Privacy Policy
JBPMC provides accounting and bookkeeping services to property management companies, property owners and construction businesses in Alberta. JBPMC is operated by Jordan Bretiller in Calgary, Alberta ("JBPMC", "we", "us"). This policy explains what personal information we collect through jbpmc.ca and in the course of our services, why we collect it, and how we protect it. We follow Alberta's Personal Information Protection Act (PIPA) and, where it applies, the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
1. What we collect
When you book a call or send an inquiry
The booking form asks for your name, email address, and optionally your phone number, company name and notes. It also records your answers about your business (client type, portfolio or company size, services you need, the system you use, when you want to start) and, if you book a call, the date and time you chose. The form gives you a request number and a QR code that holds that number and your call time; the QR code is created in your browser and is not sent to us separately.
The booking form does not ask for financial records, banking details, social insurance numbers or tenant information. Please don't include them in the notes field.
When you become a client
To deliver accounting services we receive business and financial records from you, such as bank and credit card statements, invoices, rent rolls, leases, owner and tenant ledgers, job cost reports, subcontractor details and payroll information. These records may include personal information about your tenants, owners, employees, customers or suppliers. We handle that information only on your behalf and only to provide the services in our engagement letter.
When you use the client portal
If we set up a client portal account for you, we store your name, email address, a securely hashed password, the files you and we share, upload and download dates, and the internet address used to sign in (to protect the account from repeated failed sign-ins).
When you simply visit the site
Our web host keeps standard server logs (internet address, browser type, pages requested and time) for security and troubleshooting. We do not use analytics, advertising or tracking cookies, and we do not build visitor profiles.
2. How we use it
- To reply to your request, schedule and hold the call you booked, and prepare a proposal.
- To provide the accounting, bookkeeping, reporting and related services you engage us for.
- To run the client portal, send you notices about new documents, and keep accounts secure.
- To send invoices, keep business records and meet our legal and tax obligations.
- To detect and block spam, abuse and unauthorized access to the site.
We use your information only for these purposes, or for another purpose you agree to or that the law permits. We do not sell, rent or trade personal information, and we do not add you to marketing lists. We may email you about your request or engagement; you can ask us to stop non-essential emails at any time.
3. Who we share it with
We share personal information only with service providers who help us run the business, and only what they need:
- Website hosting: our web host stores the website, booking requests and client portal files on servers in Canada.
- Email: messages sent to info@jbpmc.ca are delivered through our email provider.
- Accounting software: client books are kept in the software you use or we agree on (for example QuickBooks Online or Yardi Voyager).
- Security and delivery: if we use a content delivery or security service (such as Cloudflare), it processes website traffic to block attacks.
- Fonts: the site loads typefaces from Google Fonts, which receives your internet address when the page loads.
- Professional advisors: with your consent, your tax preparer or accounting firm, or our own lawyer, insurer or accountant when needed.
We may also disclose information when the law requires it, for example to respond to a court order or a request from the Canada Revenue Agency.
4. Storage outside Canada
Some of our service providers (including our email provider, Google Fonts, accounting software providers and any security service) may store or process information in the United States or other countries. While it is there, it may be accessed by courts and authorities of that country under its laws. You can ask us for more information about our providers outside Canada using the contact details below.
5. Cookies and browser storage
- Spam protection: the booking form saves the times of your recent submissions in your own browser (local storage) to limit repeat sends. Only timestamps are stored, and they stay on your device.
- Saved progress: the contractor lead estimator demo saves your answers in your browser so you can come back to them. You can clear them with the estimator's reset button or your browser settings.
- Sign-in: if you sign in to the client portal, the site sets cookies that keep you signed in. They are required for the portal to work.
We do not use advertising or analytics cookies.
6. How long we keep it
- Booking requests that don't lead to an engagement: deleted within 24 months.
- Client records and working papers: kept for 7 years after the engagement ends, unless your engagement letter says otherwise, so we can answer questions and meet our own obligations. Under Canadian tax law you are responsible for keeping your own business records, generally for 6 years.
- Client portal files: removed from the portal within 90 days after the engagement ends. Download anything you need before then.
- Server logs: kept by our host for a limited period for security.
When information is no longer needed, we delete or destroy it securely.
7. How we protect it
- The website uses encrypted connections (HTTPS).
- Client portal files are stored outside the public website and can only be downloaded by the signed-in client they belong to and by authorized JBPMC staff.
- Accounts are created by JBPMC only. Repeated failed sign-ins lock the account for 15 minutes.
- We use two-factor sign-in on our own systems, strong unique passwords and up-to-date software.
- We ask clients to send financial records through the client portal or their accounting software, not by email attachment.
No system is perfectly secure. If a breach creates a real risk of significant harm to you, we will notify you and the Office of the Information and Privacy Commissioner of Alberta as the law requires.
8. Your rights
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent to a use of it (which may mean we can no longer provide a service). We will reply within 45 days. We may need to confirm your identity first. If we can't give you access to some information, we will tell you why, unless the law prevents us.
If you are a tenant, owner, employee or customer of one of our clients, please contact that client first; we hold that information on their behalf and will help them respond.
9. Contact and complaints
Our privacy contact is Jordan Bretiller, JBPMC, Calgary, Alberta. Email info@jbpmc.ca with the subject "Privacy".
If you are not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner of Alberta.
10. Changes to this policy
We may update this policy as our services or the law change. The date at the top shows the latest version. If a change significantly affects how we use your information, we will tell clients by email before it takes effect.