​Privacy Policy
Pivotal VA
Last Updated: October 12, 2026
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At Pivotal VA, we take the privacy and confidentiality of your personal and business information seriously. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit our website, contact us, or use our bookkeeping, payroll, and tax preparation services.
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By using our website or providing information to us, you acknowledge the practices described in this policy. Where required by law, we will obtain your consent.
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1. Information We Collect
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We may collect the following information:
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• Contact information: Your name, email address, phone number, business name, and contact preferences.
• Business and financial information: Financial statements, invoices, receipts, banking records, payroll information, tax documents, and other information needed to provide our services.
• Booking and inquiry information: Details submitted through discovery-call bookings, website forms, and communications.
• Newsletter information: Your email address and subscription preferences.
• Website information: Browser type, device information, IP address, website activity, and information collected through cookies or similar technologies.
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We collect only the information reasonably necessary for our business operations and the services requested.
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2. How We Use Your Information
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We use the information we collect to:
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• Respond to inquiries and schedule discovery calls.
• Provide bookkeeping, payroll, and tax preparation services.
• Manage client accounts, agreements, invoices, and payments.
• Communicate with clients about their services and outstanding requirements.
• Send newsletters and business updates to individuals who have subscribed or otherwise provided the required consent.
• Maintain, secure, and improve our website and services.
• Meet applicable legal, tax, and regulatory obligations.
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We do not use personal information for unrelated purposes without obtaining consent where required.
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3. How We Share Information
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We do not sell personal information.
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We may share information with trusted third-party service providers where necessary to operate our business or deliver our services. These may include website hosting, scheduling, email, cloud storage, bookkeeping software, document management, and payment processing providers.
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We may also disclose information to the Canada Revenue Agency, authorized professional representatives, or other parties where required to provide services, with appropriate authorization or as permitted or required by law.
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We limit access to information based on the services being provided.
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4. How We Protect Your Information
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We use reasonable administrative, technical, and organizational safeguards designed to protect personal and financial information against unauthorized access, loss, misuse, or disclosure.
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These measures may include access controls, secure document-sharing systems, account authentication, and restricted access to client records.
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Although we take precautions to protect information, no electronic storage or transmission system can be guaranteed completely secure.
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5. Cookies and Website Analytics
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Our website is hosted through Wix Studio and may use cookies or similar technologies to support website functionality, remember preferences, understand website traffic, and improve the visitor experience.
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Some third-party integrations may also use cookies or collect technical information.
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Where required, we provide visitors with appropriate information and consent choices for non-essential cookies.
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You may also manage cookies through your browser settings. Disabling certain cookies may affect website functionality.
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6. Newsletter and Marketing Communications
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When you subscribe to our newsletter, we use your contact information to send bookkeeping, payroll, tax, and small-business updates.
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You may unsubscribe at any time by selecting the unsubscribe link in our emails or contacting us directly.
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We do not automatically subscribe individuals to marketing communications simply because they have booked a discovery call or requested information about our services.
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7. Third-Party Websites and Services
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Our website may contain links to external websites or services, including scheduling platforms, client portals, and other business tools.
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These providers may have their own privacy policies and information-handling practices. We encourage visitors to review their policies when using those services.
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8. Data Storage and Retention
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We retain personal and business information only as long as reasonably necessary to provide our services, maintain business records, meet legal and regulatory requirements, or resolve disputes.
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Certain accounting, payroll, and tax records may be subject to statutory retention requirements.
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When information is no longer required, we take reasonable steps to securely delete, destroy, or anonymize it, as appropriate.
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Some service providers may process or store information outside Canada. Where applicable, information may be subject to the laws of the jurisdiction in which it is processed.
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9. Accessing or Correcting Your Information
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You may contact us to request access to personal information we hold about you or to request corrections to inaccurate information.
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You may also withdraw consent for certain uses of your information, subject to applicable legal, contractual, and recordkeeping obligations.
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We may need to verify your identity before processing a request.
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10. Changes to This Privacy Policy
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We may update this Privacy Policy periodically to reflect changes in our services, website operations, or applicable privacy requirements.
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Any updates will be published on this page with a revised effective date.
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11. Contact Us
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If you have questions about this Privacy Policy or how your information is handled, please contact our designated privacy contact:
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Pivotal VA
Edmonton, Alberta, Canada
Email: admin@pivotalva.ca
Website: https://www.pivotalva.ca