Privacy Policy

Last updated November 15, 2026

This policy explains how Affordable Bookkeeping Services (“we”, “us”) collects, uses and protects personal information in Business Back Office (the “app”), in line with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

Who’s responsible

Affordable Bookkeeping Services runs the app and is responsible for the personal information in it. For businesses using the app, the business is responsible for the information it puts in about its staff and customers, and we handle it on the business’s behalf. Our privacy contact is reachable at hello@affordablebooks.ca.

What we collect

• Your account: your name, email address, password (stored securely, never readable), profile photo if you add one, and the details a business asks for, such as a phone number.
• Business information: what you and your team enter: cash counts, deposits, sales, inventory, purchases, menus, checklists, posts, files and documents.
• Connected services: if a business connects its point of sale, bank or accounting software, the information those services send, such as sales, transactions and account names. Connection keys are stored encrypted.
• Billing: the business’s plan and payment status. Card details are handled by our payment provider; we don’t store full card numbers.
• Use of the app: sign-in times, an activity log of important changes, and technical information (such as your browser and IP address) to keep the app working and secure.

How we use it

• To provide the app and its features to you and your business.
• To provide bookkeeping services to businesses that use Affordable Bookkeeping Services for bookkeeping.
• To send emails the app needs: confirmations, invitations, password resets, notifications you turn on, and access requests.
• To bill for the app, prevent fraud and misuse, and keep the app secure.
• To support you, fix problems and improve the app.

We don’t sell personal information, and we don’t use it for advertising.

Who can see it

• Your business: the people on its team see what the business’s permissions allow. The Owner decides those permissions.
• Us: Affordable Bookkeeping Services and the bookkeepers on our team can open a business in the app as described in our Terms of Service: bookkeeping clients when we need to provide our services, and other businesses only after the Owner gives access by email, for a limited time. Every visit is recorded.
• Service providers who help us run the app, only for that purpose and under confidentiality: hosting and database, email delivery, text messages, payment processing, error monitoring (which receives technical details of errors, not your personal details), and the services a business chooses to connect (such as its point of sale, bank or accounting software). Some of them may store or process information outside Canada, where it may be subject to local laws.
• When the law requires it, for example a valid court order.

Keeping it safe

Information is sent over encrypted connections, and the database only lets each person see what they’re allowed to. Connection keys are encrypted. Our administrative access requires two-step sign-in, and changes are recorded. No system is perfectly secure; if a breach creates a real risk of significant harm, we’ll notify you and the Privacy Commissioner of Canada as the law requires.

How long we keep it

We keep information while the account or business is active, and as long as needed afterwards for the purposes above and for legal, tax and accounting requirements (business records often need to be kept for six years). Then we delete it or make it anonymous.

Your choices and rights

• You can see and correct your account details under My account.
• You can ask for a copy of the personal information we hold about you, ask us to correct it, or withdraw your consent (which may mean you can’t keep using the app).
• Staff: requests about information your workplace entered may be passed to the business, which is responsible for it.

Email hello@affordablebooks.ca with any request or question. We’ll answer within 30 days. If you’re not satisfied, you can contact the Office of the Privacy Commissioner of Canada.

Cookies

The app uses cookies only to keep you signed in, remember which business you’re in, and remember your settings. It doesn’t use advertising or tracking cookies.

Changes

We may update this policy. If we make important changes, we’ll let you know before they apply.