranging mortgages with lenders on your behalf.
• To contact you about your file, such as requests for documents, progress updates and consultation follow-up.
• To meet legal, tax, accounting and regulatory obligations.
• To keep our website and portal secure and working properly.

We do not sell your personal information, and we do not use it for advertising.

Who we share it with

We share information only as needed to deliver our services or as the law requires:

• Lenders and mortgage partners, when you ask us to arrange or apply for a mortgage, including Northwood Mortgage Ltd.
• Government and regulators, such as the Canada Revenue Agency when we file a return for you, or the Financial Services Regulatory Authority of Ontario (FSRA) where required.
• Service providers who run our systems for us: our portal database and file storage (Supabase), email delivery (Resend), website hosting (Porkbun) and, if you use our optional upload page, Dropbox. These providers may only use your information to provide their service to us.
• Others, only with your consent or where required by law, for example to respond to a valid legal request.

Some of these providers may store or process data outside Canada, in which case the information may be accessible to courts and authorities in those countries under their laws.

How we protect it

Portal files are stored in a private, access-controlled storage area. Each client can see only their own file, and only authorized RNN Financial staff can see client files. Connections to our website and portal are encrypted. You sign in with a one-time code sent to your email, so there is no password to steal. No system is completely secure, so please do not email sensitive documents or put your Social Insurance Number in a file name, and tell us right away if you think your account has been misused.

How long we keep it

We keep your information for as long as we need it to provide services and to meet legal and professional record-keeping requirements. Tax and accounting records are generally kept for at least six years. After that we securely delete or anonymize it.

Cookies and similar technologies

Our website does not use advertising or tracking cookies. The client portal stores a sign-in token in your browser so you stay signed in, and removes it when you sign out. The site loads fonts from Google Fonts and code libraries from a content delivery network, which may receive your IP address when your browser fetches them. Google reviews and maps links take you to Google’s own site, which has its own privacy policy.

Your choices and rights

You can review and update your name, phone, date of birth and email at any time using Edit profile in the portal. You may also ask us to access the personal information we hold about you, correct it, or delete it where we are not required to keep it, and you may withdraw your consent to certain uses. We will respond within 30 days. To make a request, or if you have a question or complaint about how we handle your information, contact us using the details below. You also have the right to complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Children

Our services are intended for adults. We do not knowingly collect personal information from anyone under 18 without a parent or guardian.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.

Contact us

RNN Financial, 7676 Woodbine Ave #100, Markham, ON L3R 2N2
Phone: (647) 617-6274
Email: info@rnnfinancial.com