Privacy Policy

Privacy Legislation Notification

Canadian Federal and Provincial governments have enacted a considerable volume of privacy legislation recently - and British Columbia is no exception: ours came into effect on January 1st, 2004.

As a Chartered Accounting firm, Lohn Caulder has always operated under the strictest standards of confidentiality - an absolute requirement in order to secure the confidence of our successful clientele. Further, the Rules of Professional Conduct of the Institute of Chartered Accountants of British Columbia contain far more stringent regulations about confidentiality and privacy than anything contained in recent legislation.

But now, we must pay heed to the regulations prescribed by the laws that govern us, and herein make notice to you, our clients, of the following safeguards which Lohn Caulder has adopted to protect your privacy:

• We collect confidential information from our clients because it is an integral and necessary element in formulating and making sound financial decisions, as well as to comply with the many tax laws enacted for the efficient functioning of society. Such data is fundamental to the preparation of tax returns and financial statements of any kind.


• We retain this information on the understanding that our clients consent to our possession of same.


• Information we receive from clients during meetings and discussions, on applications, tax preparation checklists, worksheets, and other documents we use in financial statement or tax preparation, or in providing any other services, is maintained in the strictest confidence. No staff member divulges either the identity of our clients, or any details of any nature whatever regarding them, save and except for the normal discourse between individuals within the firm, during regular business hours, (i.e., preparer and reviewer), in the course of providing our service to the client. Certainly no detail whatever, oral or written, is taken outside the office, or discussed outside the office.


• This policy is emphasized in all of our staff hiring, and specifically referred to in our policy manuals. Upon hiring, all staff sign confidentiality agreements with the firm.


• We do not disclose any information about our clients to anyone, except in prescribed form and in prescribed manner, in order to comply with income tax laws, and with the express permission of our clients to do so. In some situations, we may need to discuss private financial information with third parties, such as bankers, lawyers, or officials of the Canada Revenue Agency. In all cases, such discussions do not take place without prior express consent from the client involved.


• We restrict physical access to our files through locked areas within the building, and locking cabinetry. The premises are locked to the outside at all times, save during regular business hours when responsible personnel are in attendance. We maintain a fully monitored alarm system, including video surveillance, and a trained guard service patrols the premises at varying times during the night to prevent burglary and/or invasion, 7 days a week. All portable computers are kept under lock and key. These computers are never stored in automobiles.


• All papers and various documents which are disposed of from this office are shredded by a recycling firm which specializes in the destruction of confidential data.


• Our computers are physically locked down, and our file servers are backed up daily. Unauthorized access to our computer records is prevented through a firewall which entirely blocks access to our system from outside. Internal network access is restricted to authorized employees which possess the necessary passwords.


• We retain personal information for as long as required for the efficient delivery of service to a client, and to comply with the record-keeping requirements of the various governmental authorities, including the Canada Revenue Agency in particular.

Any client with any questions regarding our privacy policies or safeguards should contact any member of the firm, or our "Privacy Officer" Bill Eccles.