How does Gilmour Knotts Chartered Accountants (GKCA) deal with confidential information and documents?
As professional advisors we are entrusted with a lot of confidential and sensitive information. It is important that our clients and business partners understand what our policies are in respect to managing this data.
All paper documents are stored either on GKCA premises, or at a secure offsite storage location. If we have to take documents out of the office we have them with us at all times and they are not left in vehicles overnight. All our computers are password protected and we have an encrypted backup system.
If you tell any member of the GKCA team confidential information, that information is not shared with anyone outside of GKCA. In order for us to provide the best service possible, the information must at times be shared amongst the relevant team members. There are a few exceptions when we are bound by law to relinquish the confidential information:
- Canada Revenue Agency or the courts have requested it. We will inform you that they have made the request before we submit the information.
- Unlike lawyers we do not benefit from client privilege. That means if you tell us something that is pertinent to the year end financial statements or tax returns we are duty bound to report that information.
Upon the request of a client we will also send information to banks, lawyers, insurance agents etc. once we have written authorization. Any sensitive information that we send electronically will not be sent via e-mail. It will be sent via our secure file transfer system, Titan File or faxed if the client prefers. Titan File is Canadian based and ensures that only the intended receiver can access the information.
We also encourage our clients to use the service. You can upload documents to us from our web page:Upload Documents Here
If you are thinking of selling your business and would like to discuss the options and considerations surrounding those transactions, please contact us.Download a copy of this issue