PIPEDA Compliant — Canada
Effective Date: March 17, 2026 | Last Updated: March 17, 2026
Plain Language Summary: BrokerBooks collects only what we need to run your account and improve the service. We never sell your data. We never share it with advertisers. Your financial records are yours.
1. Who We Are
BrokerBooks Canada Inc. is a federally incorporated Canadian company providing accounting and financial management software for Canadian real estate professionals. Our registered office is in Mississauga, Ontario, Canada.
Privacy Officer Contact: support@brokerbooks.ca
2. What Information We Collect
2.1 Account Information
- Full name — to personalize your account and communications
- Email address — for login, notifications, and support
- Business name — to identify your brokerage on reports
- HST registration number — optional, for CRA-compliant reporting
- Password — stored as a one-way bcrypt hash (we cannot see it)
2.2 Financial Data You Enter
- Income records (commissions, fees, referrals)
- Business expense records
- HST collected and paid amounts
- Receipt images you upload to the Receipts Vault
- Trading account records (if you use the Trading feature)
2.3 Usage and Technical Data
- IP address — to detect your approximate location and prevent fraud
- Country and city — derived from your IP address for analytics
- Device type — mobile, tablet, or desktop
- Pages visited — to understand how users navigate BrokerBooks
- Browser/user agent — for compatibility and security purposes
- Referrer URL — to understand how users find BrokerBooks
2.4 Payment Information
Payment processing is handled entirely by Stripe. BrokerBooks never sees, stores, or processes your credit card number. We only store your Stripe customer ID and subscription status.
3. Why We Collect It (Legal Basis Under PIPEDA)
| Data | Purpose | Legal Basis |
|---|
| Name, email | Account creation, login, communications | Consent (at registration) |
| Financial records | Core service delivery | Contract performance |
| IP, country, device | Analytics, fraud prevention | Legitimate interest |
| Receipt images | CRA-compliant 8-year digital storage | Consent + legal obligation |
| Payment/subscription | Billing and subscription management | Contract performance |
4. How Long We Keep Your Data
- Account data: Active period plus 1 year after deletion
- Receipt images: 8 years from upload date (CRA requirement)
- Financial records: 7 years minimum (CRA requirement)
- Usage/analytics data: Rolling 13 months, then purged
- Deleted accounts: Core data purged within 30 days
5. Who We Share Data With
We do not sell, rent, or trade your personal information. We share data only with trusted service providers strictly for operating BrokerBooks:
- Stripe — payment processing
- Anthropic — AI-powered OCR receipt scanning only; no financial data is retained
- Namecheap / Private Email — email delivery for notifications
- Vultr — cloud server hosting in Canada/US
6. Your Rights Under PIPEDA
- Access — request a copy of all personal data we hold
- Correction — request correction of inaccurate information
- Deletion — request deletion of your account and personal data
- Withdrawal of consent — opt out of non-essential data collection
- Complaint — file with the Office of the Privacy Commissioner of Canada at priv.gc.ca
7. Data Security
- All data encrypted in transit using HTTPS/TLS
- Passwords hashed using bcrypt (irreversible)
- Database access restricted to authenticated application processes only
- JWT tokens used for secure mobile authentication with expiry
8. Cookies and Tracking
BrokerBooks uses session cookies strictly for authentication. We do not use Google Analytics, Facebook Pixel, or any third-party advertising trackers. Our analytics are self-hosted and privacy-preserving.
9. Children's Privacy
BrokerBooks is intended for adults (18+). We do not knowingly collect personal information from anyone under 18.
10. Changes to This Policy
When we make material changes, we will notify you by email at least 30 days before the changes take effect.
11. Contact Our Privacy Officer