Waystone Software
PRIVACY POLICY

This Privacy Policy outlines the practices of Waystone Software (“Waystone,” “we,” “us,” “our”) regarding the collection, use, disclosure, and safeguarding of your personal information. “Personal information” refers to information about an identifiable individual, which includes any data that directly or indirectly identifies you.

1. TYPES OF PERSONAL INFORMATION WE COLLECT AND WHY

Waystone Software may collect personal information to provide our services, which include, but are not limited to:

  • Bookkeeping and financial reporting services

  • Accounting services, including government filings and supplier payments

  • Development and delivery of software solutions for business management and operations

We collect personal information through various channels:

Information You Provide
You may directly share personal information with us through our website, contact forms, surveys, communications, or in the course of using our services. This may include:

  • Full name

  • Date of birth

  • Residential and/or business address

  • Email address

  • Phone number

  • Vehicle details (for mileage tracking or expense reports)

  • Professional membership information

  • Financial details (banking, credit card info, login credentials for business accounts)

  • Tax account identifiers (e.g., GST/HST, payroll numbers)

  • Commercial insurance policy data

  • Government IDs or access credentials necessary for regulatory filings

Communications
We may receive and retain personal information through calls, texts, emails, or messages—including those via third-party tools (e.g., scheduling or collaboration platforms). These records help us deliver support, improve services, and maintain compliance.

Analytics and Website Data
Our website, hosted on Squarespace, and enhanced with tools such as Google Analytics, collects usage data including:

  • Visitor IP addresses

  • Date/time of visit

  • Pages visited

  • Browser and device type

This information helps us understand how users interact with our website and improve its performance and accessibility.

Third Parties
Where permitted by applicable laws, we may receive information from third parties such as business partners, lead providers, or public sources. If you connect third-party platforms (e.g., banking aggregators), you authorize us to access relevant data required for service delivery, subject to those platforms’ privacy terms.

Purposes of Collection:
We collect your personal information for purposes including:

  • Delivering and managing our services and client relationships

  • Responding to inquiries or complaints

  • Meeting legal, regulatory, and contractual obligations

  • Notifying you of service updates or new offerings

  • Any other purpose we disclose to you at the time of collection

We only collect information necessary for these purposes using fair and lawful methods.

Waystone Software does not sell, trade, or share personal information for commercial gain. We do not share mobile-originated text data with third parties for marketing purposes. Any such information remains strictly confidential.

2. CONSENT

Waystone Software collects, uses, and discloses personal information only with your consent, unless an exception is permitted or required by law. Consent may be express (written, verbal, or electronic) or implied depending on the context and applicable law.

By interacting with our services, including our website or communication platforms, you consent to our collection, use, and disclosure of your personal information as outlined in this policy.

If you provide us with another person’s personal information (e.g., an employee or spouse), you represent that you have obtained appropriate consent and made necessary disclosures to that person.

You may withdraw or revise your consent at any time, subject to legal and contractual limitations, by contacting us in writing. In certain legal or emergency circumstances, we may collect or disclose information without your knowledge or consent, including:

  • For law enforcement or regulatory compliance

  • In connection with a legal claim or investigation

  • During a business transaction (e.g., merger, acquisition)

  • Where legally mandated or where information is already public

  • To protect legal rights or investigate suspected violations

3. DISCLOSURE OF PERSONAL INFORMATION

We may share personal information with third parties under the following circumstances:

Advisors and Employees

  • Professional consultants or legal advisors assisting Waystone Software

  • Employees who require access to fulfill their duties

Analytics Providers

  • Squarespace: Provides us with aggregated usage data (IP addresses, site activity) to improve site performance.

  • Google Analytics: Collects website interaction data using cookies. Information (including IP addresses) is used in aggregate to optimize user experience. Learn more or opt-out at: https://adssettings.google.com

Service Providers and Software Platforms

Authorized Third Parties (by your request)
If you request it in writing, we may share your data with accountants, legal advisors, or other third parties that assist you.

Business Transactions
In the event of a corporate transaction (e.g., merger, acquisition, sale of assets), your information may be shared with potential buyers or merged entities, provided that confidentiality protections are in place.

As Permitted by Law
We may disclose personal information where required or allowed by applicable law, as described in Section 2.

We require that third parties receiving your information agree to protect it in accordance with our standards and applicable law.

4. DATA SECURITY, STORAGE & CROSS-BORDER TRANSFER

Waystone Software stores data using secure infrastructure with appropriate physical, technical, and administrative safeguards to protect personal information from unauthorized access, alteration, or misuse.

Some of your information may be stored in third-party cloud environments (e.g., Google Cloud) located outside of Canada. While we take steps to ensure a comparable level of protection, data stored internationally may be subject to foreign legal access.

Internally, we limit access to personal information to only those employees who require it to fulfill their role.

Please note that while we use industry-standard measures, no data transmission or storage system can be 100% secure.

5. RETENTION OF PERSONAL INFORMATION

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to meet legal or contractual requirements.

The duration varies depending on the nature of the information and the context of our relationship. In some cases, data may be retained for several years to support audits, resolve disputes, or meet tax obligations.

When personal information is no longer needed, we take reasonable steps to securely destroy, delete, or anonymize it to prevent unauthorized access.

6. THIRD-PARTY LINKS

Our website may contain links to third-party websites or applications. These sites have their own privacy policies and data handling practices, which we do not control. We encourage you to review those policies before providing any personal information to those third-party platforms.

7. ACCESSING AND MANAGING YOUR INFORMATION

You have the right to access and request corrections to your personal information held by Waystone Software. Upon written request and confirmation of your identity, we will provide access to your information, subject to any applicable legal exceptions.

If we are unable to fulfill your request, we will explain the reasons and provide information on how to appeal the decision.

You may also request that we update, correct, or delete your information, subject to applicable legal and contractual obligations.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, you may contact:

Waystone Software
Email: jp@waystonesoftware.com
Phone: 647-746-9439
Address: Box 1427 Moosomin SK, S0G 3N0

This Privacy Policy may be updated periodically to reflect changes in legal obligations, technology, or our business practices. Any changes will be posted on our website with the revised effective date.

Effective Date: Jan 1, 2025