Privacy Policy

1. Information We Collect

Depending on how you interact with us, we may collect the following categories of information:

• Contact Details: Name, business email address, telephone number, business name, and mailing address.
• Inquiry & Form Submissions: Information submitted through our contact or inquiry forms, including services of interest and project descriptions.
• Contracted Service Records: Business records, invoices, transactions, and financial data necessary to perform contracted bookkeeping, payroll, or reporting services under a signed engagement agreement.
• Customer Support & Communications: Records of correspondence, meeting notes, inquiries, and customer service exchanges.
• Website Usage & Technical Data: Standard server logs, IP addresses, browser types, and device information collected through tools that are actually enabled on our site.
• SMS Consent Records: The applicable consent selection, timestamp, and phone number when you voluntarily opt in to SMS communications.

2. How We Use Information

We use personal and business information strictly for legitimate business purposes, including to:

• Respond to inquiries, questions, and consultation requests.
• Schedule and manage consultations and appointments.
• Deliver, administer, and maintain contracted bookkeeping, accounting, and reporting services.
• Communicate about appointments, service matters, and administrative updates.
• Send SMS notifications and updates when you have provided explicit, applicable consent.
• Maintain business records, transaction history, and system security.
• Comply with applicable legal, statutory, and regulatory obligations.
• Improve website usability and customer experience where permitted by law.

4. How We Share Information

We do not sell personal information. We may share information only in limited operational circumstances with trusted service providers who assist us in operating our business, such as:

• Secure cloud website hosting and infrastructure providers.
• Customer relationship management (CRM) and practice management tools.
• Email and SMS delivery providers assisting with communications.
• Secure hosted payment processors (e.g. Elavon ConvergePay for invoice settlement).
• Professional advisers, such as legal counsel and certified auditors, where appropriate.
• Legal or regulatory authorities when disclosure is required by law or a valid subpoena.

All authorized service providers are required to handle information solely for authorized business purposes and in compliance with applicable confidentiality and security standards.

5. Data Retention

We retain personal and financial records for as long as necessary to fulfill the purposes for which they were collected, to provide contracted services, to satisfy contractual obligations, and to comply with legal, tax, and regulatory record-keeping requirements applicable to Canadian and international business operations.

6. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal and business information against unauthorized access, loss, misuse, or alteration. Access to client files is restricted strictly to authorized team members who require access to deliver contracted services.

7. Cookies and Analytics

Our website may utilize standard session cookies and basic web analytics to understand traffic patterns and maintain site performance. You may configure your browser to block or alert you about cookies; however, some site features may not function as intended without essential cookies.

8. Cross-Border Processing

Majoka Accounting Ltd. is headquartered in Surrey, British Columbia, Canada. As an international accounting and bookkeeping firm serving clients in Canada, the United States, and other global jurisdictions, information may be processed and stored in Canada or other jurisdictions where our authorized service providers operate, subject to appropriate privacy and data transfer safeguards.

9. Individual Privacy Rights

Depending on your jurisdiction, you may have rights under applicable privacy legislation (such as PIPEDA in Canada) to request access to, correction of, or deletion of your personal information held by us, or to withdraw previously given consent. To submit a privacy inquiry or exercise your rights, please contact our team using the details below.

10. Children's Privacy

Our website and accounting services are directed solely at business owners, professionals, and adults. We do not knowingly collect personal information from individuals under the age of 18.

11. Changes to This Policy

We may periodically update this Privacy Policy to reflect operational, legal, or regulatory changes. Any revisions will be published on this page with an updated effective date.