Your information
Privacy Policy
Effective and last updated:
How we handle personal information on our website and when providing HAIBEK services.
1. Who we are
HAIBEK is operated by 2002661 Alberta Ltd., an Alberta corporation operating under the HAIBEK business name. In this policy, “we,” “us” and “our” refer to that corporation. We currently serve Canadian businesses.
This policy covers personal information handled through haibek.ca and our bookkeeping and related financial and administrative services. Payroll is a separate optional add-on service. Personal information is information about an identifiable individual; business records may contain personal information about owners, customers, suppliers and employees.
We handle personal information in accordance with applicable Canadian privacy laws, including Alberta’s Personal Information Protection Act and, where applicable, the federal Personal Information Protection and Electronic Documents Act.
2. Information we collect
Website and prospect information may include your name, email, phone number, business name, inquiry, communications, scheduling details, selected services, and checkout or payment status. Hosting and service providers may also process technical information such as IP addresses, browser and device details, request logs and security events to operate and protect their services.
Client service records may include financial records, invoices and receipts, bank and credit-card statements, bank account and banking information, loans, lines of credit and financing documents, accounts receivable and customer invoices, accounts payable and supplier bills, QuickBooks data, corporate registration records, customer and vendor information, contracts, leases, service agreements, expense reports, mileage and travel records, and reimbursements.
Where relevant to the services, we may receive employee names, contact information, addresses, dates of birth, banking and direct-deposit details, compensation, hours, bonuses, deductions and benefits information. Payroll services may require Social Insurance Numbers, TD1s, T4s, Records of Employment and other payroll or tax records. We may also handle CRA correspondence and notices, GST/HST information and filings, and other information reasonably necessary to perform the services.
We receive information from you, the business that engages us, its authorized representatives, and through authorized access to client or government systems. Our intended approach is delegated or authorized access rather than collecting each client’s individual password. Please do not submit passwords, banking details, SINs or other sensitive records through the general website inquiry form.
3. How we use information
We use information to respond to inquiries, assess service needs, arrange meetings, onboard clients, provide and administer agreed services, reconcile records, prepare reports and authorized filings, communicate with clients, process payments and manage our business relationship. We also use information where reasonably necessary to protect our services, prevent fraud, resolve disputes and meet legal, tax, accounting and regulatory obligations.
Website contact requests are sent to an automation workflow for handling and follow-up. When a checkout session is created, we send its reference, your email, intended tier and checkout status to our operational workflow, even if payment is not completed. We record the version of the Terms accepted at checkout. Following payment confirmation, we may also receive your name from the payment provider and use payment status and contact details for internal notifications, welcome messages and onboarding instructions. Checkout pays the setup fee; final recurring scope and pricing are confirmed separately during onboarding. Promotional follow-up is subject to applicable consent and opt-out requirements.
We collect and use only information reasonably needed for identified purposes. For a materially different use, we will provide appropriate notice and obtain consent where required.
4. Consent and client-supplied information
We rely on consent or another basis permitted by applicable law to collect, use and disclose personal information. Consent may be express or implied, depending on the information and purpose. We seek express consent where required, particularly for sensitive information or uses outside an individual’s reasonable expectations.
Businesses providing employee, customer, supplier or other individuals’ information are responsible for having authority to provide it and giving required notices and obtaining required consents. We handle that information for authorized services and applicable legal obligations.
You may withdraw consent by contacting us, subject to legal or contractual restrictions and reasonable notice. We will explain any consequences, including where we cannot provide a service without necessary information. Optional marketing consent is not a condition of receiving bookkeeping or payroll services.
6. Automation and AI-assisted tools
We use automation and may use AI-assisted tools operationally. Our intended practice is not to submit client information to general-purpose OpenAI/ChatGPT tools. This is not a guarantee that information can never be processed by an AI-enabled service or provider.
Certain advanced or add-on services may use AI-enabled providers, such as Bland.ai for voice or receptionist services. Where a service involves personal information, we will explain relevant processing and obtain any required consent before using it. Depending on the agreed service, information may include contact details and call or message content. We assess the information needed and appropriate safeguards for the use involved.
7. Website technologies and marketing
The current HAIBEK website does not include dedicated analytics tools or advertising pixels. External services such as Stripe and Calendly may use cookies or similar technologies under their own policies when you use those services.
We expect to introduce website analytics and advertising or marketing technologies in the future. These may use cookies, pixels or similar tools to understand website visits, lead generation and marketing performance. Before introducing technologies requiring consent, we will provide appropriate information and choices and update this policy as needed. Browser settings can help manage cookies, although blocking some cookies may affect external service functionality.
Website and prospect information may be used for analytics and marketing, subject to applicable law and consent requirements. Client bookkeeping, payroll, tax, financial, employee, vendor and similar service data is not used for advertising analytics, audience profiling or marketing campaigns.
We may send prospects and existing customers information about HAIBEK services and add-ons where permitted by applicable consent requirements. Use the unsubscribe option in a marketing message or contact privacy@haibek.ca to opt out or request no marketing contact. Necessary service, payment and administrative communications may continue.
8. Processing outside Canada
HAIBEK and its service providers may process or store information in Canada and other jurisdictions. We do not promise Canadian-only storage. Information processed elsewhere may be subject to the laws of those jurisdictions, including lawful access by courts, law enforcement or government authorities.
To ask about processing outside Canada or request information about our policies and practices relating to service providers outside Canada, contact the HAIBEK privacy contact at privacy@haibek.ca.
9. Safeguards
We use reasonable administrative, technical and organizational safeguards appropriate to the sensitivity of the information. These include limiting access to those who need it, using authorized access and appropriate account protections, exercising care when storing and sharing records, and reviewing service-provider handling practices. No method of transmission or storage guarantees absolute security.
If a privacy incident occurs, we will assess it and take appropriate steps, including notifications required by applicable law.
10. Retention and disposal
We retain information for as long as reasonably necessary to provide services and satisfy applicable legal, tax, accounting, regulatory, dispute-resolution and record-keeping obligations. Retention depends on the record and circumstances. Accounting and supporting records may need to be kept for legally required periods, and some records may require longer retention.
Ending a client relationship does not automatically require destruction of records that must be retained. When information is no longer reasonably required, we intend to securely delete, destroy or anonymize it, subject to applicable legal requirements and provider backup and retention processes.
We may retain limited suppression or do-not-contact information where necessary to honour a marketing opt-out and avoid contacting that person again.
11. Requests and privacy concerns
Contact privacy@haibek.ca to request access to or correction of your personal information, withdraw consent, opt out of marketing, request no further marketing contact or deletion, or raise a privacy concern. You may also ask how your information has been used or disclosed. Please describe your request without including sensitive records in your initial email.
We may verify your identity and authority before acting. We will respond within the time required by applicable law and explain relevant limitations. Access may be limited where permitted by law, including to protect another person’s information. Deletion is not unconditional: we may retain information where legally or reasonably required for the purposes described here and explain that limitation where appropriate.
If we hold information on behalf of a client business, we may coordinate with that business or direct you to it where appropriate, while fulfilling our own legal obligations. If a concern remains unresolved, you may contact the Office of the Information and Privacy Commissioner of Alberta or another privacy regulator with jurisdiction.
12. Updates and contact
We may update this policy as our services and practices change. We will post the revised policy here with an updated date and provide additional notice or obtain consent where required.
For all privacy questions and requests, contact 2002661 Alberta Ltd., operating as HAIBEK, at privacy@haibek.ca.